Policies

Attendance Policy

The educational programs of the College have been developed by the faculty and staff to provide students with the information and experiences necessary to become practicing professionals. It is expected that students attend the various educational opportunities provided for them as a part of the curriculum. The College of Pharmacy will verify attendance of its student pharmacists in academically-related activities by a formal process in compliance with Federal regulations and UTHSC guidelines. Students will be asked to verify academic attendance for all required and elective classes during the first week of the term. All students will be required to show a photo ID, issued by UTHSC at its Memphis campus in their first professional year, and sign a log of attendance in the presence of an administrative staff member of the College. Attendance will also be verified after the midpoint of the term using attendance at an examination. 

Individual faculty may consider attendance mandatory for certain educational experiences. Students will be informed, in the course syllabus, where policy requires class or examination attendance and will be given information regarding excused absences, necessary documentation and any penalties that may be associated with failure to take quizzes or examinations on time.

Make-Up Examination

Students are expected to be present for all scheduled examinations as indicated on the official examination schedule provided by the College or included in the course syllabus. A student who anticipates missing an examination must contact the Associate Dean of Academic Affairs and Assessment by e-mail or phone (901.448.1443) prior to the examination. If this is not possible due to an unexpected absence, the student must notify the Associate Dean of Academic Affairs and Assessment in writing within 24 hours of the exam time. The request will be reviewed and sorted into one of three categories: 1) excused with no penalty; 2) excused with penalty; and 3) unexcused. Excused with no penalty is given in the case of serious illness that requires the student to be admitted to the hospital, hospitalization/death of an immediate family member (sister, brother, mother, father, child, spouse, grandmother, grandfather), or for motor vehicle problems prior to exam. Excused with penalty is generally given for students with illnesses that do not require hospitalization. Unexcused­ occurs when a student fails to contact the Associate Dean of Academic Affairs and Assessment prior to the missed examination or has an absence that does not conform to the above categories. If the absence is unexcused, the student will earn zero (0) points for the examination and will not be given a makeup examination. The penalty incurred is based on the total number of examinations missed during the academic year. A student with an excused absence must take the missed examination as soon as possible after he/she returns, but no later than 2 business days after his/her return to class, unless there are extenuating circumstances that have been approved by the Associate Dean of Academic Affairs and Assessment. Unless there are extreme circumstances, a student is not permitted to miss classes to take a make-up examination.

Grading Policy

The College of Pharmacy uses a grading schema that permits the faculty to award, in combination with certain letter grades, a “plus” or “minus” to appropriately recognize and reward the academic achievements of students in the College. Once the letter grade has been assigned, the grading system will use the following quality point scale for purposes of reporting and recording student grades on routine grade reports and transcripts:

The letters “HP,” “P,” or “NP” are recorded to indicate honors pass, pass, or no pass, respectively, in specific designated pass/no pass courses.

The letters “WP” or “WF” are recorded to indicate pass or failure in those instances in which a student withdraws from a course before completion, and is either passing or failing, respectively. The letter grade of “W” will be recorded when a student withdraws from a course before there has been evaluation of the student to determine whether he/she is passing or failing. If withdrawal occurs before the midpoint of a course, the grade for the dropped course is recorded as a “W” on the official transcript. If withdrawal occurs after the midpoint, but before assessment in the course is 70% completed, the grade for the dropped course is recorded as either “WP” or “WF” depending on the student’s grades in the course at the time of withdrawal. Any student who fails to complete the course, or who withdraws after 70% of the assessments are completed, will receive zero(s) for any uncompleted assignments and tests, and the final course grade will incorporate those zero(s) into the grade calculation.

The designation of “I” (Incomplete) will be used when a student is unable to complete the course at the regular time. In such cases, arrangements will be made by the course director for the student to complete the requirements, and the “I” will then be replaced by whatever grade the student earns. It is the responsibility of the student to work with the course director in determining when and under what circumstances the “I” grade can be changed. The student must complete all remaining course requirements by the end of the term following that in which the ‘incomplete’ was received. Otherwise the “I” will be changed to an “F” for the permanent record.

Course Registration

The Associate Dean for Student Affairs handles registration for all students for all required courses, APPE courses, and electives during the P3 Spring, P4 Fall and P4 Spring. Didactic courses are registered using a “block” registration system. APPE courses are registered using the APPE rotation schedule for each individual student found in CORE ELMS®. APPE course registration is updated in Banner at the beginning of each month.

