West Virginia University School of Dentistry Division of Dental Hygiene Academic and Professional Standards Document Developed by the Dental Hygiene Academic



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West Virginia University

School of Dentistry

Division of Dental Hygiene

Academic and Professional Standards

Document

Developed by the Dental Hygiene Academic and

Professional Standards Committee

Approved by the Dental Hygiene Faculty and the

Dean of the School of Dentistry

August 2003

Revised

August 2009

August 2011

August 2012

November 2015, Implementation January 1, 2016
TABLE OF CONTENTS
Section 1. INTRODUCTION

1.1 Preamble

1.2 Definitions

Section 2. REQUIREMENTS, RIGHTS AND OBLIGATIONS

2.1 Requirements and Rights of the School

2.2 Statement of Student Rights

2.3 Obligations of Faculty

SECTION 3. ACADEMIC PERFORMANCE STANDARDS

3.1 Definition of Grading System

3.2 Methods of Evaluation

3.3 Academic Performance Standards

3.3.1 Scholastic Achievement

3.3.2 Licensure Examinations

3.3.3 Attendance

SECTION 4. PROFESSIONAL PERFORMANCE

4.1 Professional Performance Standards

4.1.1 Personal Appearance

4.1.2 Personal Behavior/Conduct

SECTION 5. CONSEQUENCES OF FAILURE TO MEET ACADEMIC AND PROFESSIONAL PERFORMANCE STANDARDS

5.1 Definition of Standards

5.1.1 Grade Reduction, Final Grade of Failure (F), an Unforgivable Grade of F (UF), or Exclusion from Further Participation in the Course, Lab or Clinic

5.1.2 Academic/Professional Probation

5.1.3 Academic/Professional Suspension

5.1.4 Dismissal from the WVU Dental Hygiene Program

SECTION 6. DETERMINATION OF SANCTIONS

6.1 Preamble

6.2 Academic and Professional Performance

6.3 Informal Hearing of the Academic and Professional Standards Committee

6.4 Procedural Standards for Informal Hearings

SECTION 7. APPEAL OF ACADEMIC PENALTIES OR SANCTIONS

7.1 Appeal of Penalty (i.e. grade, final grade, and exclusion from a course, lab, and/or clinic)

7.2 Appeal of a Sanction (i.e. Probation, Suspension)

7.3 Appeal of a Sanction of Dismissal

Section 1. Introduction


1.1 Preamble:

As part of its mission to educate and train high quality health care professionals, the West Virginia University School of Dentistry Division of Dental Hygiene has an obligation to evaluate students pursuing the bachelor’s degree in dental hygiene as thoroughly as possible for their cognitive and non-cognitive abilities, their academic and professional knowledge and skills, their integrity, and their suitability for the practice of dental hygiene. This policy also reflects the Accreditation Standards for Dental Hygiene Programs published by the Commission on Dental Accreditation of the American Dental Association.
This Policy on Academic and Professional Standards is limited to students enrolled in the Dental Hygiene program at the West Virginia University School of Dentistry. The dental hygiene curriculum requires all students to be full-time (minimum of 12 credit hours in fall and spring semesters).
The standards set forth in this section apply to all intramural and extramural academic settings of the dental curriculum including, but not limited to, lectures, examinations, laboratories, recitations, seminars, teaching clinics and rural sites at the West Virginia University Health Sciences Center or its affiliates, and are in conformity with the University System Board of Governors, Policies #15, 10 and 31. This policy covers all behavior and conduct that demonstrates by clear and convincing evidence that a student possesses the professional qualities necessary for the practice of dental hygiene, and gives exclusive authority in such matters to the School of Dentistry Division of Dental Hygiene as part of the WVU Health Sciences Center.
By enrolling in the Dental Hygiene program of West Virginia University, the student accepts the academic and professional standards/requirements outlined herein as requisite for continued enrollment in this curriculum and graduation. Knowledge of and conformity to these standards/requirements are the students’ responsibility.
Students are expected to abide by federal, state, and local statues and ordinances, both on and off campus, refrain from behavior incompatible with the responsibilities of the dental profession, and follow the specific rules of conduct established in West Virginia University Board of Governors Policy # 10.
In all disciplinary proceedings, students are considered innocent until allegations with regard to violations of this policy have been established by clear and convincing evidence.
Graduate Students:

Students enrolled in the graduate program are subject to the same professional performance standards as those enrolled in the baccalaureate program. Consequences for failure to meet professional performance standards (i.e., probation, suspension, dismissal) are also equivalent. Academic criteria for progression through and graduation from advanced education programs are different than the academic performance standards expected of the baccalaureate student. Achievement of a 3.0 GPA or an overall competence in the student’s field is expected. A minimum grade of “B” must be earned in all work attempted in the master’s program. If a student earns a grade of “C” or below in two courses, they will be placed on academic probation. A third “C” or below will result in suspension from the program.


