Medical Student Handbook
2023 - 2024
ii
Table of Contents
PREAMBLE ........................................................................................................................ 1
MESSAGE FROM THE DEAN .............................................................................................. 2
MISSION, VISION, AND VALUES ......................................................................................... 3
ACCREDITATION ............................................................................................................... 3
HWCOM ADMINISTRATIVE OFFICES .................................................................................. 4
DEFINITIONS ..................................................................................................................... 6
CURRICULUM.................................................................................................................... 8
PERIODS OF STUDY (PRE-STEPUP) ................................................................................... 10
PERIODS OF STUDY (STEPUP) .......................................................................................... 13
PERIOD AND STRAND HONORS ....................................................................................... 15
INTERNATIONAL STUDY .................................................................................................. 16
AFFILIATED CLINICAL SITES ............................................................................................. 20
SERVICE LEARNING THROUGH NEIGHBORHOODHELP ..................................................... 21
HWCOM STUDENT SERVICES .......................................................................................... 22
UNIVERSITY STUDENT SERVICES...................................................................................... 24
FACILITIES AND GUIDELINES FOR USE ............................................................................. 26
LOST AND FOUND ........................................................................................................... 29
MEDICAL LIBRARY ........................................................................................................... 29
PROFESSIONAL DRESS GUIDELINES ................................................................................. 29
HWCOM STUDENT LIFE AND DEVELOPMENT .................................................................. 30
OFFICER AGREEMENT POLICY ......................................................................................... 32
ACADEMIC CALENDARS .................................................................................................. 32
LIAISON COMMITTEE ON MEDICAL EDUCATION (LCME) STANDARDS, FIU REGULATIONS,
AND HWCOM POLICIES ...................................................................................................... 33
SELECTION OF FIU REGULATIONS AND POLICIES ............................................................. 34
iii
LCME STANDARDS AND HWCOM POLICIES: ACADEMIC .................................................... 35
LCME STANDARD 8.8. STUDENT WORKLOAD .................................................................. 36
LCME STANDARD 6.5. SPECIALTY STUDY DURING ACADEMIC YEAR 4 .............................. 37
LCME STANDARD 9.9. MEDICAL STUDENT EVALUATION AND PROMOTION COMMITTEE
(MSEPC): EVALUATION OF ACADEMIC PERFORMANCE AND PROFESSIONALISM, DUE
PROCESS, AND APPEAL PROCESS .................................................................................... 38
LCME STANDARD 10.3. EXAM AND COURSE GRADES ...................................................... 46
LCME STANDARD 10.3. ACADEMIC STANDING: REMEDIATION, ACADEMIC PROBATION,
AND DISMISSAL............................................................................................................... 49
LCME STANDARD 10.3. EVALUATION, PROMOTION, AND GRADUATION ........................ 57
LCME STANDARD 11.1. ACADEMIC ADVISING ................................................................. 59
HWCOM POLICY A1. STUDENT ACADEMIC GRIEVANCE ................................................... 61
HWCOM POLICY A2. MAIN RESIDENCY MATCH ELIGIBILITY, MATCH PARTICIPATION
REQUIREMENTS, AND MEDICAL STUDENT PERFORMANCE EVALUATION (MSPE) ........... 63
LCME STANDARDS AND HWCOM POLICIES: PROFESSIONALISM ....................................... 65
LCME STANDARD 3.4. LEARNING ENVIRONMENT: ANTI-DISCRIMINATION AND ANTI-
HARASSMENT POLICY ..................................................................................................... 66
LCME STANDARD 3.5. LEARNING ENVIRONMENT: PROFESSIONALISM STANDARDS ........ 67
LCME STANDARD 3.6. LEARNING ENVIRONMENT: STUDENT MISTREATMENT ................ 71
LCME STANDARD 10.5. HWCOM TECHNICAL STANDARDS .............................................. 72
HWCOM POLICY P1. PROFESSIONALISM REPORTING ...................................................... 74
HWCOM POLICY P2. MEDIA REQUESTS FOR STUDENT INTERVIEWS ................................ 76
LCME STANDARDS AND HWCOM POLICIES: ENROLLMENT ............................................... 77
LCME STANDARD 10.3. TECHNOLOGY, SOCIAL MEDIA, AND STUDENT TECHNOLOGY FEES
....................................................................................................................................... 78
LCME STANDARD 10.7. TRANSFER STUDENTS ................................................................. 82
LCME STANDARD 10.8. VISITING STUDENTS ................................................................... 82
LCME STANDARD 11.5. CONFIDENTIALITY OF STUDENT EDUCATIONAL RECORDS........... 83
LCME STANDARD 11.6. STUDENT ACCESS TO EDUCATIONAL RECORDS ........................... 84
HWCOM POLICY E1. RESIDENCY RECLASSIFICATION ....................................................... 85
HWCOM POLICY E2. LEAVE OF ABSENCE ......................................................................... 86
iv
LCME STANDARDS AND HWCOM POLICIES: COMPLIANCE ................................................ 89
LCME STANDARD 5.7. STUDENT SAFETY AND SECURITY .................................................. 90
LCME STANDARD 12.4. ATTENDANCE POLICY AND EXCUSED ABSENCES ......................... 91
LCME STANDARD 12.5. PROVISION OF HEALTH SERVICES TO MEDICAL STUDENTS ......... 96
LCME STANDARD 12.6. HEALTH AND DISABILITY INSURANCE ......................................... 97
LCME STANDARD 12.7. COMPLIANCE REQUIREMENTS AND MONITORING ..................... 99
LCME STANDARD 12.8. STUDENT EXPOSURE .................................................................105
HWCOM POLICY C1. MEDICAL STUDENT DISABILITY ACCOMMODATIONS .....................107
HWCOM POLICY C2. STUDENT TRAVEL ..........................................................................109
LCME STANDARDS AND HWCOM POLICIES: FINANCIAL ASSISTANCE ...............................112
LCME STANDARD 12.2. TUITION REFUNDS AND ACCOMMODATIONS ............................113
HWCOM POLICY F1. DEBT MANAGEMENT PROGRAM AND EXIT LOAN COUNSELING .....115
HWCOM POLICY F2. SATISFACTORY ACADEMIC PROGRESS FOR FINANCIAL AID ELIGIBILITY
......................................................................................................................................117
1
Preamble
This HWCOM Medical Student Handbook is maintained by the Florida International University
(FIU) Herbert Wertheim College of Medicine (HWCOM) Office of Student Affairs, with
collaborative input from faculty, administrators, and staff from HWCOM and FIU. The Medical
Student Handbook serves as a guide throughout your academic, clinical, and extracurricular life
as a member of the FIU community and specifically as a medical student.
2
Message From the Dean
Welcome to the Herbert Wertheim College of Medicine!
Your education is the very core of our institutional mission.
We are dedicated to guiding you in maximizing your growth and potential and are committed
to helping you become highly competent, thoughtful, and compassionate physicians.
This Student Handbook has information on the institutional policies, resources, and guidance
that frame the academic and professional activities you will undertake in your medical school
studies. Please carefully review and familiarize yourself with the contents. You are expected to
adhere to all the policies detailed in this Handbook.
Should you have any questions about these policies, please reach out to the appropriate faculty
and/or staff members.
Medical school is a transformative experience. We are eager to partner with you in this exciting
and challenging journey.
Juan C. Cendán, MD
Dean of the Herbert Wertheim College of Medicine
3
Mission, Vision, and Values
Mission
The Herbert Wertheim College of Medicine will develop highly qualified, community-engaged,
socially accountable health care professionals, and serve our region, our nation, and the greater
world through transformative translational research, medical education, and clinical programs
that drive forward innovation in health care.
Vision
The Herbert Wertheim College of Medicine exerts national and international impact in medical
education, patient-oriented scientific inquiry, and state-of-the-art care. Our vision is to create a
healthier Florida by forging clinical innovation and the development of highly qualified health
care professionals who are dedicated to the welfare of each patient and to the community they
serve.
Values
The conduct, ideals, and ethics that drive our operations are scholarship in education and
research; service to university and community; integrity and transparency; collaboration;
diversity, equity, and inclusiveness; and innovation and research in health care delivery.
Accreditation
The Liaison Committee on Medical Education (LCME) is the accrediting body for medical schools
in the United States and solely determines the accreditation status of every medical program
leading to the Doctor of Medicine degree. To be accredited, a medical program must meet
comprehensive standards that answer to the quality, integrity, and educational objectives
required by the LCME. These standards comport with the values of HWCOM. FIU HWCOM is
fully accredited by the LCME.
HWCOM hosts LCME accreditation visits on the FIU campus at least every 8 years. Students play
a central role in the accreditation process by participating in a variety of ways, including
through college-wide student surveys and in student evaluations of courses and clerkships,
which are reviewed and considered by LCME in their determination of compliance with LCME
standards; through independent student analysis of the medical education, student services,
the learning environment, and the educational resources available to students; and through
face-to-face meetings with LCME survey teams. Additional information regarding accreditation
can be found at www.lcme.org.
Florida International University is accredited by the Southern Association of Colleges and
Schools Commission on Colleges (SACSCOC) to award associate, baccalaureate, masters, and
doctoral degrees, including the HWCOM Doctor of Medicine degree.
4
HWCOM Administrative Offices
Office of the Dean. The Dean of HWCOM is the senior leader responsible and accountable for
providing leadership for the college’s medical education and research missions, and for all
HWCOM strategic planning initiatives. The Dean also serves as the FIU Senior Vice President for
Health Affairs. A number of individuals report to the Dean, including the Council of Chairs
(comprising HWCOM departmental chairs), the HWCOM Executive Committee; the Associate
Dean for Curriculum and Medical Education; the Sr. Associate Dean for Student Affairs; the
Associate Dean of Graduate Medical Education; the Associate Dean for International Affairs and
MPAS program; the Sr. Associate Dean for Finance and Administration; the Assistant Dean for
Development; and the MPAS program director, among others.
Office of Medical Education. The Office of Medical Education (OME) provides oversight of the
medical education curriculum. It provides the infrastructure and processes by which the
faculty define educational objectives for medical students. The HWCOM faculty define
expectations through the Curriculum Committee, which communicates with the Associate
Dean for Curriculum and Medical Education for this purpose. OME also coordinates the
design, implementation, and evaluation of the medical degree program, emphasizing
innovative curricula designed to advance a passion for scientific inquiry, critical thinking, and
comprehensive clinical expertise.
Office of Clinical Affairs. The Office of Clinical Affairs (OCA) arranges affiliations with various
hospitals where students will rotate and other clinical sites within the area that hold an active
interest in medical student education. The OCA is also responsible for overseeing the
development of several programs in Graduate Medical Education (GME) and Continuing
Medical Education (CME).
Office of Student Affairs. The Office of Student Affairs (OSA) provides support programs and
services for all medical students from the time of recruitment to commencement and beyond.
Activities include recruitment of students; the admissions process; maintenance of grades and
records; mentorship of students; academic, career, and financial counseling; personal
counseling and wellness programs; medical student learning communities; student
organizations; transition to residency; and alumni services. The OSA provides learning
opportunities outside of the formal classroom and clinical settings that are designed to
complement and enhance the overall educational experience and to promote personal and
professional success.
5
Office of Research. The Office of Research (OR) provides oversight of the graduate medical
education and basic science research activities and related training to all MD and Ph.D. students
and faculty. The Office of Research at HWCOM offers innovative and engaging research
opportunities for students, faculty, and researchers both within HWCOM and with our
partnered affiliates. Research topics at HWCOM encompass a variety of fields within
translational medicine, basic science, medical education, and clinical research. Students are
encouraged to reach out to faculty regarding their research interests. Students who participate
in research at HWCOM may be eligible to present at the HWCOM Annual Research Symposium
and to apply for competitive summer research fellowship programs.
Office of Academic Community Programs and Partnerships. The Office of Academic
Community Programs and Partnerships supports HWCOM’s education, healthcare, service, and
research missions by promoting programs and services designed to promote cultural
competence and a greater awareness, understanding, and respect for our cultural similarities
and differences.
6
Definitions
Academic Period or Period (Pre-StepUp only). The MD degree program is divided into four
academic segments, also known as academic periods or simply “periods.” A description of the
academic periods can be found in this handbook under the section “Periods of Study.” Each
medical student must pass each of the four successive academic periods of study to successfully
complete the Doctor of Medicine degree program.
Academic Year (StepUp only). The MD degree program is divided into four Academic Years. A
description of the Academic Years can be found in this handbook under the section “Periods
of Study.” Each medical student must complete each of the four successive Academic Years of
study to successfully complete the Doctor of Medicine degree program.
Adverse Action or Adverse Recommendation. Any recommendation of the Medical Student
Evaluation and Promotion Committee (MSEPC), unless stated otherwise, arising out of a
medical student’s failure to meet academic requirements or Professionalism Standards. An
Adverse Recommendation mandates that a student take specific actions or refrain from taking
specific actions.
Business Day. A day when the University is open for regular business operations from 8:30
a.m. up to 5:00 p.m., Eastern Time. For email correspondence, the day of delivery is not
included in a designated time period.
Consent Agreement. An agreement voluntarily entered into by HWCOM and a medical student
arising from alleged violations of Professionalism Standards.
Good Academic Standing. Students who are registered and entitled to progress in the
curriculum are in good academic standing with the college. Good standing for conduct and
academic integrity purposes under FIU Regulations 105 and 2501 shall be determined by the
FIU Office of Student Conduct and Academic Integrity or Office of Civil Rights Compliance and
Accessibility.
HWCOM Community. The students, faculty, staff, and administration of HWCOM.
MSEPC. Medical Student Evaluation and Promotion Committee.
MSPE. The Medical Student Performance Evaluation (MSPE) is a summative document provided
by the school to residency program directors intended to transmit objective information about a
student’s attributes, accomplishments, and academic performance.
Medical Students. Students enrolled in the Doctor of Medicine program at HWCOM.
