Year of service

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Welcome to the Case Western Reserve University School of Dental Medicine. You have chosen to attend a school of dental medicine that has been a leader in its field since 1892. We are pleased to have you join us as we begin our 119th year of service.

This guide will serve to advise you of the services and programs available to you through the Office of Student Services. In addition, many of the policies and procedures of the school are presented.

You are encouraged to contact the Office of Student Services whenever a problem arises, whether it is of a personal, academic or clinical nature. As your advocate, the Office of Student Services will make every effort to assist you using the resources of the Dental School, the University, or off-campus agencies.

Jerold S. Goldberg, DDS

Philip C. Aftoora, MA

Director of Student Services

August 2, 2011

Absence from Examinations 9

Academic Standing and Promotion 16

Academic Probation 16

Academic Standing Pending 16

Academy of Dentistry for the Handicapped 7

ADEA (American Dental Education Assn.) 6

Address Policy 8

Appeal (Academic) 17

American Student Dental Association 6

Attendance Policy 9

CASEnet Account Activation 11

Cleveland Association of Woman Dentists 6

Code of Conduct 25

Committee on Dental Education 12

Committee on Faculty-Student Relations 12

Competencies for Graduates - Background 31

Competencies for Graduates - Definition 31

Competencies for Graduates - Aligned by Themes 32

Complaints, Accreditation Policy 30

Counseling 4

Delta Sigma Delta Dental Fraternity 6

Dental Fraternities 6

Dismissal (Academic) 17

Dress Code 13

Email Communications with Students 11

E-mail Forwarding 11

Employment 12

Ethics 25

Externship Programs 20

Financial Aid 24

Freshman Orientation 4

Grading Policy - Class of 2015 23

Grading Policy System Summary 22

Accessing your grades 24

Grievance Procedure 28

Guidelines for Assigning Grades in the PBL Courses 22

Hepatitis B Vaccination 8

International Association of Dental Students 7

International Student Services 7

Joint Degree Programs 14

Leave of Absence 9

Meet the Faculty Luncheon 4

National Dental Boards, policy 19

Personal Property Insurance 12

Policy on Payment of Tuition and Fees 10

Policy on Email Communications with Students 11

Professionals Day 12

Promotion (Academic) 16

Promotion’s Committee - Sample Letter 18

Psi Omega Dental Fraternity 6

Registration for Classes 10

Remediation 15

Remediation Fees 15

Repetition of an Academic Term 17

Sexual Harassment/Sexual Assault Policy 29

Student American Society of Dentistry for Children 6

Student Council 7

Student Employment 12

Student National Dental Association 7

Student Organizations 6

Student Representation on Standing Committees 12

Students Rights and Responsibilities 5

Summer Research 12

Tuberculin Testing 8

Tracking Academic Performance 4

Tuition and Fees 10

Tuition Payments 24

Tutoring Programs 4

University Health Services 8

Withdrawal from School 10

The Office of Student Services provides numerous services to the student body. The office is focused on helping the student to be successful while in dental school. The Director serves as your student advocate. Some of the programs that the Office provides are discussed below.

An orientation program is held at the beginning of the fall semester for all new pre-doctoral students. The orientation provides an introduction to the dental education program, the faculty and staff of the School as well as a summary of the services provided our students.

Various social functions are integrated within the orientation program to encourage the collegial interaction necessary within a professional school.

A feature of freshman orientation is the Meet the Faculty Luncheon. At noon on the first day of orientation each new student has the opportunity to meet and interact with a member of the faculty. Every effort is made to match the student’s needs and interests with the talents of the faculty. The luncheon allows the student early contact with the faculty, contact which often evolves into an informal advisor role.


Each student's academic progress is monitored by the Office of the Associate Dean for Education and by the Office of Student Services in an effort to quickly identify individual strengths and weaknesses. The goal of the program is to assist students in enhancing their strengths and overcoming deficiencies.


A wide range of counseling services are available to students of the School of Dental Medicine. The Director of Student Services is available for academic or personal counseling on a walk-in or appointment basis. The University Counseling Services, which provides individual and group counseling, is also available to all students and their spouses. Services provided include test anxiety management, stress reduction, couples enrichment, overcoming shyness and other behavioral disorders.


Free tutoring is provided to students who are experiencing difficulty in academic and/or pre-clinical subjects. Tutors are upper level dental students who have been approved by the course directors. Comprehension of course material is the most common area of tutorial assistance. In addition, a student may receive help on improving study techniques, test taking skills, time management and problem solving.

Tutoring is an academic aid - it is not a replacement for attending classes. Students who habitually miss classes will be denied tutoring assistance.

A tutor may be obtained in one of three ways:

1. A student perceiving a need for tutorial assistance may request a tutor

2. A course director may recommend a tutor if indicated by the student’s performance

3. The Office of Student Services may recommend a tutor if indicated by the student’s performance.


The following rules, applicable to all, are designed to preserve freedom of expression and association on the Case Western Reserve University campus, and to reaffirm the civil, personal and property rights of the University and its members. University members who violate one or more of these rules will be subject to disciplinary action. Conduct which is subject to University disciplinary action includes:
l. Interference with freedom of speech or movement, or intentional disruption or obstruction of teaching research, administration, or other functions on University property.

2. Actual or threatened physical or mental abuse of any person on University premises or at functions sponsored or supervised by the University.

3. Refusal to comply with the directions of University officials, instructional or administrative, acting in performance of their duties.

4. Theft or vandalism of University property or that of a member of the University or a campus visitor.

5. All forms of dishonesty, including cheating, plagiarism, knowingly furnishing false information to the University, forgery and the alteration or misuse of University documents, records, or instruments of identification.