For grievance issues related to academic performance, a graduate student’s due process rights are fully protected under the West Virginia University Code of Student Rights and Responsibilities, a policy document that governs all academic appeals and sanctions not otherwise covered by an approved school-specific policy. In addition, postdoctoral residents are governed by West Virginia University Medical and Dental Staff Bylaws which documents fair hearing procedures and process, as well as grievance issues relating to discharge of professional responsibilities.

In order to reach the goals and fulfill the mission of the School of Dentistry, the requirements and regulations contained herein are subject to continuing review and change. The School of Dentistry, Division of Dental Hygiene therefore, reserves the right to change, delete, supplement, or otherwise amend the information, requirements, rules, and policies contained herein without prior notice.



1.2 Definitions:

a. Intramural – All academic settings of the dental/dental hygiene curriculum at the West Virginia University Health Sciences Center or its affiliates, including formal rotations to approved rural sites.

b. Extramural – All settings external to the West Virginia University Health Sciences Center or its affiliates.

c. Board of Governors – The West Virginia Board of Governors is the governing body for West Virginia University. The Board of Governors is under the auspices of the West
Virginia Higher Education Policy Commission that oversees all public colleges and
universities in West Virginia.

d. President – The chief executive officer of the University, whatever the title,
responsible directly to the Board of Governors including all those acting for or on
behalf of such chief executive officer at or by his/her direction, or at or by the direction of the Board of Governors, (e.g., the Vice President for Health Sciences).

e. Dean – The chief academic officer of the West Virginia University School of Dentistry.

f. Faculty – Those employees of the Board of Governors, as defined in BOG Policy 2, who are assigned to the West Virginia University Health Sciences Center.

g. Staff – Those employees not defined as faculty, who are assigned to the West Virginia
University Health Sciences Center.

h. Student – Any person admitted to the School of Dentistry to pursue a course of study,
research, and service in the Dental Hygiene Program.
Section 2. Requirements, Rights and Obligations

Dental Hygiene Student Rights and Responsibilities - Effective for all undergraduate students enrolled in the Dental Hygiene Program


2.1 Requirements and Rights of the School:

Requirements for admission to the School of Dentistry, Division of Dental Hygiene, are stated in the West Virginia University Catalog and the application materials.

The School of Dentistry, Division of Dental Hygiene, requires that all enrolled students:

(1) achieve an integrative mastery of the discipline of dental hygiene, maintain the motivation to gain such mastery, develop the professional skills required for dental hygiene degree, and demonstrate the professional responsibility necessary for the practice of dental hygiene;

(2) be considerate toward patients, instructors, staff, and each other;

(3) fulfill the criteria and requirements for satisfactory academic and clinical progress and successful completion of the dental hygiene curriculum as stated in the:



  • West Virginia University Catalog;

  • syllabus of each course;

  • School of Dentistry, Division of Dental Hygiene Clinical Manual;

  • Student Code of Academic and Professional Behavior;

  • WVU School of Dentistry Policy on Professional Appearance;

  • Division of Dental Hygiene Professional Appearance and Attire Addendum; and

  • comply with any other published rules of procedure, conduct, and appearance

required by the School of Dentistry and/or Division of Dental Hygiene for all academic or clinical settings.
All students admitted to the School of Dentistry Division of Dental Hygiene curriculum are required to be full-time. The nature of the educational program and patient responsibilities do not permit part-time enrollment. All students are expected to attend classes and clinical sessions as scheduled. Only absences as defined in section 3.3.3 Attendance will be excused. Absences for any reason must be reported to the office of the Dean. Vacations should be planned during school breaks according to the School of Dentistry’s and the University’s Academic/Events Calendars.
A leave of absence for medical reasons, bereavement or military leave may be granted during the semester. Contact the Division of Dental Hygiene immediately if such an issue should arise. (Refer to the Office of the University Registrar website for more information.)