7
Incident Reporting Form. An Incident Reporting Form is completed by a member of the FIU
community to identify a possible breach of Professionalism Standards by another member of
the learning community in accordance with the process established in this HWCOM Medical
Student Handbook.
Probation. The MSEPC may place a student on probation which signals to the student that
the MSEPC is carefully scrutinizing performance due to academic failure or breaches of
Professionalism Standards. HWCOM Probation is an adverse action.
Professionalism Advocacy Reporting System (PARS). The electronic reporting system used
to file a Professionalism Commendation Form when a member of the HWCOM community
has demonstrated exemplary professional behavior.
Professionalism Standards. The standards of professionalism are set forth in this HWCOM
Medical Student Handbook and the FIU-2501 Student Conduct and Honor Code.
Preponderance of the Evidence. Based on the evidence provided, it is more likely than not
that the alleged violation occurred.
8
Curriculum
Competencies
The four-year course of study leading to the Doctor of Medicine (MD) degree at Herbert
Wertheim College of Medicine (HWCOM) is based on the development of competencies in nine
domains:
• Patient care
• Knowledge for practice
• Practice-based learning and improvement
• Interpersonal and communication skills
• Professionalism
• Systems-based practice
• Interprofessional collaboration
• Personal and professional development
• Social accountability
These competency domains are derived from the Association of American Medical Colleges
Physician Competency Reference Set and the Accreditation Council for Graduate Medical
Education competencies, with the additional competency domain of social accountability being
core to the mission of HWCOM. The competency domains align with the HWCOM Educational
Program Objectives (below). The educational program is broad and general, preparing
students for postgraduate study in their chosen fields of medical specialization, licensure, and
medical practice. The curriculum is entirely course-based; all educational objectives are
addressed in formal courses.
Strands
The curriculum is built upon study in five major strands:
• Human Biology and Disease
• Research
• Clinical Medicine
• Professional Development
• Medicine and Society
Each course in the curriculum is assigned to a strand. Strands are organized for both horizontal
and vertical integration of content within courses.
9
Educational Program Objectives (EPOs)
The HWCOM educational program objectives encompass the knowledge, skills, behaviors,
and attitudes students are expected to exhibit as evidence of their achieving competencies
necessary for graduation and awarding of the Doctor of Medicine degree. The HWCOM
Curriculum Committee uses these educational program objectives to guide decisions
regarding specific course content, student learning, and assessments:
1. Identify the major principles of the sciences foundational to medicine.
2. Explain how the body responds to change, and how it adjusts the functions of cells, organs, and
organ systems to maintain homeostasis.
3. Apply the principles of foundational sciences to propose and interpret diagnostic tests, and to
determine the etiology, pathophysiology, prevention, and treatment of human
disease/disorders.
4. Communicate effectively with patients, families, and healthcare providers, including those
situations involving cultural and linguistic differences (and including the effective use of
professional interpreters).
5. Conduct and document complete patient histories and physical examinations using the
requisite fundamental clinical skills, and incorporating relevant social, behavioral, and
medical factors.
6. Identify and propose initial therapy for acute life-threatening situations.
7. Identify, propose, and coordinate prevention and management plans for acute and chronic
disease while working effectively in various healthcare settings.
8. Apply medical knowledge and critical thinking to develop differential diagnoses.
9. Correctly perform basic procedural skills with attention to patient comfort.
10. Obtain and manage patient information from the medical record.
11. Use evidence-based medicine to provide quality health care to individuals and populations.
12. Apply scientific methods to answer research questions.
13. Identify core principles of health system science including the impact of finance, laws,
organizational structures, and health policy on patients and populations.
14. Identify the personal skills and systems-level processes that support continuous quality
improvement and patient safety and use standard precautions in the health care setting.
15. Apply knowledge of complementary and integrative medicine to patient care.
16. Identify end-of-life care issues from the physician’s and patient’s perspectives.
17. Demonstrate skills and habits to sustain lifelong personal and professional growth.
18. Integrate epidemiologic, socioeconomic, behavioral, cultural, and community factors into
patient care.
19. Advocate for improved health outcomes at the community level through analysis of social
determinants of health, engagement, and reflection.
20. Demonstrate patient-centered counseling techniques and engage patients in collaborative
planning to improve health behaviors.
21. Collaborate as a member of an interprofessional team.
22. Anticipate ethical issues encountered in clinical care and research, explain ethically justifiable
options and consequences from multiple perspectives, and manage ethical challenges.
10
Periods of Study (Pre-StepUp)
The curriculum is divided into four periods of study, comprising foundations of medicine (Period
1), organ systems-based pathophysiology (Period 2), core clinical clerkships (Period 3), and
advanced clinical rotations (Period 4).
Course work is multidisciplinary and features a case-based format in which basic science is
learned in a clinical context. Clinical experiences in primary care and emergency settings begin
in the first period of study with coordinated opportunities for practical application of basic
knowledge, skills, and reasoning. Students engage with families, households, and communities
in the longitudinal service-learning NeighborhoodHELP (Health Education Learning Program) in
collaboration with FIU students from other colleges and disciplines, including nursing, social
work, physician assistant, public health, education, and law.
Students begin clinical training by encountering basic medical conditions in outpatient settings;
clinical training advances progressively to include exposure to more complex cases and
conditions in hospital settings and culminates in sub-internship experiences. Independent
scholarship and broad elective opportunities in the third and fourth periods encourage students
to explore personal interests and build competency in preparation for advanced postgraduate
study and practice in a specialty area. Student learning is guided by objectives for every course,
required clinical experiences (core cases), standards of competency in specific clinical skills, and
standards of professional behavior. Students document their progress in achieving the
educational objectives of each required clinical experience and are monitored for progressive
development of essential skills and general competencies.
Period 1. Period 1 focuses on the study of the foundations of medicine in core basic, clinical,
social sciences, and ethics. Core basic medical sciences include medical genetics, cellular
biology, anatomy, physiology, pharmacology, immunology, microbiology, and pathology.
These courses combine elements of the Human Biology and Disease strand. An introduction
to clinical skills in the Clinical Medicine strand focuses on doctor–patient communication,
general physical exam skills, foundations of evidence-based medicine and quantitative
measurements, and medical research. Period 1, within the Professional Development and
Medicine and Society strands, also focuses on medical ethics, regional cultures in relation to
health and medicine, self-reflection, and professionalism in doctor– patient relationships. At
the beginning of the period, students become certified in basic life support (BLS) in
preparation for half-day primary care clinics and voluntary emergency department shifts
throughout the period. Medical simulations, standard patient experiences, and virtual case
studies complement classroom study and prepare students for patient- centered clinical
experiences.
11
Period 2. Period 2 is organized around in-depth study of human biology, disease, illness, and
injury in an organ-system-based approach. Pathology, physiology, anatomy, pharmacology,
genetics, and human behavior are emphasized in the case-based study of the major organ
systems: hematopoietic and lymphoreticular, endocrine, reproductive, musculoskeletal, skin,
gastrointestinal, renal/urinary, cardiovascular, respiratory, and nervous. Students develop
clinical skills by conducting physical exams, forming differential diagnoses, and understanding
how to interpret and use laboratory medicine data and imaging technologies. Clinical skills are
taught together with each of the integrated organ-systems courses. Courses in the strands of
Professional Development and Medicine and Society continue in Period 2, with the study of
health care systems and policy, interprofessional health care, community health, end-of-life
care, and evidence-based medicine. Students continue their service-learning study with
participation in NeighborhoodHELP. Students can participate in voluntary emergency room
clinical experiences.
Students are required to take and pass Step 1 of the United States Medical Licensing
Examination® (USMLE) at the end of Period 2 and achieve general competency in basic
biomedical sciences, diagnosis of disease, and clinical case management. If a student fails to
pass USMLE Step 1 on their first attempt, their entry to Period 3 will be delayed until they pass
the exam.
Period 3. Period 3 involves core clerkships in Family Medicine, Internal Medicine, Neurology,
Obstetrics and Gynecology, Pediatrics, Psychiatry, Radiology, and Surgery. Study in Period 3 is
predominantly preceptor-guided; students encounter patients with increasingly complex
medical conditions in outpatient and hospital settings. Students are given progressively greater
responsibility as they gain experience managing the care of patients. Students learn how to
apply skills learned in the simulation laboratory and demonstrate competency in performing
core procedural skills. Learning is enhanced by the inclusion of simulation and virtual cases.
Elective opportunities in the Internal Medicine and Surgery clerkships allow students to explore
specialty areas. Students continue to participate in NeighborhoodHELP during Period 3. Also
included in the Period 3 curriculum is a case-based, self-directed learning course, with
integrated learning objectives from basic sciences forming part of each case.
Students are required to take and pass Step 2 of the United States Medical Licensing
Examination® (USMLE) at the end of Period 3 and to demonstrate general competency in
patient-centered communication, history taking, physical exam skills, and diagnostic
reasoning through satisfactory performance on the End of Third Year promotional OSCE
(Objective Standardized Clinical Exam). If a student fails to pass USMLE Step 2 on their first
attempt, their entry to Period 4 is delayed until they pass the exam. If they fail to meet clinical
skills competency as measured by the OSCE, they may be asked to participate in remediation,
additional clinical experience, and/or referred to the MSEPC.
12
Period 4. Period 4 focuses on the study of advanced medicine, including scholarship and
exploration of specialty areas to facilitate a student’s choice of postgraduate study. Students
select individualized schedules that best serve their long-term career goals. Period 4
requirements include the geriatrics clerkship; a capstone course, including a longitudinal
component; the community medicine practicum; completion of the research scholarship
course; one sub-internship; an emergency medicine rotation; and electives. Students
continue to participate in NeighborhoodHELP during Period 4.
The required sub-internship and core rotations must be completed at HWCOM-affiliated
clinical sites under the supervision of HWCOM faculty. The longitudinal capstone includes
professional development workshops on career management and a clinical medicine
experience designed to hone clinical skills and prepare students for residency. Students must
receive passing scores on the USMLE Step 1 and Step 2 to be eligible to participate in the
Main Residency Match through the National Resident Matching Program (NRMP).
To graduate from HWCOM with an MD degree, students must satisfactorily complete all
degree requirements including passing scores on the USMLE exams (Step 1 and Step 2) within
six (6) years of the date of matriculation.
13
Periods of Study (StepUp)
The four-year program leading to the MD degree at HWCOM is designed to maximize exposure
and training in all areas of medical education. The program prepares students for advancement
into postgraduate study and for the practice of medicine in any medical specialty or primary
care area. The curriculum is divided into four steps, each building on learning from the previous
step as students progress through the program.
Step 1 (Foundations) and Step 2 (Organ Systems)
Foundational Sciences are covered in steps 1 and 2 during the first two academic years.
Coursework is multidisciplinary, featuring a variety of active learning pedagogies that foster
critical thinking, clinical application, and integration among strands. In addition, students
engage in a longitudinal clinical preceptorship in the community and participate in the Green
Family Foundation NeighborhoodHELP program in collaboration with FIU students from other
health professions.
Step 1 spans the first semester of Academic Year 1 and focuses on studying the foundations of
medicine in core basic medical sciences, including genetics, cellular biology, biochemistry,
anatomy, physiology, pharmacology, immunology, microbiology, and pathology. Students also
begin coursework in clinical skills, medicine and society, research, and professional
development during this time. Additionally, students participate in half-day primary care clinic
visits, optional emergency department shifts, medical simulations, and standardized patient
experiences.
Step 2 begins in the second semester of Academic Year 1 and spans the entirety of Academic Year
2. This step provides an in-depth study of human biology, disease, illness, and injury in a highly
integrated organ-system-based approach. Pathology, physiology, anatomy, pharmacology,
genetics, and human behavior are emphasized in the case-based study of the major organ
systems: hematopoietic and lymphoreticular, endocrine, reproductive, musculoskeletal, skin,
gastrointestinal, renal/urinary, cardiovascular, respiratory, and nervous. Students continue to
develop clinical skills by performing physical exams, forming differential diagnoses, and
developing the skills to interpret and use laboratory medicine data and imaging technologies
through continued clinical preceptorship visits.
Step 3 (Clinical Clerkships) and Step 4 (Advanced Clinicals)
Clerkships are covered in Steps 3 and 4 during the final two academic years. Students actively
participate in patient care, applying the skills and knowledge learned during Steps 1 and 2 of the
curriculum.
14
Step 3 involves core clerkships in Family Medicine, Internal Medicine, Neurology, Obstetrics and
Gynecology, Pediatrics, Psychiatry, Radiology, and Surgery. Students rotate clinically under the
supervision of our dedicated and highly skilled community-based faculty in all the core specialties
and sub-specialties. In our community-based model, students are exposed to patients and clinical
settings at multiple hospitals, outpatient clinics, and private offices throughout South Florida.
During the clerkship year, students actively participate in patient care, applying the skills and
knowledge learned during Steps 1 and 2 of the curriculum. Learning is enhanced by simulations,
case-based didactics, virtual cases, assignments, and experiential learning activities. In addition,
during the Internal Medicine and Surgery Clerkships, selective opportunities allow students to
explore specific sub-specialty areas. Students continue participating in NeighborhoodHELP
throughout Step 3 and in a longitudinal course emphasizing self-directed learning and the clinical
integration of basic and health systems science.
Students are required to take and pass Step 2 of the United States Medical Licensing
Examination® (USMLE) at the end of HWCOM Step 3 and to demonstrate general competency
in patient-centered communication, history taking, physical exam skills, and diagnostic
reasoning through satisfactory performance on the End of Third Year promotional OSCE
(Objective Standardized Clinical Exam). If a student fails to pass USMLE Step 2 on their first
attempt, their entry to HWCOM Step 4 is delayed until they pass the exam. If they fail to meet
clinical skills competency as measured by the OSCE, they may be asked to participate in
remediation, additional clinical experience, and/or referred to the MSEPC.