6. Unauthorized carrying or possession on University premises of firearms or of any weapon with which injury, death or destruction may be inflicted.

7. Violations of criminal law on University premises or in connection with University functions.
There are also specific rules and regulations within the University and its several components; violations of which are subject to disciplinary action. Any member of the University community accused of violating a rule or regulation is entitled to adequate notice of all charges and to a fair due process hearing.

While the University's rules and regulations exist to affirm the special values and functions of the academic community, it should be noted that, as citizens, all members of the University are subject to civil laws, including those governing the use of alcohol and drugs. Students 21 years of age and over may possess and consume any alcoholic beverages.

American Dental Education Association: The ADEA is a national organization concerned with the needs of dental and dental auxiliary educators and students. Student members have an opportunity to participate in the association's activities and help develop recommendations which can become significant guidelines for dental education.
American Student Dental Association: The American Student Dental Association (ASDA) is a national student-run organization which protects and advances the rights, interests, and welfare of dental students pursuing careers in dental medicine. ASDA represents students with a unified voice and provides information, education, advocacy, and services. The association introduces lifelong involvement in organized dentistry and promotes change for the betterment of the profession. Each U.S. dental school has a local chapter composed of student members, and two school delegates who attend the national annual session. Membership enrolls the ASDA member as a student member of the American Dental Association and allows numerous association benefits.

Dental students at Case Western Reserve University School of Dental Medicine become members of ASDA upon matriculation. The annual dues are included in the student activities fee, which is charged with tuition each semester. Dental students who do not wish to maintain a professional affiliation with ASDA must resign by letter to the chapter president within thirty calendar days of the start of the Fall semester. Refund checks will be issued by ASDA and will be divided between the Fall and Spring terms.

ASDA membership affords numerous benefits and privileges. The CWRU chapter will provide each dental student with more information throughout the academic year.
Cleveland Association of Women Dentists: The CAWD is a CWRU School of Dental Medicine group of women students, faculty, and dentists who have formed to establish a network between members and other dental school organizations and professional groups; to provide educational opportunities for members, other professionals, and the community.
Dental Fraternities: Three of the national dental fraternities have chapters on campus. Membership in a dental fraternity offers students a combination of social and educational activities to complement their academic lives.
Delta Sigma Delta

Psi Omega

Alpha Omega
Student American Society of Dentistry for Children: The SASDC is a national organization which is service oriented. The local student chapter is involved in service projects (such as at the Health Education Museum) and educational programs. The minimal dues include a subscription to the Journal of Dentistry for Children.

Student Council: All dental students are members of the Student Council. Each class elects two members to the Student Council, which is the governing body of the Student Council Government. The purpose of this organization is to address students' academic and social needs, and promote interaction between faculty and students. This group provides a communication liaison between the administration and the students, expressing the student's viewpoint to the faculty. The student activity fee each student is assessed with tuition is given to the Student Council for disbursement.
Academy of Dentistry for the Handicapped: The ADH is a membership organization for those who are interested in the unique needs and concerns of managing special patients.
International Association of Dental Students: The IADS promotes international contact and cooperation between dental students and the dental student organizations throughout the world. The organization strives to establish and encourage international programs which will stimulate the interest of dental students in the advancement of the science and art of dental medicine.
Student National Dental Association: The SNDA was founded in 1972 by a group of minority dental students to address issues such as recruitment/retention; the dental health needs of minority communities; and future issues confronting organized dentistry. The 46 chapters of the SNDA in the United States act to support minority dental students by providing a national network of communication among students who are concerned with improving the dental health manpower of minority people.

International Student Services (ISS) is a division of Student Affairs of Case Western Reserve University. This office is responsible for providing support services to international students at the undergraduate and graduate levels.

ISS provides services to foreign students as well as to Americans with an international perspective. ISS also works closely with other administrative and academic departments with the following objectives in mind:

*Assisting international students in achieving their academic objectives.

*Acting as advocates for international students both individually and as a group, within the University, the local community and the public and private agencies, which affect these student's lives.

*Providing international students with specialized services, such as leadership training, designed to assist them in contributing to the international dimension of our campus.

ISS also provides counseling/consultation to international students to help them establish and reach their academic and career goals. This is done by helping them cope with immigration, academic, financial and personal obstacles, while also consulting with and referring students to other departments within the University. All of these services are offered with a keen awareness of and sensitivity to the variety of cultural differences students bring to our campus.

All students are required to provide the Student Services Office in the School of Dental Medicine with current addresses as well as an emergency contact to be used in the case of accident, illness or urgent circumstances. Address changes must be reported in writing within ten days of their occurrence. Failure to provide accurate and complete information does not absolve the student of any responsibility for tuition, financial aid deadlines or failure to receive official information, notices and grades.

1) HOME - Used to determine residency.

2) CURRENT - Your local address. If blank, home address will be used.

EMERGENCY CONTACT - You must furnish the name and telephone number of a person to contact in the case of accident, illness or urgent circumstances.
The University health Service is staffed by health care professionals whose special interest is in college health. These include board certified nurse practitioners and physician-specialists. All registered students may use any of the services within the University Health Service at no charge. Students who waive the Student Medical Plan may use any of the services offered within the University Health Service without charge.

The university offers a Student Medical Plan which provides coverage for services rendered outside of the University Health Services (typically lab tests, x-rays, prescriptions, hospitalization, etc). A fee for this plan is automatically billed each fall and spring semester. Students with alternative coverage may waive the Student Medical Plan.