2.2 Statement of Student’s Rights:

Students have online access to the following documents:



  1. University Catalog in which program requirements are stated;

  2. University Academic Standards (located in the Undergraduate catalog)

  3. Academic and Professional Standards of West Virginia University School of Dentistry, Division of Dental Hygiene [this document];

  4. Student Code of Academic and Professional Behavior of the School of Dentistry;

  5. WVU School of Dentistry Policy on Professional Appearance;

  6. Division of Dental Hygiene Professional Appearance and Attire Addendum;

  7. West Virginia Board of Governors, Policy #15 Student Academic Rights;

  8. West Virginia Board of Governors, Policy #10 Student Rights and Responsibilities;

  9. WVU Board of Governors, Policy #31 University Student Conduct Code;

  10. Dental Hygiene Attendance Policy

  11. Rural health Curriculum Requirement

  12. Community Service and Service Learning Definitions

  13. Community Service Hours

  14. Signature Page for Policy Review

  15. Summer Curriculum Requirements Signature Form

  16. Family Education Rights and Privacy Act (FERPA);

  17. Policy and Procedure Regarding Sexual Harassment;

  18. Complaints Policy-ADA;

  19. Use of Social Networking Policy;

  20. Conflict of Interest Policy;

  21. Operating Procedures for Emergencies; and

  22. HSC Policies and Procedures for Laptop Technology.

Students shall have the right to have access to a syllabus describing the content, requirements, competency statements and grading policy for each course or rotation in which they are enrolled.

The student shall be graded or have his/her performance evaluated solely according to performance in the course as measured against academic and professional standards. The student shall not be evaluated prejudicially, capriciously, or arbitrarily. The student shall not be graded, nor shall his/her performance be unlawfully evaluated on the basis of his/her race, color, religion, creed, disability, gender, sexual orientation, national origin, language, ancestry, veteran’s status, or political affiliation. Students enjoy the rights specified in Board of Governors Policy 10 which include (1) freedom of expression and assembly, (2) freedom of association, and (3) privacy.

2.3 Obligations of Faculty:

Instructors must immediately report all alleged violations of the Student Code of Academic and Professional Performance Standards to the Division Director. Should the Director decide that the matter warrants submission to the Dental Hygiene Academic and Professional Standards Committee for findings of fact; the instructors must await the outcome of the investigation.



Section 3. Academic Performance Standards
3.1 Definition of Grading System:

  1. Grade Point Average - Grade point average (GPA) in the School of Dentistry, Division of Dental Hygiene, is calculated on the basis of 4.00 with the letter grade generating a point value per credit hour as follows:

A=4 points

B=3 points

C=2 points

D=1 point

F=0 point


  1. Incomplete (I) Grade - The grade of incomplete (I) is given when the instructor believes that the student’s work is unavoidably incomplete or that a supplementary examination is justifiable. A grade of “I” must be converted into a permanent letter grade no later than the end of the subsequent semester. For example, an “I” grade earned in the fall semester must be corrected by the end of the spring semester; an “I” grade earned in the spring semester must be corrected by the end of the summer. If an incomplete grade is not corrected by the appropriate time, it automatically is converted into a failing grade (“F”).

  2. Course Retake -Normally, students must earn passing grades in all courses each year in order to continue in the curriculum. A final grade of “D” or “F” in any course required in the dental hygiene curriculum will be cause for sanctions which could include matriculation on probation, repeating the academic year or dismissal from the WVU School of Dentistry, Division of Dental Hygiene. The original course grade will remain on the transcript along with the grade received for the course retake. The dental hygiene/science GPA will be calculated using both the original grade and the retake grade.

  3. Course Remediation - Remediation can be defined as supplemental educational opportunities and/or experiences occurring during a course. Remediation activities are offered to assist students to be successful in the course, during the normal time frame of the course. These activities are to be completed prior to taking the final exam.


3.2 Methods of Evaluation:

It is the duty of the faculty to evaluate a student’s academic and professional performance. This evaluation includes, but is not limited to:

(1) assignment of grades by the teaching faculty,

(2) review of academic and professional performance by the Academic and Professional Standards Committee, and

(3) review of behavior, conduct, and adherence to all requirements noted in the School of Dentistry, Division of Dental Hygiene, Academic and Professional Standards document.