Step 4 focuses on studying advanced medicine, including scholarship and exploring specialty areas
to facilitate a student’s choice of postgraduate study. Students select individualized schedules
with rotations that best meet their long-term career goals. Step 4 requirements include:
• A geriatrics rotation
• One sub-internship
• An emergency medicine rotation
• A longitudinal capstone course
• A community medicine practicum
• Individual research projects
• Electives
In addition, students continue to participate in the NeighborhoodHELP program.
The required sub-internship and core rotations must be completed at HWCOM-affiliated
clinical sites under the supervision of HWCOM faculty. The longitudinal capstone includes
professional development workshops on career management and a clinical medicine
experience designed to hone clinical skills and prepare students for residency.
15
Period and Strand Honors
At the ends of Periods 1 and 2, the MSEPC awards designations of Honors (H) and Near
Honors (NH) to the top 10% and the next 15%, respectively, of students in that period.
Honors and Near Honors designations are awarded for individual clerkships in Period 3.
Students also have the opportunity to earn an Honorable Mention in a Strand. Strand Honors
are awarded after Period 3.
16
International Study
The faculty of FIU Herbert Wertheim College of Medicine (HWCOM) believes that study
experiences abroad can be valuable to the professional growth of medical students and
other healthcare professionals. Students should understand that participating in
international experiences may include some degree of risk to themselves and others.
Students should also remember that the professional standards that apply to them at
home, equally apply to them when they study abroad.
In the interest of student and patient safety and in keeping with the medical school’s
commitment to providing its students a quality educational experience, the following
standards have been established for FIU medical students who pursue international study:
1. The proposed experience must be reviewed and approved by HWCOM.
2. A performance evaluation and a student evaluation of the learning experience by the
student must be submitted at the end of the experience.
3. Prior to approving an experience, HWCOM will assess the potential risks to health and
safety. HWCOM reserves the right to deny the experience if it is felt the risk to health or
safety outweighs the benefit of the experience.
4. The student in the clinical learning setting must be appropriately supervised at all times.
5. The level of responsibility delegated to the student must be appropriate to the student’s
level of training.
6. The activities undertaken by the student must be within the scope of practice of the
supervising health professional.
Types of Experience
Students may pursue several types of international experiences:
1. For-credit experience (academic, clinical, research) with FIU or an FIU-affiliated
organization. FIU HWCOM has developed affiliations with academic, clinical and
research partners all over the world. Students who are interested in pursuing study
abroad experiences are encouraged to consult the International Programs
Coordinator for Student Affairs for guidance and to review available opportunities.
2. For-credit experience (academic, clinical, research) not affiliated with FIU. Students
should understand that crafting a study abroad experience that meets HWCOM and
LCME standards is difficult and time-consuming. At the present time consideration
will only be given for international programs offered by other LCME-accredited
medical schools, official courses contained in the course catalog of well-known non-
U.S. medical schools and universities, GHLO opportunities, or programs sponsored by
trusted U.S. or international organizations (e.g. International Red Cross).
17
3. Non-credit experience (academic, clinical, research, medical mission, etc.)
a. Sponsored by FIU or an FIU-affiliated organization. Students are encouraged to
participate in non-credit opportunities developed by FIU or its affiliate partners.
b. Sponsored by a non-FIU affiliated organization. Requests to participate in
programs sponsored by non-FIU organizations will be carefully vetted by the
Office of Student Affairs and others as deemed appropriate. Approval to
participate in such experiences is not guaranteed. Preference is given for
programs sponsored by other LCME-accredited medical schools, well-known
non-U.S. medical schools and universities, or trusted U.S. or international
organizations.
Approval Process
All actively enrolled HWCOM medical students planning experiences abroad (including
for-credit and non-credit clinical, academic, and research experiences, as well as medical
mission trips) must notify the Office of Student Affairs and comply with the following
approval process.
1. Application. Complete the FIU HWCOM International Study Application Form and
submit it to the International Programs Coordinator for Student Affairs. The form
must be completed in its entirety and include the following information:
a. Inclusive dates of experience.
b. Name and contact information of the host agency or institution.
c. Name(s) of the individual(s) who will be supervising the student.
d. Description of the responsibilities to be assumed by the student during the
experience.
e. Emergency contact information.
f. For-credit experiences only: Name of the individual who will be submitting an
HWCOM Grade and Evaluation Form, including a grade of Pass or Fail and a
narrative evaluation of the student’s performance.
g. Please note that the application must be submitted a minimum of 3-6 months in
advance for a non-credit experience and 9-12 months in advance for a for-credit
experience. Contact the Office of Student Affairs, Academic Affairs, and/or
Medical Education for further guidelines regarding time restrictions and timelines.
2. Supportive Documents. The following supportive documents must be submitted to the
Office of Student Affairs with the application:
a. Letter from the host institution or agency stating a formal commitment to
supervise and be responsible for the student while in the region.
i. The letter must be written on the official stationary of the host
institution or agency and signed by an official institutional
representative. It may be submitted to the Office of Student Affairs by
mail, fax or e-mail. The letter must include the following information:
18
1. Student's name
2. Title of experience / clerkship
3. Name of host institution / agency
4. Location(s) of the experience (address, city, state, country)
5. Inclusive dates of experience (start and end dates)
6. Name of supervisor
7. Affirmation of the following:
a. The institution agrees to be responsible for the student during the
course of his/her clinical training
b. The student's clinical activities will be appropriately supervised at all
times.
c. The level of responsibility delegated to the student will be appropriate
for a fourth year medical student.
d. The activities undertaken by the student will be within the scope of
practice of those supervising his training.
e. At the conclusion of the experience the institution agrees to submit a
completed and signed FIU evaluation form of the student's
performance, including a grade of pass or fail.
b. Documentation of recognized health and political hazards in the foreign
country from the following information sources:
i. U.S. State Department – http://travel.state.gov/
ii. Centers for Disease Control – http://www.cdc.gov/travel/index.htm
iii. World Health Organization – http://www.who.int/ith/en/index.html
3. Preliminary Review. The application and supportive documents will be reviewed by the
International Programs Manager for Student Affairs and others (as deemed appropriate)
to ensure that the experience complies with standards established by HWCOM and the
LCME (benefit of experience outweighs risk to health and safety, appropriate
supervision, appropriate level of responsibility delegated to the student, and activities
within the scope of practice of the supervising health professional). Students will be
notified in writing if their application meets preliminary approval or if it is rejected.
4. For-Credit Experiences. If credit is sought, the application will be reviewed by the
Assistant Dean for Clinical Medical Education, the Director for Research and/or their
designees. Students will be informed in writing if the experience meets criteria to be
awarded credits.
5. If preliminary approval is granted, the student must submit additional documents
to the Office of Student Affairs and register with the FIU Study Abroad Office.
a. Submit the following to the Office of Student Affairs:
i. Proof of immunizations consistent with CDC recommendations for a
healthcare worker traveling to the area of study.
ii. A signed Release and Assumption of Risk Agreement. If student is a
minor, his/her legal guardian must sign the Release.
19
iii. Description of cultural preparation activity. Preferably this should be
provided by the host institution or agency. Students can also consult
with the Office of Academic Affairs, the Office of International Student
Programs, and/or the FIU Study Abroad Office for such opportunities.
This requirement may be waived by the Associate Dean for Student
Affairs if deemed appropriate.
b. Submit the following to the FIU Study Abroad Office:
i. Online application at:
https://abroad.fiu.edu/index.cfm?FuseAction=Programs.ViewProgram
&Program_ID=10123
ii. Copy of passport
iii. Payment for FIU negotiated health insurance plan with evacuation and
repatriation coverage. The Study Abroad Office will register the student
upon receipt of payment and provide an insurance card before the
student departs.
6. Final Approval. Once all documents have been submitted, final approval must be
provided as follows:
a. For-credit experiences: To qualify for credits, final approval must be provided
by the Executive Associate Dean for Academic Affairs and the Executive
Associate Dean for Student Affairs or their designees.
b. Non-credit experiences: For all non-credit experiences, final approval must
be provided by the Executive Associate Dean for Student Affairs or designee.
Students will receive written notification of final approval or denial of the
experience.
7. Post-experience. To be awarded credit, students are required to submit to the Office
of Student Affairs a post-experience evaluation form at the conclusion of their
experience abroad. The Office of Student Affairs must also receive a completed and
signed grade and evaluation form from the supervisor of their experience. Note:
Supervising physician at institution will complete an evaluation form for each student
participant during fourth year rotation.
20
Affiliated Clinical Sites
The educational program leading to the MD degree is controlled by HWCOM faculty through
the MD Program Curriculum Committee. The college has partnered with a variety of health
systems, hospitals, clinics, and private physician practices throughout South Florida to provide
clinical faculty and clinical venues for medical education. Medical students are scheduled with
HWCOM clinical faculty for all educational experiences. In some venues, students will work
with postgraduate students (residents) who also are under the guidance of HWCOM faculty.
Affiliation agreements with these entities have been codified to ensure medical students have
adequate access and exposure to the patient types and clinical conditions required to achieve
the objectives of the educational program.
These agreements also define the shared responsibility of the clinical affiliate and HWCOM for
creating and maintaining an appropriate learning environment. Site-specific resources and
requirements are specified in course and clerkship syllabi. Clinical affiliates have the right to
dismiss or remove any student from a clinical experience based upon the clinical affiliate’s
determination that a student has engaged in unprofessional behavior or is a threat to patient
safety. HWCOM and the FIU Office of Student Conduct and Academic Integrity and/or the
Office of Civil Rights Compliance and Accessibility will independently assess the alleged
misconduct or unprofessional behavior in accordance with the processes set forth in this
HWCOM Medical Student Handbook and FIU Policies and Regulations to determine whether
any other action is appropriate.
21
Service Learning through NeighborhoodHELP
The Liaison Committee on Medical Education defines service learning as a structured learning
experience that combines community service with preparation and reflection. Medical students
engaged in service learning provide community service in response to community-identified
concerns and learn about the context in which service is provided, the connection between
their service and their academic coursework, and their roles as citizens and professionals.
The Community-Engaged Physician courses work with the Green Family Foundation
NeighborhoodHELP (Health Education Learning Program) to provide students with a required
curricular service-learning experience that encourages interprofessional collaboration and
teamwork, facilitates the development of cultural competence through longitudinal patient
interactions with people of diverse cultures and belief systems, and emphasizes the value of
preventive medicine and primary care.
Through NeighborhoodHELP, medical students are brought together with FIU students from
other colleges and disciplines—nursing, social work, physician assistant, public health,
education, and law—to learn to function collaboratively on health care teams. Teams are
assigned to visit medically underserved households in South Florida with the goal of
coordinating access to services and improving the health and quality of life of participating
household members.
22
HWCOM Student Services
HWCOM uses a holistic approach to medical student development by providing students a wide
array of supportive resources that maximize their educational experience and enhances both
their professional and personal growth as future physicians.
Career and Professional Guidance
HWCOM offers a variety of formal and informal career and professional guidance services to
assist medical students. These services are designed to:
• Help students identify and achieve personal and professional goals,
• Assist students in the process of selecting a career,
• Support students in the residency matching process, and
• Guide students in the transition from undergraduate medical education to residency
training.
Career and professional guidance are provided by HWCOM faculty, including deans,
department chairs, course and clerkship directors, and academic advisors. A list of clinical
faculty with specialty-specific expertise is also disseminated to students annually; students are
encouraged to seek career guidance from these faculty members. The Office of Student Affairs
provides a series of formal career and professional guidance programs for all students; these
programs aid students in meeting their requirements as professionals, and guide students in
the residency application process. Student interest groups and Panther Learning Communities
also provide guidance to students regarding career choices. Numerous online and print
resources are available to HWCOM students to support their career investigations, including
the Association of American Medical Colleges (AAMC) Careers in Medicine Program website,
recordings of HWCOM town hall meetings and other career activities, and an HWCOM alumni
catalog. Career and Professional Guidance staff members in the Office of Student Affairs are
available to facilitate student access to career advising resources.
Financial Assistance
The Office of Financial Assistance, located in the Office of Student Affairs, provides support to
help students achieve their educational aspirations while successfully managing their finances.
Financial assistance staff are committed to providing students with the best possible financial
resources, counseling, and customer service throughout their medical education. Services
include counseling to guide students through the financial aid application process; assistance in
identifying availability of federal, private, and institutional funds; debt management counseling;
and coordination of student travel. Students can meet with staff in the Office of Financial
Assistance from Monday through Friday. Extended office hours are available upon request.
Financial assistance sessions may be mandatory and require an excused absence if the student
is unable to attend the meeting.
23
Academic Consultation and Enrichment Services
Within the Office of Student Affairs, academic support is provided to all HWCOM medical
students through Academic Consultation and Enrichment Services (ACES). The services
include one-to-one consultation with an Academic Enrichment Consultant and Supplemental
Instruction provided by peers, both in individual and group formats. Students can seek
academic counseling or advice from designated peers, faculty, and staff who are not involved
in student evaluation or promotion decisions.
Student Well-Being and Mental Health Services
HWCOM Student Well-being and Mental Health Services (SWMHS) provides personal
counseling and mental health services to medical students. These services are confidential,
free, and easily accessible. Additionally, the SWMHS provides well-being group programming
to the medical student body in addition to specific and individualized well-being services.
The services of SWMHS are provided by licensed mental health professionals who maintain the
highest standards of ethical, competent, and confidential care. With expertise and certification
in health psychology, cognitive-behavioral treatments, personality theory, biofeedback
training, mindfulness, and aromatherapy, these professionals are dedicated to promoting
student well-being and facilitating students’ adjustment to the physical and emotional
demands of medical education.
The clinical providers of SWMHS are not involved in the academic evaluation or promotion of
HWCOM medical students.
•
Office Location. SWMHS is located in a dedicated suite of offices in the Green Library
(entrance room 340B).
• Appointments. To schedule an appointment email medwellness@fiu.edu or call 305-348-
1460 during normal business hours.