Additional information and waiver forms are available online at:

Hepatitis B Vaccination and Tuberculin Testing
All dental students are required by the dental school to either provide evidence of immunity or have completed at least the first two doses of the hepatitis B vaccine prior to contact with patients, which occurs during the first semester of enrollment. Students who have completed the hepatitis B vaccination series prior to matriculation at the dental school are required to submit the results of a Hepatitis B Antibody Titer to determine their response to the vaccine. Students who have not had the vaccine may receive all or part of the series at the CWRU Student Health Service upon enrollment at the School of Dental Medicine. The Hepatitis B Vaccination is a scheduled part of the dental school freshman orientation program for students who need to begin, or continue their vaccination series. Any questions regarding the Hepatitis B Vaccination should be directed to the CWRU University Health Service (216) 368-2745 or e-mail
Annual Tuberculin Testing

Yearly tuberculin testing is required of all those who come in contact with patients in the School of Dental Medicine. Tuberculin skin tests are scheduled in the School of Dental Medicine early during the Fall semester annually. Testing and a follow up reading of the test are required of all dental students.


Students enrolled at the School of Dental Medicine are expected to pursue their course of study according to a systematic plan as determined by the Faculty. It is the policy of the School that student attendance for small group learning sessions, clinic and clinic duty assignments is mandatory. Attendance requirements for lectures, laboratories and seminars are at the discretion of the course director. The course director is free to determine the extent to which absences affect the final grade. The student should realize that lack of regular attendance is extremely disruptive of academic progress and every attempt to attend all classes is strongly encouraged. The student should also be aware that the Committee on Student Standing and Promotion will consider faculty notation of poor attendance in its deliberations.

The Office of Student Services serves as a clearinghouse to notify faculty and staff of a student’s absence. Students who are not able to attend classes or laboratories are to call 216-368-6136 and advise the office of the period and expected duration of an absence and the reason that you will not be able to attend classes. The office will notify appropriate faculty and staff.

If you are going to be absent from a patient appointment or a scheduled clinical rotation you must also notify the clinic scheduling clerks at 216-368-5191 or 216-368-5324.

Note that the above action does not represent an approved absence. The clearinghouse function provided by the Office of Student Service is a notification service. Individual faculty may express their own policy concerning absence as stated in the course outline.

There are situations where an approved absence excusing the individual from classes is appropriate. An approved absence requires the approval and signature of the Director of Student Services.
The student is expected to be present at all examinations or provide, when possible, advance notice to the Office of Student Services when absence from an examination is anticipated. If a student fails to provide advanced notice, the student must provide an appropriate excuse. Failing to provide an acceptable excuse, the student will meet with the Director of Student Services and the course director to discuss the absence. Following such consultation, the student will be informed of the consequences. The course director may permit the student to be re-tested (with or without penalty), be assigned a grade of zero for the examination, or receive a failing grade for the course.
A student may request a Leave of Absence for personal reasons or reasons of health when anticipated or actual absence is in excess of three weeks. Such request must be submitted in writing to the Director of Student Services who will forward the request to the Committee on Student Standing and Promotion. The request must be submitted by letter and state the reason for the request, the length of leave requested and the date of return. The Committee will ordinarily grant such requests if the student is currently enrolled and has been in regular attendance prior to the time or circumstances that necessitated the request. The request may be submitted by a parent, spouse or authorized agent of the student if the student is unable to file the request. The maximum length of leave is one year. Students must resume registration at the expiration of the leave unless formally granted an extension. Re-entry into the dental program is determined by the Committee on Student Standing and Promotion and may not necessarily be at the same level attained at the time the leave was granted. The Committee also reserves the right to place a student on Leave of Absence when it has determined that the circumstances warrant that action, even in the absence of a formal request.

CWRU School of Dental Medicine

Policy on Payment of Tuition and Fees
It is the policy of CWRU that anyone who has not paid tuition and fees either by the initial registration date or according to some other pre-arranged payment plan will not be allowed to register and will not be permitted to participate in any student activities until such time as registration is documented. Within the School of Dental Medicine such activities include classroom, laboratory and clinic experiences. Accordingly, the following will be School of Dental Medicine policy, effective immediately.

Appropriate program directors* will take the responsibility of assuring that financial obligations have been met and that each student has official university registration status by the end of the first week of each term.

If a person is not officially registered as a student by the sixth day of the term, the dean should be notified immediately by the appropriate program director who will also notify the person that he/she will not be allowed to continue any student activity until appropriate financial arrangements are made and official registration documented.

If the non-registered status of a person is discovered after the term has already begun, the dean should be notified immediately by the appropriate program director who will also notify the person that he/she must discontinue participation in classroom and laboratory activities immediately. The Associate Dean for Clinical Affairs will simultaneously be notified and work with the student to arrange a smooth transfer of patient care responsibilities.

*Appropriate program directors as referred to in this document are the directors of the respective advanced education programs for those students and the Director of Student Services for the pre-doctoral students. [Approved May 24, 1994]

For students at the School of Dental Medicine who are entering a program of study leading to the Doctor of Dental Medicine (DMD) degree the entire curriculum is considered a "core". That is, all courses offered for credit must be taken to satisfy the degree requirements.

The DMD program is a full-time program. Those students entering or being placed in the decelerated, or five-year program are considered full time. Students in this program take the first and second year courses over a three year period after which time they resume regular study.