Academic performance is evaluated by written and oral examination and through observation in all pre-clinical, clinical, and laboratory settings. This includes evaluation by all faculty members and by the clinic supervisors, who conduct formal feedback sessions with individual students. It is expected that students will receive formal and informal feedback concerning their progress in the curriculum.


At mid-term and the conclusion of every semester, the Dental Hygiene Committee on Academic and Professional Standards reviews the status of every student in the program. The Committee may also convene more frequently as any Professional/Academic situations arise. Academic evaluations of student performance are not restricted solely to the assignment of grades, but include the assessment of cognitive, affective and psychomotor abilities. If students fulfill all course requirements, and meet all academic and professional standards, promotion is unconditional.

The Division of Dental Hygiene Academic and Professional Standards Committee reserves the right to withhold the baccalaureate degree from a candidate who may have technically met formal curricular requirements, but lacks the professional skills and/or behavior and conduct considered necessary for the baccalaureate degree or has demonstrated unwillingness to accept the professional responsibility necessary to the practice of dental hygiene. (Student Code of Academic and Professional Behavior of the School of Dentistry)

3.3 Academic Performance Standards:

All students enrolled in the Dental Hygiene Program must maintain full-time status and meet with the Director prior to making any changes to their prescribed schedule. Alterations in your schedule could adversely affect your ability to meet Program expectations and could result in sanctions up to and including dismissal.



3.3.1 Scholastic Achievement:

  1. Students must maintain cumulative and dental hygiene/science grade point averages of 2.5 or higher. The dental hygiene/science grade point average is based upon the average of grades earned in all attempts of the following courses, or their equivalent:

  • Neurobiology and Anatomy 107 (and/or its equivalent PSIO 107), 207,

and 309

  • Biology 102 and 104

  • Chemistry 111 and 112

  • Microbiology 200

  • Pathology 300 and 302

  • Pharmacology and Toxicology 260

  • Health and Nutrition 171

  • All Additional Science Courses Completed

  • All Dental Hygiene Courses

  1. A grade of D or F in a dental hygiene/science course or failure to attain a 2.5 or higher cumulative or dental hygiene/science grade point in any semester will result in placing a student on probation.



  1. Students on probation who do not raise their cumulative or dental hygiene/science grade point average to 2.5 or higher the following semester risk sanctions up to and including dismissal from the Dental Hygiene program.



  1. The Dental Hygiene Program will acknowledge West Virginia University’s D/F repeat policy in relationship to determining the overall grade point average, hours attempted and hours earned. The Program will utilize both grades (attempts) to determine the dental hygiene/science grade point average. Rectifying one or more grades of D, F, W, or WU through the D/F repeat policy does not negate recognizing the original grade (1st attempt) by the Program in determining the sanctions. (See 3.3.1 Scholastic Achievement F, G , and H)




  1. In courses where the final grade consists of a lecture (didactic) and a laboratory/clinic component, the student must meet the minimum competency in both components (didactic and laboratory/ clinic) in order to successfully complete (pass) this course. The minimum competency levels are stated in the individual course syllabi which contain a didactic and laboratory/clinic component.



  1. A student who receives a grade of D, F, W, or WU in a required dental hygiene/science course must repeat that course. This course may only be repeated ONCE. Failure to earn a grade of C or higher on your second attempt will result in dismissal from the Dental Hygiene program.



  1. Dental hygiene/science pre-requisite courses in which students earn a grade of D, F, W, or WU must be repeated prior to the student’s progression to the next course in that sequence and at the discretion of the Academic and Professional Standards Committee, may result in repeating the year.




  1. A student may repeat only TWO dental hygiene/science courses throughout the Dental Hygiene curriculum.

  • A grade of D or F in a THIRD dental hygiene/science course may require the student to repeat the year as a full-time student as determined by the Academic and Professional Standards Committee.

  • Four or more grades of D or F in dental hygiene/science courses will result in dismissal from the Dental Hygiene program, and the student will be ineligible for readmission to the Program.

  • Only one of the four academic years may be repeated due to failure to maintain academic and professional standards.



  1. Students repeating the year are required to repeat all dental hygiene/science courses in which they were enrolled that year and earned a grade of C or below. The Academic and Professional Standards Committee may also prescribe any additional course to enhance the student’s academic progress and psychomotor skills.

  • All grades earned during the repeated academic year must be C or higher, and the student must maintain an overall and dental hygiene/science grade point average of 2.5 or higher.