HWCOM Ombuds Office
The FIU and HWCOM Ombuds Offices provide medical students a confidential, independent,
and informal forum in which to clarify concerns, identify goals, and consider all options in
managing or resolving conflicts. However, the Ombudsman will not guarantee confidentiality
under the following conditions: a report of sexual assault, sexual violence, intimate partner
violence, or stalking; a crime is witnessed or reported; there appears to be imminent harm to
self or others; or matters involving minors. The Ombudsman does not take sides, and functions
in a neutral role, independent of usual administrative authorities or other FIU and HWCOM
structures.
24
Compliance and Support Services
The Compliance and Support Services (CASS) team in the Office of Student Affairs manages the
college’s pre-matriculation and follow-up annual compliance process. The office also oversees the
ongoing compliance process for student clearance required prior to their clinical rotations. The
team manages excused absence requests and helps facilitate the process of making up missed
academic activities.
University Student Services
University Student Health Services. Medical and mental health services available include
primary medical care; health education for the prevention, diagnosis, and treatment of routine
illness and injury; and personal counseling. Students may receive medical services at FIU
Student Health Services, a convenient ambulatory care center located on the Modesto A.
Maidique campus. FIU Student Health Services houses a clinic, pharmacy, Wellness Center, and
Counseling and Psychological Services. FIU Student Health Services provides women’s health,
men’s health, immunization, and laboratory services. Ultrasound diagnostic exams are available
by appointment. Students who require diagnostic radiology services (radiograph, CT, MRI,
nuclear medicine testing) are referred to community diagnostic centers that accept applicable
insurance benefits plans.
• Clinical Care Services. Appointments are recommended, but not required, for clinical care
services. Nominal fees are charged for such ancillary services as vaccines, laboratory tests,
medications, and office procedures.
Counseling and Psychological Services (CAPS). FIU students can access counseling and
psychological services in Main FIU Health Services. Students who would like to access this
service may contact CAPS at 305-348-2277.
Wellness and Recreation Center Services. Services at the Wellness Center include one-on-one
consultations, computerized fitness assessments, and anonymous human immunodeficiency
virus (HIV) testing and counseling. Alternative therapies include massage therapy,
aromatherapy, acupuncture, and chiropractic services. Appointments are required to access
Wellness Center services and for personal consultations.
25
Other FIU Student Resources: Contact Information
• FIU 24-Hour Emergency Line, 305-348-5911
• FIU Police Department and Public Safety, 305-348-2626
• FIU Alert, Department of Emergency Management, 305-348-0670
• Victim Empowerment Program, 305-348-3000
• FIU Department of Parking and Transportation, 305-348-3615
• FIU Embrace, Center for Advancing Inclusive Communities, 305-348-5377
• Incident Reporting Website: report.fiu.edu
26
Facilities and Guidelines for Use
Facilities
Study Space. HWCOM medical students can access a variety of spaces conducive to individual
or group study. Dedicated spaces include nine small-group rooms on the sixth floor of the
Academic Health Center 2 (AHC2), dual-purpose clinical training/small group study rooms and
larger clinical skills rooms in the Albert and Debbie Tano Medical Simulation Center in AHC2,
small-group study rooms on the first floor of the Academic Health Center 4 (AHC4), and a
dedicated medical library located on the third floor of the main university library with single
study carrels, large and small group tables, and a small group study room. Group study rooms
feature wall-mounted high-definition televisions, wireless internet access, and liquid marker
writing surfaces. Students may access study rooms by swiping their FIU One Cards, which are
coded to student identification numbers. Several of the study spaces available in open areas on
the fifth floor of AHC2 also serve as workstations during OSCEs.
Lecture Halls. Lecture halls used for formal curricular presentations during normal operating
hours are available for quiet study after hours and on weekends. Students also may reserve
these rooms in advance to conduct group meetings (e.g., student interest groups and medical
student organizations) and social activities.
Albert and Debbie Tano Medical Simulation Center. The Albert and Debbie Tano Medical
Simulation Center on the fourth and fifth floors of AHC2 comprises exam rooms equipped with
patient training manikins and adjacent conference areas featuring closed circuit TV for live
observation and video recording. Students may request time with simulation center equipment
to practice clinical skills they have already been taught by faculty throughout the course of the
HWCOM curriculum. Equipment loans are supervised and must occur during regular business
hours. These rooms also may be reserved for individual and group study after hours.
AHC2 360. AHC2 360 is a 960-square-foot multipurpose conference room adjacent to the
Panther Learning Community suites; the room provides students additional space for meetings
or group study. Students always have access to this room by swipe of their FIU One Cards.
HWCOM Medical Library. The HWCOM Medical Library, located on the third floor of the FIU
Steven and Dorothea Green Library, is reserved for use only by HWCOM students. The medical
library consists of approximately 7,000 square feet of dedicated space and houses all library
services for HWCOM, including access to electronic information systems, publications and
materials, printing and copying equipment, a small-group study room, a lounge space with
chairs and sofas, and individual study carrels. The medical library also has a small lounge area
with a refrigerator, hot/cold water dispenser, coffee machine, and unassigned lockers. During
clinical clerkship rotations, medical students have access to personal lockers and medical staff
lounge areas at affiliated clinical sites.
27
Lounge and Relaxation Areas. Medical students enjoy exclusive use of a dedicated lounge and
relaxation area located on the third floor of AHC2. The student Panther Commons is equipped
with sofas, chairs, tables, cable TV, computers, kitchen areas with refrigerators and microwaves.
Additionally, there are dedicated study spaces, a meditation room and multi-purpose rooms to
support daily activities. Medical students may access the suite by swiping their FIU One Cards. It
is the responsibility of the students to maintain a safe and clean environment and promote
common community values of respect for others.
FIU Graham Center. The FIU Graham Center, located near HWCOM facilities, serves as the main
center for student recreation and social events held at FIU. The Graham Center has more than
8,000 square feet of student lounge space and more than 4,000 square feet of recreational space,
offering a variety of services and amenities to all FIU students.
Dining Options. Numerous dining options are available on campus and offer additional space
for relaxation. The Graham Center houses a cafeteria and several restaurants, and the first floor
of the PG5 Market Station—located north of the AHC buildings—features a dining hub with
indoor and outdoor seating. Additional dining options and outdoor seating areas are available
throughout the campus.
FIU Wellness and Recreation Center. The FIU Wellness and Recreation Center is located west
of FIU Student Health Services within a short walking distance from any location on campus.
The 50,000-square-foot center features more than 2,300 square feet of lounge areas; a two-
court gym for intramural and recreational basketball, volleyball, and badminton; a 12,500-
square-foot fitness area equipped with free weights, resistance machines, and cardio
equipment; two multipurpose rooms for group fitness classes; large men’s and women’s locker
rooms (each with more than 200 lockers); and a sidewalk café. The center offers group fitness
classes, body composition assessments, and a pro shop that offers towel and laundry service,
equipment checkout, and retail sales of energy drinks, protein bars, and fitness accessories. A
60,000-square-foot expansion of the recreation center was completed in 2017; the expansion
includes additional basketball courts, free weight and cardio training areas, group fitness and
training rooms, locker room space, and lounge space. A swimming pool located on the west
side of the Modesto A. Maidique campus is available to all FIU students.
Guidelines for Use of HWCOM Facilities
Guidelines have been established to ensure that the personal, social, and safety needs of all
medical students are met in a fair manner:
• Identification. Students are required to always wear or carry their FIU One Card (ID badge)
when on campus. Students using FIU or HWCOM facilities without possession of their One
Card may be asked to leave the premises.
• Guests. All guests must be accompanied by an FIU medical student unless prior permission
is obtained from the HWCOM Office of Student Affairs.
28
• Lockers. Personal lockers located on the third floor of AHC2 provide storage space for
students’ laptops, medical equipment, and other items. Students are required to purchase
their own locks to appropriately secure their valuables; students are expected to
periodically clean their lockers. Lockers must be emptied and cleaned on or before the last
day of classes. Any items left in lockers after the last day of classes will be discarded.
• Common Amenities. The use of televisions, microwaves, furniture, games, videos, books,
journals, copy machines, fax machines, vending machines, and other community amenities
is mutually decided on a first-come, first-served basis. When conflicts arise, it is expected
that students will work together and come to a compromise or consensus. If an agreement
cannot be reached, the issue should be taken to the Office of Student Affairs.
• Refrigerators. Refrigerators are provided for short-term storage of perishable foods. To
ensure sufficient space for all medical students, students may store food of a quantity
sufficient only for a two-day period; this includes frozen food. All food must be
removed weekly; all food remaining in refrigerators after 6:00 p.m. on Fridays may be
discarded.
• Secure Access. HWCOM facilities are properly secured each evening to safeguard property.
Only faculty, staff, and students with proper identification and University One Card access
are admitted after hours. In addition to the University One Cards, HWCOM faculty and staff
have badges identifying them as HWCOM employees.
Students must not circumvent safety and security measures. Students should not prop open
secure doors or provide unauthorized individuals access to secure areas. Students who fail to
comply with this policy may be asked to leave the premises and are subject to review and
disciplinary action by the Medical Student Evaluation and Promotion Committee.
29
Lost and Found
Articles found in classrooms or other public areas within HWCOM should be brought to the
Office of Student Affairs. Students who have lost an item should first contact the Office of
Student Affairs at 305-348-0644. If the missing item is not there, students may also wish to
contact the Department of Public Safety at 305-348-2626 or the reception desk in the Office of
the Dean at 305-348-0570.
Medical Library
The Medical Library is located on the third floor of the Green Library, in GL 380, on the Modesto A.
Maidique Campus. The Medical Library follows the policies of the university. The medical library
offers ample study space, computer workstations, wireless connection, and a wide variety of
library services including copying, printing, interlibrary loan, reference services, and individual
assistance in using databases and other virtual resources. Library policies have been established to
maintain an environment conducive to study and are available at
https://libguides.medlib.fiu.edu/COMlibrary/policies.
Professional Dress Guidelines
As representatives of the medical profession, all medical students at HWCOM are expected to
convey a professional demeanor, not only in their behavior but also in their dress and
appearance. A professional image conveys credibility, trust, respect, and confidence to one’s
colleagues and patients. In all educational settings—classroom, laboratory, clinical
environment—students are expected to be clean, well groomed, and dressed in a manner
appropriate to their responsibilities and the standards of their assigned clinical sites.
When patient contact is part of the educational experience (including interactions with
standardized patients), students are expected to dress professionally and wear a clean white
coat unless otherwise instructed by HWCOM faculty. Site-specific dress codes may apply for
compliance with institutional infection control, legal, and safety requirements.
Medical students are expected to wear their FIU identification badges to all academic functions
and on the premises of HWCOM.
30
HWCOM Student Life and Development
Panther Learning Communities
Panther Learning Communities (PLCs) support the professional development of HWCOM
medical students by fostering an environment of academic excellence, professionalism,
leadership, health and wellness, teamwork, mentorship, community service, and pride in the
alma mater. PLCs empower medical students to create and administer programs that
complement and support the Doctor of Medicine degree program, with emphasis on service
learning through Green Family Foundation NeighborhoodHELP initiatives and other
community service and professional development activities.
HWCOM has four PLCs, each named after a notable physician or medical scientist: Anderson,
Hippocrates, Pasteur, and Semmelweis. Medical students are assigned to one of the four PLCs
upon matriculation and remain in their assigned PLC throughout their medical school
experience. Programs within the PLCs are overseen by student leaders selected by the Office
of Student Affairs with the input of medical students, faculty, and staff.
Medical Student Organizations
Students at HWCOM can form groups based on common beliefs and interests; they may express
their views through these student organizations as permitted by the Constitution of the Herbert
Wertheim College of Medicine Medical Student Council and FIU Student Government Association.
Organizations using HWCOM facilities for their activities and meetings must be recognized by
the institution. Deans in the Office of Student Affairs have the power to grant and suspend
recognition of HWCOM-specific student organizations. To formally request to form new medical
student organizations, students must meet with the Student Organizations and International
Programs Program Manager for guidance on the process of application as outlined in the
Bylaws of the Herbert Wertheim College of Medicine Medical Student Council. Documentation
regarding the proposed group must be submitted to the Medical Student Council for review and
evaluation. Approval is granted based on review of presented information, with consideration
of the group’s overall mission and its alignment with the HWCOM mission statement. Prior to
approval and formation of a new medical student organization, students must select an advisor.
Advisors must be approved in advance by the Office of Student Affairs; a faculty member may
serve as an advisor for a maximum of two student organizations.
Students must agree to conduct all meetings with due regard to the laws governing defamation
and comply with all policies and procedures of FIU and HWCOM. Libelous defamatory
statements are not constitutionally protected and could subject a student group and its
members to legal action. Unauthorized use of copyrighted material may violate trademark or
copyright laws. Students must ensure that all publications are free of libelous statements and
contain adequate citations to original sources. All major student publications (e.g., yearbook,
humanities journal) must be reviewed and approved by the Office of Student Affairs.
31
Leadership of student groups is subject to the terms of the officer agreement. This agreement
is required from each student in order to hold and maintain a leadership role.
Specialty Interest Groups and FIU Chapters of National Medical Student
Organizations
All HWCOM medical student organizations—including specialty interest groups and chapters of
national medical student organizations—are student-initiated and under the auspices of the
Office of Student Affairs. Through active participation, student members are exposed to more
professional, scholarly, networking, and cultural opportunities than those afforded by the
formal MD degree curriculum. Members can participate in student-led clinical activities under
the direction of faculty advisors, including at community health fairs and educational
presentations.
Student Professionalism and Ethics Committee
The Student Professionalism and Ethics Committee (SPEC) is a group of student representatives
who function to promote a student-driven culture of professionalism at HWCOM. SPEC’s
advice and guidance regarding matters in this handbook, including due process, do not
constitute guidance from HWCOM faculty or staff and are not binding on HWCOM. Students in
evaluation processes should consult with the Office of Academic Affairs and Office of Student
Affairs, and not SPEC.