Registration in the DMD program is automatic from semester to semester as long as the student has met or is current in their financial obligations and educational requirements to the university.
Withdrawal and Refunds

To officially withdraw from the School of Dental Medicine, a written notice must be submitted to the dean for approval. Failure to attend class or merely giving notice to an instructor will not be regarded as an official notice of withdrawal. A student who withdraws after the start of a semester must pay a portion of the usual tuition. The student is charged in accordance with the university policy on withdrawals. If the withdrawal occurs during the time that the student is enrolled in summer clinic, the student is charged at a rate of 12.5 percent per week of usual fee for summer clinic.

The university will refund any tuition paid for a semester by any student in good standing who is inducted, or called to active duty, by the Armed Forces of the United States prior to completing that semester, and who does not receive credit for the work completed during that semester.

CWRU Policy on Email Communications with Students
Official communications from the University may be sent electronically using the student’s University-assigned email address. The University expects that students will read such official University communications in a timely fashion. Students who choose to forward such email from their University account to another email address remain responsible for receiving and reading official University communications. (As of June 1, 2002)

CASEnet Account Activation and Email Forwarding
Your CASEnet email address is the official mechanism for all university communication. It is your responsibility to activate your account. Even if you fail to so this, you will still be held responsible for all information transmitted to your CASEnet account.
With your Case Network ID you can

* Access your academic information (registration, grades, etc.) change your address, pay your tuition
* Apply for Financial Aid , check your Financial Aid Status
To activate your CWRU network ID:

You will need to input your last name and a PIN.
{Note: the CASE ID number is a seven (7) digit number assigned to you by the Registration system.}
All official university communications are sent to your CWRU email address (your

CWRU Instructions on how you may forward this email to another email account (such as yahoo or hotmail) are located at:

STUDENT EMPLOYMENT: There are a variety of jobs available within the School of Dental Medicine: Tutors, teaching assistants, etc. Hiring is done by the individual supervisors via the Student Services office. All student employees must complete the necessary paperwork in the University's student employment office before they are eligible to begin working.

Personal Property Insurance: Students are responsible for their personal property while on campus. The university assumes no responsibility for loss of or damage to a student’s personal property and the university insurance program does not cover such losses. Many families have homeowner or renter insurance policies which provide coverage for such perils as fire, water and theft. If this coverage does not exist, the student may wish to consider a separate renters insurance policy.

STUDENT REPRESENTATION ON STANDING COMMITTEES: Students serve on the following committees and are appointed each year by Student Council. Contact your class representative if you are interested in serving on one of these committees.
1. Committee on Dental Education Two students selected by the Student Council and approved by the Dean. The Duties of this committee are to update the educational goals for the School, recommend modifications in the curriculum, evaluate the quality of educational methods and indicate necessary changes, and submit major proposals to the Executive Board for review.

2. Committee on Faculty-Student Relations (one student from each class): The duties of this committee are to provide a forum for hearing and discussion of alleged inappropriate behavior. All formal hearings are conducted in a manner consistent with University Policies on Student Judicial Review and are confidential. Recommendations are forwarded to the Dean for disposition.


The School of Dental Medicine offers interested dental students the opportunity to participate in an 8-week summer research program. The program is announced through posted notices, announcements in class, and through the summer research program website:

Participants choose a faculty mentor and, after consultation with the faculty mentor, submit a brief application describing their proposed project.

The purpose of the program is to foster an interest in scientific investigation, involve dental students in research activities and to promote ongoing research partnerships between students and faculty. The program allows the student to participate in the process of scientific investigation, focus on a content area of mutual interest to the student and faculty mentor, and gain first-hand knowledge and experience with the methodology required for the project. The student should be able to collect, analyze and interpret the project data under the guidance of their faculty mentor, submit an abstract to Research Showcase and one national meeting and present their findings at Professional’s Day.


Each spring the Dental School sponsors Professionals Day to recognize student achievement in the various aspects of dental medicine. The program includes basic science research papers which are presented from platform by dental students who are involved in their own research projects with faculty sponsors. Additionally, students present table clinics on a wide variety of topics. These presentations could be a basic science or clinically oriented, address social topics such as child abuse, provide information on various dental organizations, etc. Commercial exhibitors are also invited to represent their products and/or services which are related to dental medicine. The Dental School uses this program to select its student representatives to the national meetings of the American Dental Association and the American Association of Dental Research.


All dental students at Case Western Reserve University School of Dental Medicine are expected to dress in a manner appropriate to the high standards of the dental profession. Our students will meet a standard that reflects well upon the profession and the University and meets all infection control guidelines. Supervision of these guidelines is the responsibility of the faculty.

The standards include, but are not limited to, the following:

Personal Hygiene: Exceptional personal hygiene must be maintained at all times. This includes:

  1. Bathing on a daily basis and the appropriate use of deodorants and anti-perspirants as needed.

  2. Men should be clean-shaven. Beards and moustaches are to be neatly trimmed.

  3. Nails should be clean and trimmed to a reasonable length that is not likely to puncture gloves.

  4. Hair is to be clean, managed neatly, and must satisfy infection control guidelines.

  5. Personal jewelry must not interfere with patient treatment or represent a personal hazard in the lab or clinic areas. Jewelry must meet all infection control guidelines.

  6. The use of perfumes and colognes is strongly discouraged as many individuals are allergic to these.

Clothing: Approved clinic dress is required at all times in the clinics, laboratories, and classrooms.

  1. Dress for all students consists of scrub shirt and pants as approved and assigned to your particular class. Class members must wear the same color from the same manufacturer in order to distinguish between the class year

  2. The scrubs are to be plain without insignia or logos, but may have your name, CWRU, and or School of Dental Medicine embroidered in white or black.

  3. Scrubs must be clean, in good repair, and not inordinately wrinkled.

  4. Tee shirts beneath scrubs must be plain without log or design. Color of tee shirts should reflect the professional standard inherent in this dress code.