  1. Prior to entrance into the fall semester of the sophomore (2nd) year, a student must have successfully completed all science courses required in the first year of the curriculum.




  1. Prior to entrance into DTHY 226 (Clinical Dental Hygiene), a student must have successfully completed (i.e. with a grade of C or higher) all Dental Hygiene/Basic Science courses required in the first two years of the curriculum.




  1. The Division of Dental Hygiene reserves the right to recommend imposition of academic sanctions, to require remedial work, or to withhold the opportunity to take one or more licensing exams. This policy would affect any student who may have met formal curriculum requirements, but who lacks the professional skills and/or behavior and conduct considered necessary for the baccalaureate degree in Dental Hygiene.




  1. All students are also required to take a clinical board for licensure prior to graduation.




  1. The School of Dentistry Division of Dental Hygiene reserves the right to declare a student ineligible for any licensure examination (national, regional or state boards).



3.3.2 Licensure Examinations:
Successful completion of the National Dental Hygiene Board Examination is a requirement for graduation. Failure to produce evidence of taking this examination before the first day of the spring semester of the senior year will result in academic sanctions up to and including repeating the year or dismissal.
3.3.3 Attendance:

Attendance in all courses is mandatory. Calling the office to report that you are going to be tardy or absent is mandatory, but does not denote an excused absence. Excused absences are those resulting from a death in the family, hospitalization or extenuating circumstances as determined by the course instructor or director. Two infractions of tardiness will be treated as one (1) absence. The number of absences resulting in a grade letter drop is determined by the credit hour designation or as indicated in the course syllabus. Any use of electronic devices (i.e., cell phones, beepers) including text messaging during a course will result in immediate dismissal from class and will be treated as an unexcused absence. Sleeping in class is an indication of inattentiveness and will be regarded as an absence. Please refer to the specific course syllabus for a detailed explanation of the course policy.






Section 4. Professional Performance
4.1 Professional Performance Standards:

4.1.1 Personal Appearance:

Students are required at all times to be in compliance with the requirements for dress and appearance contained in the documents entitled the WVU School of Dentistry Policy on Professional Appearance and the Division of Dental Hygiene Professional Appearance and Attire Addendum.


4.1.2 Personal Behavior/Conduct:

Student’s personal behavior at all times must adhere to accepted professional standards and be free from violations of the civil and criminal code. This criterion applies to both the conduct of his/her personal affairs (as it applies to, and reflects upon, one’s professional abilities) as well as his/her interpersonal conduct as a member of the student body of the School of Dentistry.


Students are required at all times to be in compliance with the Student Code of Academic and Professional Behavior.
Due to the serious responsibilities of the dental hygiene profession and the necessity to maintain public trust in the profession, students face disciplinary action by the School of Dentistry, Division of Dental Hygiene if they abuse alcohol or drugs, consume illegal drugs, or possess, distribute or sell drugs illegally. Students may be subject to drug or alcohol testing by the Division of Dental Hygiene and the results of such test will be made known to the Director and Dental Hygiene Academic and Professional Standards Committee.
Alleged violations of the Student Code of Academic and Professional Performance Standards shall be reported by a student or faculty in a signed, written document to the Director of Dental Hygiene office or his/her designee. The Director shall screen all reports of violations to eliminate frivolous accusations and decide whether the complaint should be forwarded to the Dental Hygiene Academic and Professional Standards Committee for review as outlined in Sections 6.3 and 6.4. The procedure related to any incidences of academic dishonesty will follow the University Academic Standards (located in the Undergraduate catalog), Academic Integrity Dishonesty.
If the case warrants findings of fact, the Director of Dental Hygiene or his/her designee shall, in turn, inform the student in writing of the charges, specifying which standards(s) was/were alleged to have been violated, describing the actions and circumstances on which the charges are based, and noting the person(s) or agency bringing the allegations within ten (10) working days. The Committee shall conduct a hearing on the case within ten (10) days after receipt of the charges in order to make a determination of the facts of the case. Any sanctions imposed by West Virginia University and civil court system will be in addition to those levied by the Dental Hygiene Academic and Professional Standards Committee and the School of Dentistry.

Section 5. Consequences of Failure to Meet Academic/Professional Performance Standards
5.1 Definition of Sanctions:

Upon failing to meet the standards, requirements, or provisions contained in Sections 3 and 4 as established by clear and convincing evidence, the student may be subject to one or more of the penalties/sanctions outlined in Sections 5.1.1., 5.1.2., 5.1.3. and 5.1.4. below.