Individually, each SPEC member is expected to exemplify the highest degree of ethical and
professional standards. SPEC members are required to be formally trained in professional
expectations and oriented to various committees and organizations, including those within
HWCOM, and those relevant at the state and national levels.
Medical Student Council
The Medical Student Council is the voice of the medical student body and has the
administrative authority to pass nonbinding resolutions on medical school policies and
procedures by serving as the formal liaison between faculty members, administrators, and
medical students. The Medical Student Council manages and allocates funds to other medical
student organizations in a consistent and fair manner that contributes to the education of
students. Application forms and guidelines for requesting funds to support student activities
are available on CanvasMed in the Medical Student Council modules.
32
Officer Agreement Policy
According to the FIU HWCOM Medical Student Council (MSC) Constitution and Bylaws, a
student shall be eligible to be elected as an officer of a medical student organization only if
they meet certain criteria. Students are required to sign an agreement attesting that they
meet all criteria outlined in said agreement prior to taking office.
Academic Calendars
The academic calendar for HWCOM students is unique and does not align with that of the
general FIU community. Each HWCOM cohort may also have varying dates for significant
events. Cohort-specific MD curriculum calendars are available for students to track their
medical school journey.
33
LIAISON COMMITTEE ON MEDICAL
EDUCATION (LCME) STANDARDS, FIU
REGULATIONS, AND HWCOM POLICIES
34
SELECTION OF FIU REGULATIONS AND POLICIES
FIU 2501: Student Conduct and Honor Code
FIU 105: Sexual Harassment (Title IX) and Sexual Misconduct
FIU 106: Nondiscrimination, Harassment and Retaliation (Title VII)
FIU 108: Student Records/FERPA
FIU 113: Smoke, Vape-Free and Tobacco-Free Campus
FIU 2505: Alcoholic Beverages
FIU 175.105: Media Policy
FIU 1705.002: Drug-Free Campus/Workplace Drug and Alcohol Abuse Prevention Policy
FIU 2509.002: Service and Support Animals
FIU 380.047: Graduate Student Academic Grievance Guidelines and Procedure
FIU 1710.285: Emergency Weather/Emergency Closing
FIU Bloodborne Pathogen Exposure Control Plan
35
LCME STANDARDS AND HWCOM POLICIES: ACADEMIC
36
LCME Standard 8.8. Student Workload
Student Workload during Academic Years 1 and 2
Applicable to CO2026 and Prior Cohorts:
All curriculum content during Periods 1 and 2 is delivered in formal courses. The number of
credits assigned for each course is based on workload expectations. One credit is equivalent to
15 hours of formal instruction. Total workload expectation per credit is equivalent to 45 hours,
including instruction, study time, and assessments. A three-to-four-hour laboratory, case-
based, or clinic session is quantitatively equivalent to one formal instructional hour. The limit
for formal instruction during Periods 1 and 2 is 25 hours weekly averaged over four (4) weeks,
which results in a weekly workload not to exceed 75 hours.
Applicable to CO2027:
All curriculum content during Steps 1 and 2 is delivered in formal courses. The number of
credits assigned for each course is based on workload expectations. Total workload
expectation per credit is equivalent to 45 hours, including instruction, study time, and
assessments. The limit for formal instruction during Steps 1 and 2 is 25 hours weekly
averaged over four (4) weeks, which results in a weekly workload not to exceed 75 hours.
Student Workload during Academic Years 3 and 4
All medical students rotating through clerkships, rotations, electives, and sub-
internships are required to comply with the following duty hours expectations:
• Clinical duty hours should be limited to 80 hours per week, averaged over a 4-week
period and inclusive of all in-house call activities and didactic learning sessions.
• Continuous on-site duty, including in-house calls, should not exceed 24 consecutive hours.
• If the student has the next day off, students may remain on duty for up to 6 additional
hours to participate in didactic activities, transfer care of patients, conduct outpatient
clinics, and to maintain continuity of medical and surgical care.
• Students must be provided with one day in a seven-day period free from all educational and
clinical responsibilities, averaged over a four-week period and inclusive of all night and
weekend calls.
• Students must be provided with adequate time for rest and personal activities; this should
be a 10-hour period between all daily duty periods and after in-house calls.
37
LCME Standard 6.5. Specialty Study During Academic Year 4
Academic Year 4 is intended for advanced general clinical study as preparation for residency,
with opportunities for students to gain exposure to sub-specialty areas and core disciplines.
Students are encouraged to use electives to pursue a broad range of interests in addition to
their chosen specialty.
The maximum total time allowed in any single subspecialty area during Period 4 is 12 weeks; up
to 20 weeks may be completed in Internal Medicine and General Surgery, and up to 16 weeks in
Pediatrics.
Electives
HWCOM students may apply to take extramural electives in the following categories:
• Electives listed in the Association of American Medical Colleges (AAMC) Visiting Student
Learning Opportunities (VSLO).
• Electives at accredited medical schools in the United States or Canada that are not listed in
VSLO. A student must submit a proposal describing the rotation and learning objectives and
identifying the supervising instructor/preceptor. Proposals must be reviewed and approved
in advance by the Office of Medical Education.
• Electives at international host schools or other clinical sites. HWCOM may have affiliation
agreements with international host schools to ensure appropriate learning environments,
patient experiences, clinical supervision, and safety for HWCOM students. A student must
submit a proposal for an international elective at a nonaffiliated site; such proposals must
be consistent with HWCOM International Study Policies and must be reviewed and
approved in advance.
38
LCME Standard 9.9. Medical Student Evaluation and Promotion
Committee (MSEPC): Evaluation of Academic Performance and
Professionalism, Due Process, and Appeal Process
Medical Student Evaluation and Promotion Committee
A. MSEPC Statement of Purpose
The purpose of the MSEPC is:
1. To ensure that each student who graduates from HWCOM possesses the skills and
knowledge necessary to competently assume the responsibilities of a medical doctor;
2. To evaluate academic performance in the curriculum, to assess promotion (as this term is
defined in this HWCOM Medical Student Handbook) to the next academic period, to attest
certification for graduation, and to recommend appropriate intervention in the event of
unacceptable academic performance; and
3. To ensure compliance with technical standards and/or professionalism attributes necessary
to become a physician, and to recommend appropriate intervention if not meeting these
technical standards or professionalism attributes.
The MSEPC relies upon the cooperation, advice, and judgment of faculty, students, and
administration to perform these duties; and an outside assessment of fitness may be
requested when deemed appropriate by the MSEPC in its sole discretion.
B. MSEPC Functions
The MSEPC has two functions:
1. Ongoing Academic, Technical, and Professional Assessment for Promotion and Graduation.
The MSEPC evaluates the academic and professional progress that a student has made
during each academic period and recommends whether the student should be promoted to
the next academic period or graduate, as applicable. This function mandates that the MSEPC
consider each student’s aggregate performance and all information available regarding both
the student’s entire record including academic performance, professionalism, and fitness to
become a physician. In addition, the MSEPC may evaluate a student’s performance at any
time based upon poor academic performance and/or alleged unprofessional behavior.
Each student’s academic progress will be continuously monitored to assess progress.
Students may be referred to the MSEPC by academic affairs or student affairs deans for
evaluation at any time. Recommendations will be made by the MSEPC based upon all facts
available to it and each student’s cumulative progress will be considered during each
evaluation. There is no one triggering event for referral to the MSEPC as the student’s
cumulative academic progress and professionalism is taken into consideration in the referral
to the MSEPC.
39
2. Assessment for a Specific Determination of Professional Fitness. The MSEPC also evaluates
each student’s ability, without limitation, to meet, and to adhere to:
• Technical Standards
• Policies of institutions with which HWCOM has affiliation or clinical education agreements
• Applicable policies and procedures of the HWCOM and FIU, including findings under FIU
Regulations including Sexual Harassment and Sexual Misconduct and the FIU Student
Conduct and Honor Code
C. MSEPC Authority
The MSEPC has the authority to:
• Gather information relevant to any matter before it conducts a hearing or during the
hearing process.
• Continue and reconvene a hearing and to engage in additional investigation(s).
• Recommend that a student repeat a course or academic period of study or to recommend
a student be suspended or dismissed from medical school based on its assessment of the
student’s academic performance and/or adherence to Professionalism Standards.
D. MSEPC Discrimination Allegations or Harassment Allegations
Allegations of protected class discrimination or harassment occurring within the context of
MSEPC, or Appeals process should be reported to Civil Rights Compliance and Accessibility
(CRCA) for immediate review. Upon receipt of such allegations, CRCA will determine the
appropriate response, based on the information received. Should CRCA determine the matter
warrants additional review, investigation, or other response, the MSEPC or Appeals process
shall be stayed. Notice of CRCA’s action shall be provided to the student. Upon completion of
CRCA’s review and/or investigation and/or grievance process, MSEPC or MSPEC Appeals
process shall recommence including any recommendation or appeal deadlines after CRCA’s
evaluation or determination.
A student who is being investigated for alleged discrimination or harassment may be
removed from the learning environment until the investigation has concluded.
E. MSEPC Composition and Selection of Members
The MSEPC shall have 13 voting members. Six faculty members shall be elected by the
HWCOM Faculty Assembly and officially appointed by the Dean. Seven faculty members will
be directly appointed by the Dean. The Chair and Vice-Chair of the MSEPC shall be
appointed by the Dean from among the committee members. The term of appointment for
each faculty member is three years. Faculty members may be reappointed and/or elected
to the MSEPC for two consecutive terms. A faculty member who serves two terms may be
reappointed or elected after one year has expired. If an MSEPC member, including the
Chair, is not able to attend a hearing due to an emergency or other occurrence, the Senior
Associate Dean for Academic Affairs or designee may make an ad hoc appointment to the
MSEPC for the purpose of conducting the hearing.
40
Voting members of the MSEPC shall not participate in any process which involves the
evaluation of the findings and recommendations of MSEPC, for example the Appeals
Committee. The Senior Associate Dean for Academic Affairs or designee may appoint
students from the Student Professionalism and Ethics Committee (SPEC) who are in good
academic standing as nonvoting advisory members to the MSEPC. The appointed students
will not participate in hearings or MSEPC deliberations but may be called upon by the Chair
of the MSEPC to provide information regarding any matter before it. The students may
attend when invited by the Chair of the MSEPC.
F. MSEPC Quorum
A quorum is no fewer than seven (7) voting members.
Due Process
A. Notifications for MSEPC and Student Grievance Procedures
All notifications to be given under the MSEPC will be made by electronic delivery to the
student’s official university email address. This will constitute full and adequate notice.
B. Hearing Process for MSEPC
Notice of Hearing
Students will be provided a minimum of five business days written notice of the MSEPC
meeting to consider a matter within its jurisdiction, unless waived by the student. The
notice will state:
• A description of the matter under consideration.
• The time, date, and place of the hearing in cases where students are requested to attend
(i.e., professionalism cases).
• That the student will have the opportunity to inspect the documents that the MSEPC reviews
to make its determination.
• A list of witnesses the MSEPC may call, if any, in cases where students are requested to
attend. The witness list may be modified by the MSEPC up to three business days before the
hearing, and the student will be notified of any changes in the witness list.
• That the student may call witnesses in cases where they are requested to attend the
hearing, granted that such information is provided to the MSEPC at least three business days
prior to the hearing.
• That the student must submit any information they intend to use or have reviewed at the
hearing at least three business days prior to the hearing. The Chair of the MSEPC has the
discretion to determine the relevance of such documents at the hearing.
• A list of MSEPC members who will be present at the hearing. Ad hoc members may be added
to ensure quorum, and the student will be notified at least 24 hours prior to the meeting.
41
Challenge to MSEPC Member’s Participation in a Hearing
The student has the right to challenge any MSEPC member’s participation in the hearing. The
challenge must be made in writing addressed to the Chair of the MSEPC at least three
business days prior to the scheduled hearing. For ad hoc appointment(s) to the MSEPC, the
objection must be made within 24 hours of the hearing or at the MSEPC hearing, whichever
is earlier. The challenge must be in writing (unless done at the hearing) and show actual bias
(such as conflict of interest, animosity, or influence) that would preclude a fair and impartial
hearing. Knowledge of a student’s poor academic performance, personal information, or
failures of professionalism do not alone constitute bias. The Chair of the MSEPC will determine
whether to grant such challenge at their discretion, and such a decision is final. If an MSEPC
member is excused from participation in a hearing, the Senior Associate Dean for Academic
Affairs or designee may appoint a substitute ad hoc member(s) for that hearing.
Documents Relied Upon by the MSEPC or Student
The student has the right to inspect all documents that will be considered by the MSEPC at
least three business days prior to the hearing, upon request. The right to inspect documents
will close two hours prior to the start of the MSEPC meeting. The student must make an
appointment to review the documents. The student must submit any information they intend
to use or have reviewed at the hearing at least three business days prior to the hearing. The
Chair of the MSEPC has the discretion to determine the relevance of such documents at the
hearing.
Record of Hearing
Written decisions of the MSEPC will serve as the official records of a hearing.
Hearing
• Students will not be present at the MSEPC hearings for academic cases unless
requested by the MSEPC.
• Students may be present at the MSEPC hearings for professionalism cases as
requested by the MSEPC.
• All meetings will be conducted in private. The hearing may be conducted in person, or
by virtual technology, at the discretion of the committee chair.
• The burden of proof rests with HWCOM. The standard of proof is a Preponderance of
the Evidence.
• The decision of the MSEPC shall be based solely on the information and/or testimony
presented during the hearing.
• During a hearing that the student is eligible to attend, the student will again be
advised of the information that forms the basis of the inquiry or allegation; the
student will then have an opportunity to respond to the information presented.