  5. There will be times, such as graduate program interviews, when scrubs are not appropriate. On those occasions, appropriate dress for male students is a dress shirt with a collar and appropriate slacks. Dress for female students will be professional looking skirts or slacks, and tops for women.

  6. *When treating patients, OSHA compliant clinic gowns must be worn. There are no exceptions.

  7. *Clinic gowns may not be worn outside of the clinics.

Additional Specifics:

  1. Shoes must completely cover the feet, be plain and clean. (No open toe shoes.)

  2. Socks/stockings are to be worn at all times.

  3. Tank tops are not permitted.

  4. Pants of denim or denim-like material are not permitted.

  5. Hats may not be worn indoors.

  6. Clothing that would bring attention to one’s body parts versus a focus on one’s activity as a student dentist is prohibited.

Students who do not adhere to the dress code of the Case Western University School of Dental Medicine may be removed from the clinics. The faculty may refer clinical violations to the appropriate dental school officer including the Infection Control Officer, Director of Clinic Operations, the Director of Patient Services, or the Director of Student Services. Pre-clinical students should be referred to the Director of Student Services.

* As required by Infection Control Policies Revised 2/2010


Students enrolled full time in the School of Dental Medicine desiring to enter a joint degree program must apply and be admitted to a non-dental degree program of another school of the University through the usual process followed for admission at that school. If accepted, the student must notify the Associate Dean for Education in writing at least four weeks prior to the start of the semester they wish to initiate non-dental course work in the joint degree program. A first year dental student must be in the top one-half of the class to be eligible to enter a joint degree program and may not begin earlier than the second semester of the first year. First year students are limited to one course (3 credit hours) in the first semester (Spring) of a joint program. Upper level students (2nd, 3rd, or 4th year) in good standing (defined as top one-half for this purpose) may enroll for up to two courses (six credit hours) in each of the Fall or Spring semesters. Course work taken in the non-dental program should not ordinarily be scheduled during the regular school hours of the School of Dental Medicine unless written approval is granted by the Associate Dean for Education. If approved for the initiation of a joint degree program, a dental faculty member will be assigned as an advisor to the student. The faculty advisor should be someone with expertise, or interest in the second program. If no person is identified, the Associate Dean for Education will act as the advisor. The faculty advisor will be responsible for routine matters such as assisting in registration (e.g. add-slips) in addition to the advisory function. Students should be assigned or request, an advisor on the faculty of the second school in which non-dental course work is taken. Eligible students must meet with the advisors and program coordinators of both schools. Following this meeting, the student will be provided with a written agreement and guidelines specifying the program which will have priority in all future considerations, a curriculum plan and projected timetable for the completion of course work, and other conditions or stipulations in effect that will govern the student’s tenure in both program. The student will acknowledge the agreement with their signature.

Tuition charges for course work taken in the non-dental program are the responsibility of the School of Dental Medicine to the extent outlined in the agreement and to a maximum of six credit hours per semester (Fall and Spring semesters only) if the student fulfills the eligibility requirements, is enrolled full time and in good standing (defined as top one-half of the class) at the School of Dental Medicine and current in the payment of tuition to the School of Dental Medicine. Tuition charges for non-dental courses taken during the Summer semester are the responsibility of the student. Enrollment in a joint degree program does not constitute a guarantee that a degree will be granted for either program at any given time or at all.

Permission to continue in the joint program may be withdrawn by either school for a variety of reasons including, but not limited to, poor or falling grades or grade point averages, incompleteness or tardiness in completing program requirements, delinquency in payment of tuition, non-academic or academic probation, suspension or dismissal. Problems that might arise will be resolved on a case-by-case basis by the Associate Dean for Education and the faculty advisor in consultation with the student. The student may appeal any unfavorable decision to the Committee on Student Standing and Promotion for final resolution


Policy on Remediation of Courses

The Committee on Student Standing and Promotion reviews student progress at the end of each semester and as required throughout the academic year. The Committee reviews remediation plans that are submitted by the faculty for each student who at the end of each term has a grade of “I” (incomplete) or “NP” (no pass). It is the Committee’s responsibility to determine if remediation is appropriate for any individual student. The Committee will review a student’s semester record overall and within the context of the academic year. The Committee determines if a student may proceed with remediation or if another action is appropriate. This may include requiring repetition of the term, the academic year or requiring withdrawal or dismissal. Remediation may not proceed until the committee has determined if it is appropriate in a given case.

Students with no pass or incomplete grades in 2 or more courses (didactic and clinical) would in most cases be required to repeat the term or year, be asked to withdraw or be dismissed unless extenuating circumstances warrant special consideration. Those cases will be handled on an individual basis


Students required to remediate will pay no addition fee if enrolled full-time. Students enrolled part-time will pay an additional fee equivalent to one-half credit hour for each eight clock hours of remedial instruction. Students not otherwise enrolled in the School of Dental Medicine will be required to enroll for the appropriate number of credit hours and pay tuition. Enrolled students, full-time or part-time, are not required to pay additional tuition* if the remediation consists only of one or more of the following:

1) retest, examination, practical or proficiency test,

2) submission of papers, projects or workbooks,

3) self-study or independent learning,

4) submission of acceptable performance for course work undertaken at another institution,

5) tutoring provided through the Office of Student Services,

6) tutoring or instruction provided by, or on behalf of, faculty if less then eight clock hours.

* Students may be required to pay for supplies, materials or books, and for costs in undertaking course work at another institution.