It is the student’s responsibility to assure that their registration is correct in the Banner system at the beginning of every semester. Discrepancies should be brought to the attention of the Associate Dean for Student Affairs immediately. There is no guarantee that a course will be added to a student’s registration after the drop/add period.

Dropping or Adding a Course

Students are allowed to drop or add courses in rare occasions, most commonly dropping or adding an elective course or clinical rotation. Students wishing to drop or add an IPPE or APPE course should contact the Director, Experiential Learning. If a request to drop or add an IPPE or APPE course is approved, college officials will submit the necessary forms to the Office of the Registrar.

Students register themselves online for P2 Fall, P2 Spring and P3 Fall electives. Students may drop/add these elective courses only during the drop/add period specified on the academic calendar. The College will register students for electives selected during the P3 Spring, P4 Fall or P4 Spring. Students wishing to drop or add an elective during these semesters should contact the Associate Dean for Student Affairs. If a request to drop or add is approved, college officials will submit the necessary forms to the Office of the Registrar.

Students should be aware that depending on the timing and nature of the requested change, any resulting change in total enrolled credit hours could affect enrollment status, eligibility for tuition refunds or financial aid, student loan repayments, and subsequent grades appearing on the student’s official transcript.

Auditing a Course

Students are not allowed to audit courses in the College of Pharmacy curriculum.

Withdrawal

A student who wants to withdraw must immediately notify the Associate Dean of Academic Affairs and Assessment and Associate Dean of Student Affairs. The student must refer to the campus withdrawal policy for further details.

Transfers

Transfer Enrollment and Advanced Standing

Admission on an advanced standing basis is dependent on the availability of a position in the class. Admission for advanced standing is competitive and students meeting minimum requirements are not guaranteed admission. Because of curricular differences between pharmacy programs, UTHSC’s curriculum may require transfer students to lose one professional year. An applicant who requests admissions as an advanced standing student must:

1. Provide credentials certified by the proper authorities from the college of school of pharmacy previously attended, plus undergraduate colleges or universities attended, including satisfactory discharge of all financial obligations toward the institutions. A letter of good standing from the student affairs or academic affairs dean of the pharmacy school will suffice. Applications from students dismissed from a college or school of pharmacy for academic or disciplinary reasons will not be accepted. Provide certified transcripts of grades for all pre-pharmacy and professional courses.
2. Provide official transcripts to be mailed or released directly from their school to the UTHSC. The UTHSC does not accept transcripts issued to the student, mailed by the student, faxed, or hand-delivered. Transcripts should be sent directly to the UTHSC Office of Admissions. Please check the website for mailing directions (http://www.uthsc.edu/admissions/). Transcripts of college coursework completed outside of the US must be submitted for evaluation by one of the following organizations: Educational Credit Evaluators (ECE who can be contacted by email at eval@ece.org or through the web at www.ets.org) or World Education Services (WES who can be contacted by email at support@wes.org or through the web at www.wes.org). The UTHSC Office of Admissions will also accept credentials evaluated by National Association of Credential Evaluation Services (NACES) members. For more information about current members of NACES, visit www.naces.org.
3. Successfully complete all prerequisites required for admission to the UTHSC College of Pharmacy.
4. Provide three letters of recommendation.
5. Provide syllabi of courses from the current pharmacy curriculum to determine if students may enter without losing previous credits. Students from schools accredited by ACPE will be allowed full course or subject credit for all courses completed satisfactorily assuming an equivalent number of hours of credit and equivalent content.
6. Appear for a personal interview.

In order to fulfill the requirements of the College and qualify to receive the PharmD degree, a transfer student must complete, at a minimum, the last two years of study in residence at The University of Tennessee Health Science Center College of Pharmacy.

Reinstatement

Students who have been Withdrawn may seek Reinstatement. To seek Reinstatement, students must submit an online Application for Reinstatement. To gain access to the online application, students must first contact the Associate Dean for Student Affairs to discuss reinstatement into their proposed program of study.

Applications for Reinstatement must be submitted no later than six weeks prior to the start of the term for which they seek to be reinstated. The reinstatement application may require additional documentation from a student, such as a criminal background check, immunization compliance, drug screen, transcripts from other institutions attended since their last enrollment at the UTHSC, and other documentation required by the College as a condition of reinstatement. International students should be aware additional documentation might be needed according to federal guidelines. 