5.1.1 Grade Reduction, a Final Grade of Failure (F), an Unforgivable Grade of F (UF), or Exclusion from Further Participation in the Class, Lab or Clinic

A grade reduction, final grade of Failure (F) penalties are imposed only by the instructor(s) of a course, lab or clinic. These penalties do not preclude sanctions by the Dean of the School of Dentistry.


5.1.2 Academic/Professional Probation:

Academic probation is determined on the basis of the following criteria:

1. Dental hygiene/science, and/or cumulative grade point average below 2.5 in any of the categories noted in Section 3.3.1;

2. A final grade of “D” or “F” in any course;

3. Violations of the Student Code of Academic and Professional Behavior.

*If a student maintains a dental hygiene/science and cumulative grade point average of 2.5 or higher, but earns a semester grade point average below 2.5, the student will receive a warning letter.
This sanction of probation is imposed by the Dental Hygiene Academic and Professional Standards Committee and is accompanied by a statement of conditions that must be met in order for the student to have the sanction removed. The conditions of probation must be satisfied by the end of the next academic term or the student may be subject to further sanctions, up to and including dismissal from the program.
No student will be permitted to hold an office of any kind in a student organization or to serve on a School of Dentistry committee during probationary periods or at the discretion of the Academic and Professional Standards Committee. Any student being considered for participation in a School-sanctioned event must be approved by the Academic and Professional Standards Committee in advance of the experience.
5.1.3 Academic/Professional Suspension:

The Dean imposes this sanction after receipt of recommendations from the Dental Hygiene Academic and Professional Standards Committee. Suspension may not exceed one year. During the period of suspension, the student must petition the Dental Hygiene Academic and Professional Standards Committee for reinstatement by the Dean.


The Dental Hygiene Academic and Professional Standards Committee reviews the petition, determines if the conditions of the suspension have been met and whether or not the student has the potential to successfully complete the dental hygiene degree, and recommends to the Dean whether or not the student should be reinstated, and at what level in the program.
5.1.4 Dismissal from the Dental Hygiene Program:

The Dental Hygiene Academic and Professional Standards Committee imposes this sanction. Dismissal is imposed as a result of deficiencies in meeting the academic and/or professional standards considered by the Committee to be serious enough to terminate the student’s continuation in the dental hygiene curriculum.


In the event that a student’s cumulative and/or dental hygiene science GPA falls below 2.5 in any given semester, the student may be subject to dismissal. Normally, a student who is dismissed from the dental hygiene program at any point in the curriculum must re-apply for readmission. However, in certain circumstances, the Dental Hygiene Academic and Professional Standards Committee may recommend that a student who is dismissed be given the option to repeat an academic year. A student who repeats an academic year must successfully complete all scheduled courses for that academic year in which a grade of “C” or below was earned and must maintain full-time enrollment status. The Dental Hygiene Academic and Professional Standards Committee may also recommend the retake of any additional course(s) as a means to enhance the student’s academic progress and psychomotor skills. When an academic year is repeated, all clinical procedures completed by the student during enrollment will be counted.
All grades earned while enrolled in the Dental Hygiene Program, including the dismissal year, will be calculated into the cumulative and dental hygiene/science grade point average. In addition, the same academic year may only be repeated once and only one of four years may be repeated as a result of failure to maintain academic and professional standards.

Section 6. Determination of Sanctions
6.1 Preamble:

An Academic and Professional Standards Committee is a standing committee of the School of Dentistry appointed annually by the Dean to review student progress. The Dental Hygiene Academic and Professional Standards Committee meets at each midterm and at the end of every term in order to evaluate the progress of each student and makes appropriate recommendations to the Dean. The Committee may be convened at any other time, if warranted by specific circumstances.


The Committee is composed of membership from the Division of Dental Hygiene. The Director of Dental Hygiene serves as a non-voting member (Ex-officio). Course directors from other departments and/or schools are invited, as appropriate. Non-voting members are required to be present for the initial discussion regarding all students enrolled in the curriculum at mid-semester and at the end of the semester. In addition, they can attend informal hearings and special meetings and be involved in the deliberation, but are excused prior to the Committee vote.
6.2 Academic and Professional Performance:

At each midterm and at the end of each term, and additionally if warranted by special circumstances, each student’s academic performance is evaluated against the standards set forth in Sections 3 and 4.