Each student's academic performance is reviewed by the faculty's Committee on Student Standing and Promotion as soon as possible after the conclusion of each semester and summer clinic session. Additional review may occur after each eight week period or when grade reports are submitted. The Committee sets standards of academic performance for promotion and standing, probationary requirements and remedial actions, and recommends candidates for graduation. The Committee, at its option, may place a student on academic probation, require repeat of an academic period, or require a student to withdraw (dismiss from school).

The Committee on Student Standing and Promotion will notify each student in writing of their status at least twice each academic year following the end of each semester and more frequently if necessary. The Committee takes reasonable care to accurately evaluate each student and inform them of their status in a timely manner. The Committee reserves the right to reissue letters of standing or promotion at any time it deems necessary. It is the responsibility of the student to fulfill all academic requirements. Admission to the program is not assurance that a degree will be granted at the end of four years, or at all.

The general guidelines used by the Committee are that each student, in order to be in good academic standing, must attain a passing grade in each course with no grades of NP or I. Students cannot be graduated with any no pass or incomplete grades. Students will not be promoted with one or more no pass or incomplete grades unless they have entered a remediation program to remove those grades by a deadline set by the course director or Committee on Student Standing and Promotion.

The Committee has identified three categories of academic performance. These categories are defined below.

Academic Good Standing: You have met all academic requirements noted above.

Students who fail to meet these general guidelines may be placed on:

Academic Standing Pending: You have one or more grades of “I”. If you have a grade of “I”, please see your course director, faculty advisor or Mr. Aftoora You have until 30 days into the subsequent term to complete the work in order to remove the “I” or you will be moved to Probation or your association with the School may be terminated. See Mr. Aftoora and the course director(s) immediately.

Academic Probation: You have scored less than 70% in 1 or more courses. You have 30 days* to successfully remediate or to remove a failing grade(s) (*unless the Committee on SS&P has approved an alternative time for your remediation). Failure to complete remediation in the appropriate time may be cause for your association with the School to be terminated. The usual response to failure to improve from Probation will be a requirement that you withdraw from the program. Please see the course director(s) and Mr. Aftoora immediately.

For any course where the grade is “I” or “NP”, it is the student’s responsibility to contact the instructor.

Dismissal or Repetition: In a small number of cases, academic performance may be so poor that it is not feasible for a student to move forward in the curriculum. Examples of this might be grades of NP in preclinical laboratory courses or multiple NP’s in didactic courses. In these cases, before a final decision for dismissal or repetition is voted upon, the student is invited to present any relevant information to the committee for consideration.

Appeals: A student may appeal an action of the Committee on Student Standing and Promotion. The appeal must be in writing, state the basis of the appeal including new information not previously presented at the first hearing, and be filed within 31 days of the issuance of the notification letter sent the student informing them of Committee action. The written appeal should be directed to the Chairman of the Committee. The student may request or be invited to appear before the Committee at the hearing of the appeal. The Committee will inform the student in writing of the results of the hearing of the appeal. The student is advised to consult with the Chairman of the Committee, the Director of Student Services, and the Associate Dean for Education for further information prior to filing the appeal so that the process can be fully explained and the student’s rights protected.

Sample Letter from Promotions Committee

Class of 2015

Dear ________,

The Committee on Student Standing and Promotion (SS&P) met on December __, 2011, to consider your academic progress in the first semester of the first year. This letter represents your standing as of December __, 2011.

For the ACADEMIC review, the Committee considered all of your grades during this term.

In your case, the Committee has noted the following: Good Standing as defined by the criteria listed below:

Academic Good Standing: You have received Passing Grades for all courses and EdMods.

Academic Standing Pending: You have one or more “Incomplete” grades. You will have 30 days after the end of the semester or term in order to resolve the “incomplete” grade(s) at which time the grade will revert to the grade of “No Pass” unless the Committee has approved an alternate time frame for the completion of the course. Please see the course director and consult with the Offices of Student Affairs and/or Academic Affairs to determine the requirements for resolution of the “Incomplete” grade.

Academic Probation: You have one or more grades of “No Pass” or “Incomplete” grades that have not been resolved within the designated time frame. Please see the course director to review the remediation plan. You will have 30 days after the end of the semester or term in order to resolve the “No Pass” grade(s) unless an alternative remediation plan time has been approved by the Committee. You will have one semester in which to improve your academic status to Good Standing. The usual response to failure to improve from Probation will be dismissal from the School of Dental Medicine. Please see the course director(s) and the Director of Student Services immediately.

Specific Comments:


Associate Dean for Education

cc: Dr. J. Goldberg, Dean

SS & P Committee

Mr. Aftoora, Dir. Student Services

Policy on Passing National Dental Board Examinations Part I & Part II

Case Western Reserve University School of Dental Medicine

The faculty of the School of Dental Medicine believe that all students must pass the National Dental Board Examinations Parts I and II (NDBE I and II) as a requirement for graduation. It is, therefore, a policy of the School that students will not be certified for graduation at the end of their course of study at the School until they have passed NDBE Parts I and II. This is in addition to other requirements for certification for graduation. The School of Dental Medicine has the right to require students to take additional study aimed at test preparation, at their cost.

Policy on Timeliness for Passing the NBDE I:

All students must pass NDBE I prior to entering the fall semester of the third year. Students should therefore take the NDBE I no later than April 1 of their second year to allow for the possibility of the 90-day interim wait period for NDBE retakes in cases of section failures.

Exemption for Canadian Students from School of Dental Medicine Program requirement to pass the NDBE II:

The faculty of the School of Dental Medicine has a policy that all students must pass the NDBE I and II as a requirement for consideration for graduation.