Additional documentation for students with an involuntary medical withdrawal may be required, as part of an individualized evaluation, to provide evidence that the student is ready to resume studies and academic responsibilities. Such evidence may include, for instance, documentation of attempts to resolve issues that led to the leave, release of academic records to inform the treating physician, release of treatment records, consultation with or clearance from University Health Services, consultation with SASSI to determine if reasonable accommodations are available, as well as a demonstrated ability to safely handle the stresses that arise from an intense, complex, and fast paced advanced course of study at UTHSC and clinical sites. All returning students must meet the essential eligibility requirements and technical standards of the college/program. The student will be notified of the reinstatement decision, conditions, and appeal rights.

Applications for Reinstatement will be reviewed by the College, who will make the reinstatement decision. The College may have reinstatement policies and procedures describing actions that must be taken related to the reinstatement, such as the need to repeat or remediate coursework, apply for readmission, etc.

Course-Specific Appeal Procedures

A student may appeal the final course grade if he/she feels that the grade was assigned inappropriately and not in accordance with the grading policy in the course syllabus. The appeal must be in writing/email and sent to the course director within two (2) business days of the time the grade is posted. The student will receive a written/email notification of the course director decision. A student may further appeal in writing/email to the department chair in which the course resides within two (2) business days of notification of a denied appeal by the course director. The chair’s decision is final.  

Student Identification Badges

Students must wear a visible UTHSC identification badge all times when on campus. In addition, students must wear a name badge at all times in the pharmacy practice laboratory, in clinical practice sites, and when engaged in College or Campus sponsored community service.

Dress Code

Student Attire in the Classroom

1. Students must wear a visible UTHSC ID
2. No hats or head covering of any kind, except for religious, cultural, medical or ethnic observations
3. Pants
   1. No excessively tattered or worn pants and no clothing with holes
   2. No Shorts
4. Shirts
   1. No revealing clothing, including low cut blouses or shirts/pants that allow the abdomen to be exposed. Likewise, pants should not be cut too low or worn in a manner that causes the upper portion of the buttock or underwear to be to be exposed.
   2. No strapless shirts, shirts with spaghetti straps, or halter tops
   3. No T-shirts with discriminatory or derogative statements or graphics
   4. T-shirts that are sold by student or pharmacy organizations or UT are allowed. Jeans and scrubs are also allowed
5. Shoes
   1. No flip-flops
   2. Dress sandals are appropriate for classes

Student Attire in Professional Practice Experiences, Settings & Labs*

Students are expected to dress professionally when engaged in experiential practice activities or in laboratory exercises to project a professional image. The following dress code applies to all students in pharmacy labs and practice experiences:

1. Students must wear a name badge and a clean white waist length coat (or white pharmacy coat) at all times in the pharmacy practice laboratory and practice sites. (Scrubs are acceptable in certain labs IF the instructor has given permission, e.g., Patient Assessment lab.)
2. In all patient care settings, male students must wear a dress shirt and tie and females should dress in similar professional/business attire.
3. Students may NOT wear the following in pharmacy laboratories or professional practice settings:
   1. Jeans
   2. Shorts
   3. T-shirts
   4. Dirty or soiled sneakers/tennis shoes
   5. A head covering, head garment, hat, or cap, unless for religious, cultural, medical or ethnic observations
   6. Excess jewelry or accessories that may interfere with safety and the effective performance of the processes and procedures being carried out including piercing of the eyebrow, lip, nose, and tongue
   7. Revealing clothing including low cut blouses or shirts/pants that allow the abdomen to be exposed. Likewise, pants should not be cut too low or worn in a manner that causes the upper portion of the buttock or underwear to be to be exposed.
4. Tattoos should not be visible to patients.

*Individual sites and situations may have their own professional attire policies, which take precedence over the College of Pharmacy policy. The student must adhere to those requirements while in the respective facilities.

Complaints Policy

The College of Pharmacy is committed to fair treatment of its students in their relationships with the administration, faculty, staff and fellow students. The purpose of this policy is to establish, implement and operate a student complaint procedure. This policy shall be provided annually to the first professional year class during the new student orientation, and to other professional year classes during the first week of classes in the fall term. In addition, the policy shall be continuously accessible by students through the University of Tennessee Health Science Center College of Pharmacy webpage under “Current Students” by using the Student Login. Whenever possible, students should seek to resolve directly with the individuals involved those matters that serve as the basis for a student complaint. For those matters that the student is not able to resolve, relief may be sought through the following procedures:

If the subject matter of the complaint to be filed by the student is addressed by existing policy(s) of the University of Tennessee, the UTHSC and/or the College of Pharmacy, the student shall file the complaint with the responsible office, in the form and manner proscribed by that office.