42
• The student may have an individual present to provide support and advice if
attending the hearing; however, that individual may only advise the student and may
not speak during the hearing or otherwise participate in the hearing. The individual
providing support and advice may not be a witness in the hearing. The student does
not have the right to be represented by an attorney. Student academic advisors may
not accompany the student to hearings.
• If an issue related to professionalism is under review, the MSEPC will allow witnesses
to the incident to present pertinent information at the meeting. The student will be
requested to attend these meetings and be permitted to question the witnesses.
Both the MSEPC and the student may call witnesses to the incident. The Chair of the
MSEPC has the authority to exclude witnesses who provide redundant or duplicative
information. Character witnesses shall not be permitted to testify at the hearing. If
witnesses make presentations at any hearing, the student and the MSEPC members
shall be entitled to pose relevant questions to such witnesses.
• If additional information is needed, the MSEPC may elect to continue a hearing to
another date.
• Deliberations of the MSEPC are held outside of the presence of the student.
• The MSEPC will consider the information it has gathered, and any information
provided by the student and make written findings of fact and recommendations.
C. MSEPC Recommendations and Adverse Actions
Within ten business days of the hearing, the MSEPC shall notify the student in writing of its
recommendations, adverse actions, and an explanation of the right to appeal. The MSEPC
notification can include one or more of the following:
• No further action.
• Issue a written reprimand or warning.
• Allow the student to repeat courses or otherwise remediate academic deficiencies per
Academic Policy.
• Refer the student for personal counseling with HWCOM Medical Student Well-being and
Mental Health Services.
• Refer for a psychological evaluation, including by Professionals Resource Network (PRN), if
appropriate.
• Mandate that the student attend a Professional Coaching program.
• Place the student on probation with such conditions as deemed appropriate; once placed
on academic probation, a student will remain on probation for a minimum of twelve
calendar months. The duration of academic probation may be modified by the MSEPC
given extenuating circumstances, continuing academic risk, or other factors that may
affect a student's progress. Probationary status is removed by the action of the MSEPC.
Students will be notified in writing when placed on or removed from probationary status.
• Mandate that the student repeat an academic period.
• Dismissal of the student from HWCOM. If the MSEPC recommends dismissal, the student
will be removed from the clinical setting and interactions with patients during the hearing
and appeal process.
43
The decision of MSEPC shall be final unless appealed. Unless noted above, the student status
shall remain unchanged, and all sanctions placed on hold during the appeal process. Adverse
actions and/or adverse recommendations set by the MSEPC will be reported in the Medical
Student Performance Evaluation (MSPE).
Appeal Process
A. The Appeals Committee
Statement of Purpose
The Appeals Committee is the forum for medical students to appeal recommendations of the
MSEPC that are Adverse Recommendations as defined herein.
Composition and Selection of the Appeals Committee
The Appeals Committee shall have seven (7) voting members. The members must be faculty
members and will be appointed by the HWCOM Dean. The Chair of the Appeals Committee
shall be selected from among the committee members and appointed by the Dean. The term of
appointment for each faculty member is three (3) years. Faculty members may be reappointed
and/or elected to the Appeals Committee for two (2) consecutive terms. A faculty member who
serves two (2) terms may be reappointed or elected after one (1) year has expired. If an
Appeals Committee member, including the Chair, is not able to attend a hearing due to an
emergency or other occurrence, the Dean may make an ad hoc appointment to the Appeals
Committee for the purpose of conducting the hearing.
Any person who has participated in the MSEPC with respect to the matter under appeal or
who has otherwise been involved in the evaluation of the incident that triggered an appeal
must recuse himself or herself from consideration of the matter under appeal.
Quorum and Voting
A quorum is four (4) voting members of the committee. A recommendation is adopted when
approved by a simple majority of the members of the committee.
44
B. Grounds for Appeal
The reason for appeal must be based on at least one of the following and must be clearly
identified in writing in the request for the appeal:
• Material failure to provide a student his or her due process rights as set forth in
this HWCOM Medical Student Handbook that affected the outcome of the
hearing. Such appeals will be limited to a review of the record of the hearing.
• New information, which was not available at the time of the hearing and therefore
could not be presented in the MSEPC meeting for professionalism hearings. The
student must show that the new information is likely to have affected the outcome
of the hearing. The nature of the information must be described in full detail in the
written request for appeal, including an explanation of the reason the information
could not have been presented at the hearing.
• The severity of the sanction is clearly excessive considering the nature of the offense
and the totality of the student’s academic performance, including indicia of
professionalism.
C. Procedure to Request an Appeal
When appealing an adverse recommendation of the MSEPC, a medical student must deliver a
letter, which can be attached to an email, requesting appeal to the Senior Associate Dean for
Academic Affairs or designee. The letter requesting appeal must be delivered within ten (10)
business days of the date that the notification of the decision triggering a right to appeal is sent
to the medical student.
D. Appeals Committee Responsibilities and Actions
The following procedures shall govern the appeals process:
• Filing Request for Appeal. The student’s request for appeal must state the grounds (as
provided above) upon which the appeal is based, the facts supporting the student’s
assertion, and a request for specific relief from the determination being appealed. The
burden of proof rests with the student to clearly demonstrate that an error occurred during
the MSEPC hearing process. The appeals process is not a rehearing of the matter under
appeal and shall be based solely on the documents considered by the MSEPC, the
determinations of the MSEPC, and the documents submitted by the student.
• Appellate Review. The Chair of the Appeals Committee shall convene a meeting of the
Appeals Committee within ten (10) Business Days from the date that an appeal was
properly requested. The Appeals Committee shall meet and shall determine whether the
student’s written grounds for appeal are supported by the Preponderance of the Evidence.
• Written Recommendations. The Appeals Committee will provide its written
recommendation to affirm, modify, or remand to the MSEPC to the Dean within ten
(10) Business Days of the date of the meeting of the Appeals Committee.
45
• Dean’s Determination. The Dean of the College will review the Appeals Committee’s
recommendation and affirm, amend, and/or remand to the Appeals Committee or MSEPC
for specific consideration the reason(s) for the remand. The HWCOM Office of Academic
Affairs will provide notification to the student of the Dean’s decision within three (3)
Business Days of receiving the signed paperwork from the Dean. If the MSEPC recommends
dismissal from HWCOM, the student will be immediately removed from the clinical setting
and interactions with patients during the appeal process. The decision of the Dean shall be
final unless timely appealed. Unless noted above, student’s status shall remain unchanged,
and all sanctions placed on hold during the appeals process. If the student is in process with
the FIU Student Conduct and Academic Integrity Office or other academic or
professionalism review, the appeal will be on hold until the other process has final agency
action.
E. Grounds for Appeal of the Dean’s Determination to the Provost
A student may appeal the determination of the Dean to the Provost or designee within five (5)
Business Days after the delivery of the Dean’s determination. The reason for appeal must be
based on at least one (1) of the following and must be clearly identified in the request for the
consideration of the appeal:
• Material failure to provide a student his or her due process rights as set forth in
this HWCOM Medical Student Handbook that affected the outcome of the
hearing. Such appeals will be limited to a review of the record of the hearing.
• New information, which was not available at the time of the hearing and therefore
could not be presented. The student must show that the new information is likely to
have affected the outcome of the hearing. The nature of the information must be
described in full detail in the written request for appeal, including an explanation of
the reason the information could not have been presented at the hearing.
• The severity of the sanction is clearly excessive considering the nature of the
offense and the totality of the student’s academic performance, including
indicia of professionalism.
If a student appeal case is pending decision from the Provost Office and the student has
an additional or new incident report filed or course failure during that time, HWCOM will
pause review until Provost determination is received.
46
LCME Standard 10.3. Exam and Course Grades
The HWCOM Curriculum Committee designates grading scales and grading methods. Course
directors establish performance standards, assess student knowledge and achievement, and
assign grades. The Assistant Dean for Foundational Sciences, Assistant Dean for Clinical
Medicine, and The Associate Dean for Curriculum and Medical Education monitor grading
schemes. Grading schemes are described in course syllabi and include grading scale,
assessment formats, and weight for each assignment.
Exam Scores
Students receive their own exam results, including general class performance and information
that allows them to evaluate their performance relative to the cohort.
Course Designations (CO2026, CO2025, and CO2024):
Course designations are determined and assigned on a numeric or pass/fail basis. The
numeric grading scheme uses a 0-100–point scale. In this scale, 72 is the minimum passing
grade.
The following course grade designations are utilized and reported on the transcript:
• P: grade indicates a passing course grade
• F: grade indicates a failing course grade in a pass/fail course
• F/P: grade indicates successful remediation of an initially failed pass/fail course
• IN: grade is temporary and indicates an incomplete grade; students who have not
completed all course requirements but have received permission from the faculty course
director to complete the work within an allotted time may be assigned this grade. The IN
becomes a W if the student withdraws or is asked to repeat a year prior to making up the
work. Students who have completed all course requirements cannot receive an IN grade.
• W: grade indicates student withdrawal from a course after the start date and before the
end date
Clerkship Designations (CO2026, CO2025, and CO2024):
The Clerkships in Period 3 are reported as:
• Honors (H)
• Near Honors (NH)
• Pass (P)
47
• Fail (F)
• Fail/Pass (F/P)
• Incomplete (IN)
• Withdrawal (W)
For academic grade grievance, please see HWCOM Policy A1. Student Academic Grievance.
Course Designations (CO2027):
Courses with Units
(AY 1 and AY 2)
Units
o Final notation (not included on transcript) will be recorded as follows:
Satisfactory (S): Student received a final score greater than or equal to 72 for the
unit.
Pending Completion (PC): The student was unable to complete the unit due to
extenuating circumstances. Completion is pending.
Unsatisfactory Pending Remediation (UPR): Student received a score below 72 for
the unit and must fulfill remediation requirements as established by the unit
director.
Unsatisfactory (U): Student received a score below 72 for the unit and did not
satisfactorily meet remediation requirements.
o Unit scores will be calculated according to the criteria outlined in the unit syllabus.
Courses
o Final notation (included on transcript) will be recorded as follows:
Pass (P): Student achieved satisfactory performance in all units [Satisfactory (S)
completion of all units is required to pass a course].
Incomplete (I): Student has one or more pending units (PC or UPR) in the course.
Fail (F): Student failed to achieve satisfactory performance in one or more units after
attempted remediation.
o Final course grade will be a credit-weighted average of unit grades.
Courses without Units
(AY 1 and AY 2)
Transcripts
o Medicine and Society:
Recorded as a P/F on the transcript.
Scores WILL NOT be counted towards the credit-weighted GPA used to
calculate class rank.
o Clinical Medicine, Human Biology and Disease, and Research:
Recorded as a P/F on the transcript.
Scores WILL be counted towards the credit-weighted GPA used to calculate
class rank.
48
Clerkship Designations (CO2027):
All Courses and Clerkships
(AY 3 and AY 4)
Transcripts
o Clerkships in Academic Year 3:
Core clerkships (IM, Surg, OB/Gyn, Psych, FM, Peds, and Neuro) will be recorded
as a H/NH/P/F on the transcript.
o Neuro will be recorded as H/NH/P/F even if completed during AY 4.
Non-core clerkships (Radiology and any electives) will be recorded as P/F on the
transcript.
Scores in the Core clerkships WILL be counted towards the credit-weighted GPA
used to calculate class rank.
o Clerkships in Academic Year 4:
All non-core clerkships will be recorded as a P/F on the transcript.
o Exception: Neuro will be recorded as H/NH/P/F even if completed during
AY 4.
Scores in non-core clerkships WILL NOT be counted towards the credit-weighted
GPA used to calculate class rank.
o Longitudinal courses in AY 3 and AY 4:
Recorded as P/F on the transcript.
Scores WILL NOT be counted towards the credit-weighted GPA used to calculate
class rank.
For academic grade grievance, please see HWCOM Policy A1. Student Academic Grievance.
49
LCME Standard 10.3. Academic Standing: Remediation, Academic
Probation, and Dismissal
Students must maintain good academic standing and meet all professionalism and technical
standards as they move towards the medical degree.
Displaying behavior that is unacceptable or unprofessional and fails to meet the level of
professionalism expected of medical students and future physicians in all periods may result in
the submission of a professionalism report (see HWCOM Policy P1. Professionalism Reporting)
and/or review by the MSEPC which may, at its discretion, recommend adverse actions such as
probation, repeat of an academic year, or dismissal.
Any student who has been required to repeat an academic period by the MSEPC is not eligible
to repeat any other academic period. If the MSEPC recommends a student for dismissal, and
the student appeals the outcome, the student will be removed from clinical settings pending
outcome of the process.
Applicable to CO2026 and Prior Cohorts:
Remediation and Repeating a Period
Pre-Clinical – Period 1 and 2
Students who fail one course due to unsatisfactory academic performance will be offered the
opportunity to demonstrate competency with satisfactory performance on a remediation
assessment. Students who fail two or more courses will be referred to the MSEPC for curricular
evaluation of overall academic progress before being given permission to take additional
remediation assessments. A student who has failed a course and its remediation, after review
by the MSEPC, may be given a third attempt to repeat that course; either by repeating an
academic period or through a self-directed study plan. Failure of a third attempt of the same
course cannot be remediated and will result in dismissal from HWCOM.
An attempt at a remediation assessment of a course is counted as a repeat of that course.
Failure to take, complete, or pass a remediation assessment, without an excused absence, is
considered equivalent to a second failure of that course. A course failure is documented on
the transcript as an F, and then an F/P once remediated.
Assessment formats, dates, and performance standards are communicated directly to remediating
students. Remediation assessments in Periods 1 and 2 are offered three times per year:
• Remediation assessments for Period 1 and 2 courses that conclude prior to December
are administered during the first week of classes in January.
• Remediation assessments for courses that conclude between January and April are
administered during Spring Break week.
50
• Remediation assessments for Period 2 courses that conclude between April and June are
administered in late June or early July, during the summer break.
Students must pass all Period 1 and Spring Period 2 courses, and any remediation(s) if
necessary, to be permitted to continue enrollment in Period 2 in August.