Based on the outcome of this evaluation, decisions are made concerning the student’s promotion to the next academic term, probation, suspension, dismissal, retaking a course, repeating a year or one of the sanctions outlined in Section 5.
Passing grades must be achieved in all courses before a student can be considered for promotion to the following year or graduation.
6.3 Informal Hearing by the Academic and Professional Standards Committee:

When the Dental Hygiene Academic and Professional Standards Committee notifies a student that an academic or professional penalty or sanction is pending, the student may have the opportunity to discuss the matter with the Committee (see Section 2.2). Within five (5) working days after receipt of the notice of a pending penalty or sanction, the student must request a meeting with the Committee by notifying, in writing, the Dental Hygiene office, or his/her designee. The purpose of the informal hearing is to allow the student to bring to the Committee’s attention any facts of a personal or academic nature that have bearing on the sanction or penalty pending. The Committee will make a decision in writing to the student, taking into consideration the information brought forward by the student.


Decisions regarding enrollment and promotion to the next academic term, graduation, and remedial changes in a student’s curriculum are based on a comprehensive review of the student’s academic and professional performance.
6.4 Procedural Standards for Informal Hearings:

The Dental Hygiene Academic and Professional Standards Committee conducts the informal student hearing. This is a non adversarial discussion between the student and the Committee concerning the student’s academic performance or professional conduct. The central purpose of the hearing is stated in Section 6.3, above. The student may choose to have one advisor present to assist him/her in the discussion. The advisor may only act in a consultative capacity and may not speak on behalf of the student without the consent of the Chair of the Dental Hygiene Academic and Professional Standards Committee. Any documentation the student may wish to present must be made available to the members of the Committee at least three (3) days prior to the scheduled hearing. All hearings will be closed to the press and/or the public.


Section 7. Appeal of Academic Penalties or Sanctions
The primary purpose of the appeal is to ascertain whether the sanctions under appeal were imposed in a manner consistent with the standards and regulations delineated in this policy. An appeal may allege that (1) the Division of Dental Hygiene and/or the School of Dentistry does not have exclusive jurisdiction over the alleged violations; and/or (2) the findings of facts and conclusions were not properly based upon the evidence as a whole; and/or (3) the sanctions imposed are not appropriate under the circumstances or not within the Dental Hygiene Academic and Professional Standards Committee’s discretion.
If the student requires materials from their file for the appeal, the student must provide the Dental Hygiene office with a written itemized request at least 48 hours in advance.
Students are allowed to continue progression in the Dental Hygiene curriculum during the appeal process until the student accepts a final decision during the appeal process or the student has exhausted all levels of appeal. Students who are unsuccessful in the appeal process will be withdrawn from current classes within the Dental Hygiene Program consistent with the University’s deadlines and policies. Additionally, the refund of tuition and fees depends on the individual student’s situation, semester, date of withdrawal from course(s), etc. Determination of what, if any, refund of tuition the student may be eligible to receive, can be found at the WVU website for Reduction (Refund) Schedule: http://studentaccounts.wvu.edu/refunds/reduction_schedule.
7.1 Appeal of a Penalty (e.g., A Grade Reduction, a Final Grade of Failure (F), an Unforgivable Grade of F, or Exclusion from Further Participation in the Course, Lab or Clinic):

If a student is dissatisfied with a posted grade or written notice of exclusion from class, the student must meet informally with the course instructor within 20 business days of the posting or delivery of the written notice to determine if the issue can be resolved. The course instructor reviews the evidence provided by the student, makes a decision to uphold or overturn the penalty, and informs the student within five (5) business days following the meeting with the student. If the student is satisfied with the outcome or penalty, the case is closed. If the student is dissatisfied with the decision or outcome from the meeting with the instructor, the student must file a formal appeal with the instructor’s Program Director within five (5) business days of receipt of the instructor’s decision.