Example One: If the complaint alleges that the student has been discriminated against on the basis of race, color, sex, religion, national origin, age, disability or veteran status, the complaint shall be filed with the Director of Equity & Diversity for the UTHSC.

Example Two: If the complaint concerns academic dishonesty by a fellow student, the complaint shall be filed with a member of the Honor Council, in the form and manner proscribed by the UTHSC Honor Code.

Information concerning filing of complaints, such as the two examples provided immediately above, is provided in the University of Tennessee Health Science Center Student Handbook (CenterScope) and on the UTHSC and the University of Tennessee College of Pharmacy websites.

If the subject matter of the complaint to be filed by the student is not addressed by existing policy(s), the student shall file a written complaint with the Associate Dean for Student Affairs. The complaint must be in writing, signed and dated by the student filing the complaint and submitted using the “Complaint Form” available on the College website by using the Student Login.

Upon receipt of the form, the Associate Dean for Student Affairs shall review the complaint and take one of the following actions:

1. Meet with parties involved.

2. The Associate Dean for Student Affairs shall investigate the complaint and prepare a written response to the complaint, and if appropriate, include a plan of corrective action. The written response shall be prepared within five (5) business days of receipt of the written complaint from the student. Within five (5) business days of completing the written response, the Associate Dean for Student Affairs shall meet with the student to deliver and discuss the written response.

3. Refer the complaint to an administrator, department chair or faculty member in a position of being able to respond to the complaint. The person to whom the complaint is referred shall investigate the complaint and shall submit to the Associate Dean for Student Affairs a written response to the complaint, and if appropriate, include a plan of corrective action. The written response shall be submitted within five (5) business days (excluding holidays) of receipt of the complaint from the Associate Dean for Student Affairs. The Associate Dean for Student Affairs shall, within five (5) business days (excluding holidays) after receiving the written response, meet with the student to deliver and discuss the written response.

If the student is not satisfied with the written response, the student may file an appeal with the Dean of the College. The appeal shall be in writing in the form of a letter addressed to the Dean, and shall be signed and dated by the student submitting the letter of appeal. The letter shall specifically state the reason(s) why the student is not satisfied with the written response and the relief sought by the student. Simultaneous with delivery of the letter of appeal to the Dean, a copy of the letter of appeal shall be delivered to the Associate Dean for Student Affairs, who shall within five (5) business days (excluding holidays) of receipt of the letter of appeal deliver to the Dean the original written complaint filed by the student and the written response.

Upon receipt of the letter of appeal, the original complaint and the written response, the Dean shall review the compliant and within five (5) business days (excluding holidays) shall prepare a written decision. Within five (5) business days (excluding holidays) of completing the written decision, the Dean shall meet with the student to deliver and discuss the written decision. The Dean’s decision is final. However, if a student complaint related to the ACPE standards for accreditation is unresolved, they may file a formal complaint to the Accreditation Council for Pharmacy Education via email: csinfo@acpe-accredit.org as described in their policies on their website: https://www.acpe-accredit.org/complaints/.

The original written complaint and written response to the complaint, and if applicable, the letter of appeal and the written decision of the Dean shall be placed in a file on student complaints to be maintained by the Office of Student Affairs. A photocopy of all documents placed in the file on student complaints shall also be placed in the file on the student who submitted the original written complaint.

All aspects  of student complaints shall be treated as confidential in accordance with UTHSC policies on confidentiality of student records. Notwithstanding this confidentiality requirement, the file on student complaints maintained in the Office of the Dean shall be made available to representatives of the accrediting agencies.

Grievance Procedure for the Accreditation Council for Pharmacy Education Accreditation Standards

Any student may bring a grievance or complaint related to the accreditation standards or the policies and procedures of the Accreditation Council for Pharmacy Education (ACPE). Any student complaint lodged against the College, or the pharmacy program, alleging a violation of the ACPE accreditation standards should be submitted in writing to the College’s Associate Dean for Student Affairs. The accreditation standards (“Accreditation Standards and Key Elements for the Professional Program in Pharmacy Leading to the Doctor of Pharmacy Degree,” standards 2016 approved January 25, 2015, Released: February 2, 2015) can be found in the ACPE accreditation website at: http://www.acpe-accredit.org/. Complaints from other institutions, students, faculty, or the public against a college or school of pharmacy, including tuition and fee policies, and as related to ACPE standards, policies or procedures, shall be placed in writing in detail by the complainant and submitted to the ACPE office as described at the ACPE website at: https://www.acpe-accredit.org/complaints/.