Clinical Rotations – Period 3 and 4
Failure of any clerkship, course, or clinical rotation in Periods 3 and 4 will require review by the MSEPC
and may result in adverse action such as probation, repeating the academic year, or dismissal.
Probation
Probation is an adverse action indicating unsatisfactory progress toward the medical degree
and can be a precursor to dismissal from medical school. It is an official notification that a
student must improve their academic performance and/or professional behaviors.
Once placed on probation, a student will remain on probation for a minimum of 12 months. All
students repeating an academic period are placed on probation for a minimum of 12 months
from the start of their repeat year. Academic probation status is removed if the student makes
satisfactory progress at the end of a 12-month period by the action of the MSEPC. Students
will be notified in writing when placed on or removed from academic probation.
A student whose academic performance does not improve and who fails to meet the terms of
probation will be evaluated by the MSEPC. If the MSEPC recommends a student for dismissal,
the student will be removed from all clinical activities.
Dismissal
Dismissal is the result of poor academic performance and/or professionalism violations.
Students can be recommended for dismissal by two units:
• FIU Office of Student Conduct and Academic Integrity (SCAI): Regulation 2501, 105, and 106
• MSEPC: All other policies and standards outlined in the HWCOM Medical Student Handbook
If MSEPC is adjudicating the violation, students may be given the opportunity to voluntarily
withdraw from medical school.
The MSEPC will recommend dismissal for any of the following situations:
All Periods
• Failure to complete the medical degree within the time limits for degree completion, which is
six years. Exceptions are made for combined degrees.
• For an individual student, three failures in the preclinical and one failure in the clinical
clerkship results in dismissal.
51
Preclinical years
• A total of four failures.
• Failure of a third attempt of the same course.
• If a student is repeating the year, while on academic probation, any additional course failures
will result in dismissal.
Clinical years
• Failure of two clerkships/rotations.
The MSEPC may recommend dismissal for any of the following situations:
• Failure to meet professionalism and/or technical standards as defined in Regulation
2501, 105, 106, and the HWCOM Medical Student Handbook.
Applicable to CO2027:
Courses with Units
(AY 1 and AY 2)
Remediation
o Units marked Unsatisfactory Pending Remediation (UPR) will be remediated during
the next following university break (winter, spring, or summer).
Remediation will consist of an exam and/or assignment(s) selected by the Unit
Director and described in the syllabus.
Remediation will only be required for unit(s) marked UPR (not for other units in
the same course that were completed with satisfactory (S) performance).
Final course grade will be updated from Incomplete (I) to Pass (P) following
successful remediation of all units.
After successful remediation, the final recorded score for all units initially marked
UPR will be 72.
Independent
Study
Remediation
o Failure to successfully remediate a unit will result in course failure and will require a
second attempt at remediation of the unit through independent study during the next
following AY break (between AY 1/2 or AY 2/3).
Independent study remediation will only be for the unit of concern (not for other
units in the same course completed with satisfactory (S) performance), however
the grade on the transcript for the entire course will reflect F/P.
Failure to satisfactorily complete the unit of concern through the independent
study remediation mechanism will result in a second course failure and the grade
on the transcript for the course will reflect F.
o An opportunity for independent study remediation will not be granted prior to review
by the MSEPC if:
• There is a pending professionalism concern referred to the MSEPC.
• A student has 3 or more units marked UPR in AY 1 or 2 or more units marked UPR
in AY 2.
• A student has failed to successfully remediate more than one unit in one or more
courses.
•
A student has not yet successfully remediated a failure of a course without units.
52
Courses without Units
(AY 1 and AY 2)
Remediation
o Remediation will consist of an exam and/or assignment(s) selected by the Course
Director and described in the syllabus.
o Successful remediation of a failed course will result in a grade of F/P on the transcript.
o After successful remediation, the final recorded score for the course will be 72.
o
Failure to satisfactorily remediate a course will result in a course failure and the grade
on the transcript for the course will reflect F.
Independent
Study
Remediation
o Failure to successfully remediate a course will result in course failure and will require a
second attempt at remediation of the course through independent study during the
next following AY break (between AY 1/2 or AY 2/3).
Failure to satisfactorily complete the course through the independent study
remediation mechanism will result in a second course failure and the grade on the
transcript for the independent study course will reflect F.
o An opportunity for independent study remediation will not be granted prior to review
by the MSEPC if:
• There is a pending professionalism concern referred to the MSEPC.
• A student has 3 or more units marked UPR in AY 1 or 2 or more units marked UPR
in AY 2.
• A student has failed to successfully remediate more than one unit in one or more
courses.
• A student has not yet successfully remediated a failure of another course.
All Courses
(AY 1 and AY 2)
Promotion
o All AY 1 courses must be passed before promotion to AY 2.
Conditional promotion may be granted by the MSEPC for incomplete coursework.
o
All AY 2 courses must be passed before promotion to AY 3.
Conditional promotion may be granted by the MSEPC for incomplete coursework.
Referral to
MSEPC
o Academic Year 1 (Foundations I through Organ Systems II):
Any course failure.
A total of 3 units initially marked Unsatisfactory Pending Remediation (UPR).
A total of 2 units initially marked UPR in a single course.
Professionalism violations (see HWCOM Policy P1. Professionalism Reporting
).
o Academic Year 2 (Organ Systems III through Organ Systems V):
Any course failure.
A total of 2 units initially marked UPR.
Professionalism violations (see HWCOM Policy P1. Professionalism Reporting).
Academic
Probation
o Criteria for initiation:
Referral to MSEPC on academic grounds.
o Criteria for ending:
No further course failure or unsatisfactory unit performance in the
subsequent 12 months.
If Academic probation is triggered by 2 units initially marked UPR in a single
course, a third unit (in a different course) will result in extension of Academic
Probation to end 12 months after the last unit marked UPR.
53
Repeating an
Academic
Year
o Criteria for mandating:
Academic Year 1 (Foundations I through Organ Systems II):
o A total of 4 units initially marked UPR.
o A total of 2 course failures.
Academic Year 2 (Organ Systems III through Organ Systems V):
o A total of 3 units initially marked UPR.
o A total of 2 course failures.
While on Academic Probation:
o Any additional course failure
o A total of 4 units initially marked UPR during AY 1 or 3 units initially
marked UPR during AY 2.
o Courses which will be repeated:
Repeating an academic year will include repeating all concurrently running
courses in all strands.
o A student who has been required to repeat an academic year by the MSEPC is not
eligible to repeat any other academic year.
o Any single Academic Year may only be repeated once.
Dismissal
o Criteria for mandating:
A total of 3 course failures during AY 1 and AY 2 (combined).
While repeating an academic year:
o Any course failure.
o
Academic Year 1: 3 units marked UPR.
o Academic Year 2: 2 units marked UPR.
All Courses and Clerkships
(AY 3 and AY 4)
Remediation
o Only longitudinal courses may be remediated during AY 3 and AY 4.
o
Remediation will consist of an exam and/or assignment(s) selected by the Course
Director and described in the syllabus.
o Successful remediation of a failed longitudinal course will result in a grade of F/P on
the transcript.
o
Failure to satisfactorily remediate a longitudinal course will result in a second course
failure and the grade on the transcript for the course will reflect F.
Independent
Study
Remediation
o Failure to successfully remediate a longitudinal course will result in course failure and
will require a second attempt at remediation of the course through independent
study during the next following university break (winter, spring, or summer).
Failure to satisfactorily complete the course through the independent study
remediation mechanism will result in a third course failure and the grade on the
transcript for the independent study course will reflect F.
o
During AY 3 or AY 4, an opportunity for independent study remediation will not be
granted prior to review by the MSEPC.
Promotion
o Radiology and all core clinical rotations (except Neurology) must be passed before
promotion to AY 4.
o Conditional promotion may be granted by the MSEPC for incomplete coursework.
54
Strand Honors
o The scores for all rotations with numeric grades will be used for any calculations
needed to determine Strand Honors.
Honors criteria will be determined by each Strand.
Strand Honors will be noted on the MSPE.
Referral to
MSEPC
o Academic Year 3:
Any course or clerkship failure.
Two first-time failures on NBME Subject Exams (two different clerkships) across
AY 3 and AY 4.
Professionalism violations (see HWCOM Policy P1. Professionalism Reporting
).
o Academic Year 4:
Any course or clerkship failure.
Two first-time failures on NBME Subject Exams (two different clerkships) across
AY 3 and AY 4.
Professionalism violations (see HWCOM Policy P1. Professionalism Reporting).
Academic
Probation
o Criteria for initiation in AY 3 or AY 4:
Referral to MSEPC on academic grounds.
o Criteria for ending if initiated in AY 3 or AY 4:
No further course, clerkship, or NBME Subject Exam first-time failure in the
subsequent 24 months.
Repeating an
Academic Year
o Academic Year 3:
Any 2 clerkship or course failures during AY 3.
Any 3 NBME Subject Exam first-time failures during AY 3.
Any course or clerkship failure in addition to any 2 NBME Subject Exam first-time
failures during AY 3.
Any course or clerkship failure while on Academic Probation.
Repeating AY 3 will include repeating all concurrently running courses/clerkships
in all strands.
o Academic Year 4:
Not eligible for repeat.
o A student who has been required to repeat an academic year by the MSEPC is not
eligible to repeat any other academic year.
o Any single Academic Year may only be repeated once.
Dismissal
o Criteria for mandating:
A total of 3 course or clerkship failures during AY 3 and AY 4 (combined).
A total of 4 course or clerkship failures during AY 1 through AY 4 (combined).
While repeating an academic year:
o Any course or clerkship failure.
55
Criteria for Review by MSEPC, Academic Probation, Repeating a Year, and Dismissal
AY 1
(August-August)
AY 2
(August-April)
AY 3
(April-April)
AY 4
(April-April)
Promotion
o MSEPC AY review occurs at
the end of the AY.
o A decision not to promote
necessarily leads to a repeat
of the AY or dismissal.
o Provisional promotion may
be granted at the discretion
of the MSEPC for coursework
marked Pending Completion
(PC).
o MSEPC AY review occurs at
the end of the AY.
o A decision not to promote
necessarily leads to a repeat
of the AY or dismissal.
o Provisional promotion may
be granted at the discretion
of the MSEPC for coursework
marked Pending Completion
(PC).
o MSEPC AY review occurs
at the end of the AY.
o A decision not to
promote necessarily
leads to a repeat of the
AY or dismissal.
o Provisional promotion
may be granted at the
discretion of the MSEPC.
o MSEPC AY review
occurs at the end of
the AY.
o A decision not to
graduate leads to
dismissal.
Review by
MSEPC
o Any course failure due to
unsuccessful unit
remediation.
o A total of 3 units initially
marked UPR.
o A total of 2 units initially
marked UPR in a single
course.
o Prior to Independent Study
Remediation if:
Pending MSEPC
professionalism concern
3 or more units marked
UPR.
Failure to remediate
more than one unit in
one or more courses.
Student has not yet
successfully remediated a
failure of another course.
o
Escalated professionalism
concern.
o Any course failure due to
unsuccessful unit
remediation.
o A total of 2 units initially
marked Unsatisfactory
Pending Remediation (UPR).
o Prior to Independent Study
Remediation if:
Pending MSEPC
professionalism concern
2 or more units marked
UPR.
Failure to remediate
more than one unit in
one or more courses.
Student has not yet
successfully remediated a
failure of another course.
o Escalated professionalism
concern.
o Any 1 course or clerkship
failure.
o Any 2 first-time failures
on the NBME Subject
Exams (two different
clerkships) across AY 3
and AY 4.
o Escalated professionalism
concern.
o Any 1 course or
clerkship failure.
o Any 2 first-time
failures on the NBME
Subject Exams (two
different clerkships)
across AY 3 and AY 4.
o Escalated
professionalism
concern.
56
Academic
Probation
o Initiation: Review by MSEPC
for academic performance.
o Ending: No further course
failure or unsatisfactory unit
performance for 12 months.
o Initiation: Review by MSEPC
for academic performance.
o Ending: No further course
failure or unsatisfactory unit
performance for 12 months.
o Initiation: Review by
MSEPC for academic
performance.
o Ending: No further
course, clerkship, or
NBME Subject Exam
failure for 24 months.
o Initiation: Review by
MSEPC for academic
performance.
o Ending: No further
course, clerkship, or
NBME Subject Exam
failure for 24
months.
Repeat
o A total of 4 units initially
marked Unsatisfactory
Pending Remediation (UPR).
o A total of 2 course failures.
o While on Academic
Probation:
Any additional course
failure.
A total of 4 units initially
marked UPR.
o A total of 3 units initially
marked UPR.
o A total of 2 course failures.
o While on Academic
Probation:
Any additional course
failure.
A total of 3 units initially
marked UPR.
o A total of 2 course or
clerkship failures.
o Any 3 NBME Subject
Exam first-time failures
during AY 3.
o Any course or clerkship
failure in addition to any
2 NBME Subject Exam
first-time failures during
AY 3.
o Any course or clerkship
failure while on
Academic Probation.
o AY 4 may not be
repeated.
Dismissal
o A total of 3 course fails
during AY 1 and AY 2
(combined).
o While repeating an
Academic Year:
Any course failure.
3 units marked UPR.
o A total of 3 course fails
during AY 1 and AY 2
(combined).
o While repeating an
Academic Year:
Any course failure.
2 units marked UPR.
o A total of 3 course or
clerkship failures during
AY 3 and AY 4
(combined).
o A total of 4 course
failures across AY 1 - AY 3
(combined).
o While repeating an
Academic Year:
Any course or
clerkship failure.
o A total of 3 course or
clerkship failures
during AY 3 and AY 4
(combined).
o A total of 4 course
failures across AY 1 -
AY 4 (combined).
o While repeating an
Academic Year:
Any course or
clerkship failure.