Because the NDBE II is not a required for licensure in Canada, the faculty of the School of Dental Medicine have approved the following exemption:

Canadian students of the School of Dental Medicine who will return to Canada after completion of the program may be approved for exemption from the School’s program requirement of successful completion of the NDBE II prior to consideration for graduation. In lieu of the NDBE II, Canadian students must substitute successful completion of the National Dental Examining Board of Canada’s Examinations. If a Canadian student who has informed the School of his/her intention to substitute this requirement by taking the Canadian Examination AND should also elect to take the NDBE II and fail, the exemption would not be permitted. In that case, successful completion of the NDBE II would remain a program requirement for graduation. Likewise, consideration for graduation would be delayed if a Canadian student had a failure on the Canadian Dental Examining Board Tests until the student was successful on that examination.

The student will still be required to pass U.S. National Board Part I prior to entering the third year.



An externship may be a valuable enrichment of a basic dental school education. It represents an opportunity for a student to grow personally and professionally. By its very nature, it has potential for educational diversity outside of a closely structured pre-doctoral dental education. It can be an important augmentation of basic study and may be a valuable self-assessment tool to the student contemplating postdoctoral study.

General Guidelines

The School of Dental Medicine has an obligation to direct its students to those activities that allow the student to acquire the knowledge and skill necessary to enter the practice of dental medicine. The School will extend its permission for an externship program when, in the judgement of the Faculty and Administration, it appears that the student has attained a level of performance that is beyond the minimum necessary to meet the requirements for timely graduation. A student enrolled as a full-time pre-doctoral student of Case Western Reserve University School of Dental Medicine, in general, will be granted permission to participate in an externship program if:

1) the student has been adjudged to have demonstrated satisfactory progress towards graduation in the didactic and clinical components of the dental curriculum beyond the minimum expected,

2) the externship program has met with the approval of appropriate faculty and administrators who evaluate the impact of the externship on the student’s basic educational program.

3) the time spent in the externship program is not expected to impede the student's progress towards timely graduation.

Procedure for Obtaining Permission

A student that wishes to participate in an externship program must submit an application for approval to the Office of Academic Affairs at least ten days in advance of the first day that the externship is scheduled to begin. Applications are available form the Office of Academic Affairs. A letter from the supervising person of the externship program, offering the opportunity to the student to participate, must accompany the application. The Associate Dean for Education will inform the student of the decision to grant or deny permission to participate within five days. If permission is denied, the reason for the denial will be given to the student. The decision may be appealed as per the section Appeal of an Unfavorable Decision.

Reasons for Denial of Permission

The following is a list of reasons to deny permission:

1) Failure to submit an application or documents more than thirty days in advance.

2) Externship Program has not been subjected to Faculty review, or reviewed and not approved.

3) Student is on Academic Standing Pending, Academic Probation or Disciplinary Probation.

4) Student has not corrected deficiencies in performance from a previous semester (incomplete or no pass).

5) Quality or quantity of clinical accomplishment is below expectation and/or is incomplete in clinical proficiency examinations.

6) Student is delinquent in their financial obligations to the School of Dental Medicine.

Appeal of an Unfavorable Decision

The student may appeal an unfavorable decision within three days to the Chairperson of the Committee on Student Standing and Promotion for a hearing of the appeal. The student should request the assistance of the Director of Student Services in submitting an appeal. If the student does not appeal or the appeal is denied, the externship program supervisor will be informed by the Associate Dean for Education that permission has been denied.

Approval of Externship Program

The purpose of an approval process by the Faculty of the School of Dental Medicine is to ensure that a student participating in an externship program will be engaged in a meaningful activity at a credible institution. The Faculty of the School of Dental Medicine does so to serve and protect the interests of the student. The School of Dental Medicine expects that the institution offering an externship opportunity acknowledges these obligations as well, and will also serve and protect the student's interests while the student is in the externship program. The following criteria shall be applied prior to granting or denying of approval of an externship program:

1) The program has acceptable stated goals and objectives.

2) The program has guidelines or criteria for acceptance into the externship program.

3) An outline of anticipated student activities is provided and appears appropriate. Provision has been made for appropriate supervision of the activities outlined.

4) The student will be given feedback as to their performance and progress while in the program. A written evaluation of the student's performance will be furnished to the school at the completion of the externship program.

5) The program supervisor possesses credentials that are suitable and/or equivalent to those of similar position at accredited institutions in North America.

Applications are available in the Office of Academic Affairs.

Grading System Summary

Grading System Summary – Classes of 2012, 2013, and 2014

Key grading system components:

Each course will be recorded as a Pass or No Pass on the transcript.

  1. All courses will be set to a minimum passing score of 70%.

  2. Students must pass each course. A remediation plan must be specified by the faculty for all courses.

  3. Faculty submit course percent achievement scores online and SIS (student information system) converts the score to a grade of Pass or No Pass.

  4. For problem-based learning (PBL) and team-based learning (TBL) courses, students will receive a “process evaluation”. Any process evaluation rated less than 3 on a 5-point scale may result in failure for the course as determined by the course director. A student may fail a course in content, process, or both and achieve a grade of No Pass.

  5. Students will receive feedback on their performance in each course. At the end of the course, the student will receive his/her course score, the class mean and the standard deviation. A semester summary will be provided to each student.

  6. In addition to summative examinations, which contribute to the final percentage achieved in the course, there may be additional formative evaluations in each course.

  7. Students will be required to complete comprehensive assessment examinations at the end of the spring semester of the first year and the end of the fall semester of the second year.