Honor Council

Academic dishonesty at any point during the curriculum may result in a course letter grade of “F” and/or disciplinary actions as determined by the Dean of the College upon recommendation from its Honor Council. A student found guilty of academic misconduct on a composite examination may receive an exam grade of zero (0) for all courses included on the examination. Please refer to the Honor Code of the Student Judicial System section of the official student handbook, CenterScope for the special provisions of the UTHSC Honor Code that pertain to the College of Pharmacy.

Criminal Background Checks for Matriculating Students

In order to assure that admitted students can successfully pursue careers as pharmacists and to conform to new requirements at affiliated training sites, the College must assure that all entering students undergo a criminal background check (CBC) prior to matriculation. Once accepted, applicants will receive information as to how to apply for the criminal background check through the UTHSC approved vendor. Adverse findings on a criminal background check may lead to a withdrawal of the offer of admission or denial of access to a clinical training site. The College may require that additional background checks are completed at any given point of the curriculum, to meet the requirements of affiliated training sites. The UTHSC Policy on Criminal Background Checks for Matriculating Students may be found in the student handbook (CenterScope), or at https://uthsc.policymedical.net/policymed/anonymous/docViewer?stoken=de47aa28-16aa-408b-9c96-cb04f232964f&dtoken=ebb4ceee-e5a4-4928-beaa-30305e81d93b.

A private company approved/licensed to perform CBCs will conduct these background checks. A summary report will be sent to the College. If any discrepancies are noted the Associate Dean for Student Affairs will notify the student by telephone and in writing that the student must schedule an appointment to review the results of his/her background check. It will be necessary for the student to bring the complete, detailed copy of the report and all correspondence from the private company that conducted the CBC to the appointment. The student and the Academic and/or Student Affairs Dean will meet to solicit additional information or appropriate explanation of the code. Students who question the accuracy of the report should immediately send a brief written statement as to the area they believe to be incorrect to the private company that performed the CBC. If the student does not challenge the discrepancies results in the report or if the findings are such that the student does not meet the healthcare site’s CBC requirement, UTHSC enrollment and or participation in all clinical rotations may be denied. If a prospective student is denied admission to a program or if a current student is denied participation in clinical rotations due to CBC findings, the student will be notified by certified letter from the appropriate Dean of Student Affairs explaining why the student cannot matriculate or continue in the program. Additional background checks may be required by clinical affiliates prior to student entry into their sites. Students may bear the cost of these background checks.

Student Drug and Alcohol Policy

It is the policy of the College to maintain a safe and healthy environment for its students and employees. Therefore the College prohibits being under the influence of, or the unlawful use, manufacture, possession, distribution or dispensing of drugs (“controlled substances” as defined in the Controlled Substances Act, 21, U.S.C. 812) and alcohol on University property or during University activities.

Violation of this policy is grounds for disciplinary action - up to and including permanent dismissal [1] of a student. Federal and state laws provide additional penalties including fines and imprisonment (21 U.S.C. 841, et seq., T.C.S. 39-6-401 et seq.). Local ordinances and UTHSC policies (see CenterScope section on Maintenance of Professional and Ethical Standards of the Health Professions) also provide penalties for drug- and alcohol- violators, which may include referral for local prosecution or requiring the individuals to participate satisfactorily in an approved drug or alcohol abuse assistance or rehabilitation program. To maintain a safe and drug-free environment, the College has procedures for performing screenings for controlled substances and alcohol within areas or positions that affect safety or where such screenings are required by federal regulations. In addition, screenings are permissible where there is reasonable suspicion of drug or alcohol use. The College is responsible for assuring that students entering clinical settings are ‘fit for duty’ and must pay particular attention to issues that could affect patient safety or student success. To this end, the College has established a number of guidelines and procedures relating to drug and alcohol monitoring.

Accommodations for Religious Beliefs, Practices, and Observances

The UTHSC acknowledges the diversity of its students and respects the rights of students to observe their religious beliefs and practices. The UTHSC will endeavor to provide reasonable accommodations relating to religious beliefs and practices in response to a formal written student request. However, accommodations cannot be guaranteed in instances where such would create an undue burden on faculty, a disproportionate negative effect on other students who are participating in the scheduled educational activity, or jeopardize patient care.