In this appeal, the student must provide all documentation and evidence forming the basis of the appeal. If the course director and the Program Director are the same individual, the Associate Dean for Academic and Postdoctoral Affairs will serve as the Program Directors’s level of review. The course director must provide all criteria for determining grades to the Program Director. The Program Director reviews the appeal, makes a decision to uphold or rescind the penalty, and informs the student and instructor within five (5) business days of receipt of the written appeal. If the appeal is resolved, the case is closed. If the student is dissatisfied, the student may appeal to the Dental Hygiene Academic and Professional Standards Committee within five (5) business days of receipt of the Program Director’s decision.
The Committee reviews the appeal, makes a decision to uphold or rescind the penalty, and informs the student, instructor, and chair/academic dean within five (5) business days of receipt of the written appeal. If the appeal is resolved, the case is closed. If the student is dissatisfied with the decision or outcome from the Committee, the student may appeal the Committee’s decision regarding a final grade to the School’s Dean within five (5) business days of receipt of the Committee’s decision.
The Dean reviews the case, makes a final decision, and informs the student and individuals/committee involved with the other levels of appeal in writing within ten business days of receipt of the written appeal. The decision of the Dean is final.
7.2 Appeal of a Sanction (i.e., Probation, Suspension):

The student may appeal the Program Director’s decision to impose disciplinary suspension or probation to the Dental Hygiene Academic and Professional Standards Committee within 10 business days after receipt of written notification of the Program Director’s decision to impose the sanction. The Committee will review the appeal directly. In this appeal, the student must provide all documentation and evidence forming the basis of the appeal. The Committee reviews the appeal, makes a decision to uphold or rescind the penalty, and informs the student within 30 calendar days of receipt of the written appeal. If the appeal is resolved, the case is closed.


If the student is dissatisfied with the decision or outcome from the Committee, the student may appeal the Committee’s decision regarding probation or suspension to the School’s Dean within 10 business days of receipt of the Committee’s decision. The Dean reviews the case, makes a decision, and informs the student in writing within 30 calendar days of receipt of the written appeal. If the appeal is resolved, the case is closed.
If the student is dissatisfied with the decision of the Dean, the student may appeal the Dean’s decision to the Associate Vice-President for Academic Affairs for Health Sciences as the designee of the Vice President and Executive Dean of Health Sciences. This notice of appeal must occur within ten (10) business days of receipt of written notification of the Dean’s decision. The Associate Vice-President will review the appeal directly. The Associate Vice-President for Academic Affairs for Health Sciences is the final level of appeal for probation or suspension and must issue a decision to the student within thirty (30) calendar days.
7.3 Appeal of a Sanction of Dismissal:

Recommendations for dismissal may be made by the Program Director to the Dental Hygiene Academic and Professional Standards Committee. Within five (5) business days after receipt of the notice of a recommended penalty or sanction of dismissal, the student may request a meeting with the Dental Hygiene Academic and Professional Standards Committee by notifying, in writing, the Dental Hygiene office, or his/her designee. The Dental Hygiene Academic and Professional Standards Committee will make a decision in writing to the student, taking into consideration the information brought forward by the student.


If the student is dissatisfied with the decision or outcome from the Committee, the student may appeal the Committee’s decision regarding dismissal to the School’s Dean within 10 business days of receipt of the Committee’s decision. In this appeal, the student must provide all documentation and evidence forming the basis of the appeal. The Dean reviews the appeal, makes a decision to uphold or rescind the penalty, and informs the student within 30 calendar days of receipt of the written appeal. If the appeal is resolved, the case is closed.
If the student is dissatisfied with the decision or outcome from the Dean, the student may appeal the Dean’s decision to the Associate Vice-President for Academic Affairs for Health Sciences as the designee of the Vice President and Executive Dean of Health Sciences. This notice of appeal must occur within ten (10) business days of receipt of written notification of the Dean’s decision. The Associate Vice-President will review the appeal directly and issue a decision to the student within thirty (30) calendar days.
If the student is dissatisfied with the Associate Vice-President for Academic Affairs for Health Sciences’ decision, the student may appeal within ten (10) business days to the Associate Provost for Undergraduate Academic Affairs as the designee of the Provost. The student will be required to supply all prior documentation and any additional evidence available concerning the case and to clearly state the grounds for the appeal. The Associate Provost reviews the case, makes a final decision, and informs the student and individuals and/or committees involved with the appeal in writing within 30 calendar days of receipt of the appeal. The decision of the Associate Provost for Undergraduate Academic Affairs is final.
If any decision level decides that the behavior or conduct is not within the exclusive jurisdiction of the School of Dentistry, and a pending sanction may be dismissal from the University, with the approval of the Dean, or Dean’s designee, he/she shall refer the matter to the University Committee on Student Rights and Responsibilities for disposition.




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