  8. Incomplete (I) will be a grade assigned by the course director in the following circumstances: student illness, hospitalizations, or other extenuating circumstances. Incompletes because laboratory projects are not complete, or because a student did not take a test, or incomplete assignments at the end of the course will be deemed a course “No Pass”. If the grade of “Incomplete” is assigned, it must be accompanied by an explanation and further documentation may be requested by the Committee on Student Standing and Promotion.

  9. If more than 20% of the class has work that has not been completed at the end of a course, the Committee on Student Standing and Promotion may request the Office of Academic Affairs to review with the course director possible course organizational issues or student issues contributing to the inability to complete course requirements on time.

Policy on Release of Academic Performance Data – Classes of 2012, 2013, and 2014

Students in the Classes of 2012, 2013 and 2014 enrolled in the Case School of Dental Medicine with the understanding that the grading system used on student transcripts for the DMD program is Pass/No Pass. This grading system remains the default system for students in the Classes of 2012, 2013, 2014, although provisions for release of additional academic performance data at the student’s request are in place (see below).

For students who wish to release additional quantitative academic performance data, the following options are available:

Non-transcript options:

Students may, with the student’s written authorization submitted to the registrar, elect to release the following information through the Dean’s letter, other recommendation letter, scholarship application forms, and/or on PASS application forms for post-graduate residency programs:

Class rank, by year and cumulative,


Weighted average, by year and cumulative

Transcript options:

Students may, with the student’s written authorization submitted to the registrar, elect to release the following information on the transcript:

Per cent achievement in each course

A student may elect to change from a Pass/No Pass transcript to a transcript that reflects % achievement one time at any point before December 31 of the senior year. Once the change is made, the transcript will be fixed and cannot be changed back to Pass/No Pass.

Each student will be provided with his/her class rank once per year following the spring semester.

Class rank (by year and cumulative) and weighted average (by year and cumulative) will be kept in each student’s permanent file for future reference and may be released at the student’s request, with the student’s written authorization, at any point in the future.

Grading Policy – Class of 2015

Beginning in the fall of 2011 for the Class of 2015, the DMD program of the School of Dental Medicine will use a graded system. The following grading system will be used on student transcripts: A, B, C, I (Incomplete), F. For some courses, the grades of Pass/No Pass may be used. The faculty will specify the level of mastery in each course that is consistent with each grade category. Students must pass each course. At the end of the spring semester of the first year and the end of the fall semester of the second year, students will be required to complete comprehensive assessment examinations, in addition to course final examinations. In courses involving small group learning, students are evaluated on knowledge of content as well as small group learning processes. Students must pass both the content and process evaluations in order to achieve a passing course grade. Class rank (year and cumulative) will be calculated annually after the spring semester and will appear on the transcript. GPA will appear on the transcript. For calculation of grade point average (GPA), the following conversion scale will be used: A=4.0, B=3.0, C=2.0, F=0.0.

Incomplete (I) will be a grade assigned by the course director in the following circumstances: student illness, hospitalizations, or other extenuating circumstances. Incompletes because laboratory projects are not complete, or because a student did not take a test, or incomplete assignments at the end of the course will be deemed a course “No Pass”. If the grade of “Incomplete” is assigned, it must be accompanied by an explanation and further documentation may be requested by the Committee on Student Standing and Promotion.

If more than 20% of the class has work that has not been completed at the end of a course, the Committee on Student Standing and Promotion may request the Office of Academic Affairs to review with the course director possible course organizational issues or student issues contributing to the inability to complete course requirements on time.

All students can access their academic information (registration, grades, etc) at the end of each semester at the following web address:

You will need your CWRUNET ID and Password.


TUITION PAYMENTS: Send to: Cashier’s Office - Yost Hall

Due dates:

First Semester: First half due 8/23/2011

Second half due 10/04/2011

Second Semester: First half due 1/17/2012

Second half due 3/01/2012

Summer Clinic: Due first day of Summer Clinic

NOTE: If first due date is missed, your enrollment will be canceled. If second due date is missed, a late payment charge of 1.5% per month of the outstanding balance will be added to your account.

If you anticipate having difficulty meeting the due dates, contact Student Accounts Receivable to work out an acceptable arrangement.

You will receive all tuition bills via email


Financial Aid instructions may be obtained from the Dental School Registrar.

Completed financial aid applications should be completed on line by May 15.

Students who receive federal student loans are expected to maintain Satisfactory academic Progress (SAP). Students placed on Academic Probation by the Committee on Student Standing on Promotion are automatically on Financial Aid Warning for the next semester. Financial aid will be paid for that semester.

If a student remains on Academic Probation for the next semester, they will be placed on Financial Aid Probation and ineligible for financial aid for that semester. However, the student has a right to appeal that decision in writing to the Financial Aid Appeals Committee of the School of Dental Medicine. The appeal must include “information regarding why the students failed to make (SAP) and what has changed in the student’s situation that would allow the student to demonstrate (Sap) at the next evaluation” (FR,Vol.75,No117, p34821). An approved appeal places the student on financial aid warning.

Members of that committee consists of the Associate Dean for Academics, the Director of Student Services and the Financial Aid Officer of the School of Dental Medicine. If the appeal is successful, financial aid eligibility is restored.


CWRU School of Dental Medicine
The principles set forth below are applicable to all advanced specialty education students, in addition to dental students.
The students and faculty of CWRU School of Dental Medicine are concerned with academic performance which includes academic honesty and professional conduct and behavior. Therefore, the Student Code of Professional Conduct is adopted by the Student Council and by the faculty of the CWRU School of Dental Medicine. This Code embodies the concept of personal honor and integrity in the framework of the academic community.

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