57
LCME Standard 10.3. Evaluation, Promotion, and Graduation
Promotion is dependent upon satisfactory academic progress and upon maintaining the degree
of professionalism necessary to become a physician, as determined by the MSEPC at the end of
each academic year. The MSEPC will consider summary information from the Registrar in
making promotions decisions. The MSEPC will forward its recommendation for promotion or
graduation for each student to the Senior Associate Dean for Academic Affairs or designee for
review and approval. Students whose professionalism, behavior, or poor academic
performance are under review by the MSEPC, or another FIU department, will not be
forwarded to the Senior Associate Dean for Academic Affairs or designee for consideration
until the matter has concluded, unless the matter is immaterial to the promotion or graduation
determination.
The MSEPC reviews the academic accomplishments and professionalism of each medical
student to determine whether all requirements for graduation from HWCOM have been met.
The MSEPC will forward to the Dean the names of students who have met all requirements
for graduation.
A student who is not recommended for promotion to the next academic year, or for
graduation, has the right to appeal the recommendation to the Appeals Committee. If a
student is not promoted because the student is under review by the MSEPC or has not passed
USMLE Steps 1 and 2 prior to graduation, there will be no right to appeal the determination.
The MSEPC promotes students to the next period of study based on satisfactory academic
performance, demonstration of appropriate professional behavior, and completion of required
assessments, including:
• Summative clinical OSCE (Objective Structured Clinical Examination) after completing
Academic Year 3 courses and clerkships, which serves as the skills competency assessment
for promotion to Academic Year 4.
• Take and pass Step 1 of the United States Medical Licensing Examination® (USMLE) at the
end of Academic Year 2, prior to starting Academic Year 3 courses and rotations. If a
student fails to pass USMLE Step 1 on their first attempt, their entry to Academic Year 3
will be delayed until they pass the exam.
• Take and pass Step 2 of the United States Medical Licensing Examination® (USMLE) at the
end of Academic Year 3, prior to starting any Academic Year 4 courses and rotations. If a
student fails to pass USMLE Step 2 on their first attempt, their entry to Academic Year 4
will be delayed until they pass the exam.
58
Graduation Requirements
Students must receive the MSEPC’s recommendation for graduation and receipt of the Doctor
of Medicine (MD) degree; this recommendation must be approved by the HWCOM Dean. To
receive the MSEPC’s recommendation for graduation and receipt of the MD degree from
HWCOM, students must demonstrate proficiency in each of the following areas:
• Courses: Students must pass all required courses and the required number of elective
rotations.
• Licensing exams: Students must pass Step 1 and Step 2 of the USMLE.
• Competency assessments: Students must meet standards in nine competency domains
(domains adapted from the Association of American Medical College Physician Competency
Reference Set).
• Professional performance: Students must display professional behaviors and values
appropriate for the practice of medicine.
To graduate from HWCOM with the MD degree, students must satisfactorily complete all
coursework and degree requirements, including passing USMLE Step 1 and Step 2, within six
(6) years from the date of matriculation, defined as the first day of enrollment. An exception
to this can be made for those students seeking a combined degree (MD-MPH, MD-MBA).
Commencement ceremonies are held once each spring. Students with pending graduation
requirements at the time of spring ceremonies may be prohibited from participating in
ceremonies.
59
LCME Standard 11.1. Academic Advising
Academic support is provided through both the Office of Academic and Student Affairs to all
HWCOM medical students through (1) the Office of Medical Education’s Academic Advising
program, (2) the Office of Medical Education’s Academic Faculty Advisor (AFA), and (3) the Office
of Student Affair’s Academic Consultation and Enrichment Services (ACES), which include
supplemental instruction by peers and consultations with Academic Enrichment Consultants.
1. Academic Advising
Beginning in Year 1, students are assigned to an academic advisor and must meet with that
advisor at least once per academic year. These mandatory Academic Advising sessions focus on:
• Reviewing academic progress
• Assessing progress in developing self-directed learning skills
• Setting academic goals
• Planning for postgraduate study
• Advising students about career choices in relation to academic performance
• Assisting students in choosing sub-internships and elective rotations for the fourth period
• Providing guidance to students concerning other academic pursuits, including research,
combined degree programs, etc.
2. Academic Faculty Advisor
Students may be required to work with the OME Academic Faculty Advisor (AFA) due to poor
academic performance or may be required to do so as part of a study skills remediation plan
mandated by the Medical Student Evaluation and Promotion Committee (MSEPC). Often
times, the Academic Faculty Advisor will refer students to the services provided by the
Academic Enrichment Consultants.
3. Academic Enrichment Consultants
The HWCOM Academic Enrichment Consultants provide comprehensive individualized
academic support to all HWCOM students enrolled in the MD program including developing
effective learning strategies and study techniques. Students learn to evaluate their academic
skills and monitor their progress toward becoming successful medical students by engaging
in reflection and implementing appropriate changes to their study routines. Students may
request meetings with an Academic Enrichment Consultant to discuss various strategies for
reaching their full potential. Students may be required to meet with an Academic
Enrichment Consultant based on poor performance, as recommended by the Academic
Faculty Advisor.
The Academic Enrichment Consultants work with students on an individual or group basis,
addressing learning and study strategies such as:
60
• Time management
• Note-taking skills
• Critical thinking/metacognition
• Test-taking skills
• Utilization of internal and external academic and counseling resources/ learning tools
4. Supplemental Instruction
Supplemental Peer Instruction (SPI) is available, at no cost, to all enrolled medical students
through the HWCOM ACES Program. A student may be required to attend formal supplemental
peer instruction sessions as part of a study skills plan mandated by the MSEPC. SPI is provided
by select medical students in their second, third, or fourth years of medical school in both
individual and small group settings. SPIs receive formal training and financial compensation for
their work. Students interested in SPI may self-refer by completing the HWCOM ACES
Supplemental Peer Instruction Request Form or by contacting the Assistant Dean of Student
Success and Well-being.
61
HWCOM Policy A1. Student Academic Grievance
The purpose of this policy and procedure is to provide a means for students to seek redress of
academic grievances.
Definitions
An academic grievance is a complaint alleging:
1. Arbitrary and capricious awarding of grades;
2.
Unprofessional conduct by a faculty or staff member that adversely affects either the
student’s ability to satisfy academic expectations, whether in the classroom, a field
setting, a laboratory or other setting, or the student’s actual performance;
3.
Inappropriate or inadequate academic advising concerning requirements not published
in official University documents
4.
Arbitrary dismissal from a course or program except as described below; and
5.
Irregularities in the implementation of policies or procedures in grievance hearings.
Informal Academic Grievance Procedure
A medical student must initiate the informal grievance process by contacting the faculty in
writing with a copy to the Senior Associate Dean for Academic Affairs or designee no later than
30 days after the time at which the academic grievance allegedly occurred and must clearly
state the basis of the grievance (#1-5 above).
Following notification, the student and the faculty (or staff member) must meet within 10
business days to attempt an informal resolution. If the faculty cannot be reached, the student
should notify the course director, strand leader, or Assistant Dean for Foundational Sciences
(Academic Year 1 and 2) or Assistant Dean for Clinical Medicine (Academic Year 3 and 4).
If the matter is not resolved, the Senior Associate Dean for Academic Affairs or their designee
will work with the Senior Associate Dean for Student Affairs or their designee to meet with the
student within 10 business days to facilitate an informal resolution for the grade grievance.
If an informal resolution cannot be reached, the student has the right to seek a resolution
through the formal grievance procedure.
MSEPC hearings will not be held for matters that are in formal or informal grade grievance
proceedings until these processes are complete.
62
Formal Grievance Procedure
The academic grievance procedure is initiated by filing a written complaint with the Faculty
Fellow for Academic Integrity. The complaint must be filed within fifteen (15) business days of
the date the informal resolution process ends, or within twenty (20) business days after classes
begin in the semester following that in which the complaint arose—whichever is later. After
receipt, the Faculty Fellow for Academic Integrity, in consultation with the chairperson of the
Academic Grievance Committee, will review the complaint to determine whether it falls within
the scope of this policy and whether a formal hearing is warranted.
When there are disputed issues of material fact which must be determined, a formal hearing is
warranted. If the complaint does not fall within the scope of this policy, then the student shall
be notified in writing. For more information about the formal student academic grievance
procedure, please visit and review: http://integrity.fiu.edu/grievances.html and FIU Policy
380.047: Graduate Student Academic Grievance Guidelines and Procedure.
For a professionalism grievance, see HWCOM Policy P1. Professionalism Reporting.
63
HWCOM Policy A2. Main Residency Match Eligibility, Match
Participation Requirements, and Medical Student Performance
Evaluation (MSPE)
Medical school officials are required to verify the graduation credentials of their students and
prior-year graduates to participate in the Main Residency Match and the Supplemental
Offer and Acceptance Program (SOAP). At HWCOM, this is the responsibility of the Senior
Associate Dean for Student Affairs and the HWCOM Registrar.
Under the terms of the National Resident Matching Program (NRMP) Match Participation
Agreement, applicants must meet all requirements for entry into GME as prescribed by the
Accreditation Council for Graduate Medical Education (ACGME) in the ACGME Institutional
Requirements.
HWCOM has established the following criteria for determining a student’s Match eligibility:
1. The senior student must be on track to graduate before July 1 in the year of the Match.
2. The senior student must receive passing scores for USMLE Step 1 and Step 2 prior to the
Rank Order List Certification Deadline.
Students who do not meet these requirements will be withdrawn from Match and SOAP
participation.
Medical Student Performance Evaluation (MSPE)
The MSPE, sometimes referred to as the “Dean’s Letter,” is a summative evaluation letter
intended to provide residency program directors with an honest and objective summary of a
student’s salient experiences, attributes, and academic performance. The MSPE provides
comparative information on applicants, information about applicants’ standing on the
competencies required to be successful in residency, qualitative and quantitative assessments
of applicants, and details on professionalism—both deficient and exemplary performance. The
MSPE primarily contains information about the student’s medical school performance,
although a brief summary of verifiable premedical experiences and achievements may be
included when relevant.
The MSPE is divided into the following sections:
1. Identifying Information
2. Noteworthy Characteristics
3. Academic History
4. Academic Progress
a. Professional Performance
b. Preclinical Coursework
64
c. Core Clinical Clerkships
d. NeighborhoodHELP Longitudinal Service-Learning
5. Summary
6. Medical School Information
Unless otherwise indicated in writing, a student who registers to participate in the residency
Match, whether through the National Resident Matching Program (NRMP) and/or the San
Francisco Match (SF Match), authorizes FIU HWCOM to release any information available
regarding his/her education records including, but not limited to, conduct status (including any
pending or completed matters) under FIU Regulations 2501 (Student Conduct and Honor Code),
105 (Sexual Harassment (Title IX) and Sexual Misconduct), academic history and progress,
adverse actions, and HWCOM’s Professional Standards to the Association of American Medical
Colleges (AAMC) Electronic Residency Application Service (ERAS) and/or San Francisco Match (SF
Match) application service.
These records are covered under the Family Educational Rights and Privacy Act (FERPA), federal,
state, and local laws, and FIU Regulation 108. A student participating in the residency Match
waives his/her rights to this protection and authorizes the release of any information pertaining
to these records as well as the release of the records themselves to the AAMC ERAS and/or SF
Match application service.
MSPEs are not released to students/graduates directly. Students are given the opportunity to
review their respective MSPE prior to its submission to ERAS and/or other application service.
Once submitted to ERAS and/or other application service, the MSPE is considered an official
record. No changes or additions will be made to the MSPE once it becomes part of the
student’s official record except to modify factual errors.
65
LCME STANDARDS AND HWCOM POLICIES:
PROFESSIONALISM
66
LCME Standard 3.4. Learning Environment: Anti-Discrimination and
Anti-Harassment Policy
FIU is committed to providing a learning and work environment free from any form of
discrimination or harassment based on race, color, pregnancy, religion, age, disability, national
origin, marital status, veteran status, and sex, including gender, gender expression, gender
identity, and sexual orientation. FIU’s Office of Civil Rights Compliance and Accessibility (CRCA)
is responsible for administering FIU Regulations 105 and 106, which prohibit such
discrimination and harassment and set forth procedures for responding to such allegations.
CRCA responds to and investigates allegations in accordance with University policies,
procedures, and regulations as well as applicable federal laws, including Title VI, Title VII, Title
IX, and the Americans with Disabilities Act.
FIU Regulation 105 and 106
Conduct that may violate FIU Regulations Regulation 105 (Sexual Harassment (Title IX) and
Sexual Misconduct) and Regulation 106 (Nondiscrimination, Harassment, and Retaliation (Title
VII)) should be reported directly to the Office of Civil Rights, Compliance, and Accessibility
(CRCA).
Reports may be submitted online at https://report.fiu.edu , by mail or in-person at 11200 SW
8
th
Street, Primera Casa (PC) 220, Miami, FL 33199.
A student may also report mistreatment or seek guidance from the FIU Ombuds, HWCOM
Ombuds, or Office of Student Affairs.
67
LCME Standard 3.5. Learning Environment: Professionalism Standards
Professionalism Standards at HWCOM are defined by the (1) Code of Professional Conduct, (2)
Professional Attributes (behaviors and attitudes) that medical students are expected to
develop, (3) Principles of Medical Ethics, and the (4) AAMC Statement on Learning
Environment.
Code of Professional Conduct
HWCOM is committed to promoting academic and professional success for medical students,
faculty, staff, and patients at all locations. An atmosphere of mutual respect, collegiality,
fairness, integrity, and trust is essential. Students, faculty, staff, and clinical affiliates bear
significant responsibility in creating and maintaining this atmosphere. Violation of the Code of
Professional Conduct by any member of the College can result in a Professionalism Incident
Report.
Students commit to:
• Treat all faculty, staff, and fellow learners with respect and fairness.
• Demonstrate adherence to high professional standards in all interactions.
• Demonstrate trustworthiness in all interactions with faculty, staff, and peers.
• Be conscientious in committing the effort necessary to achieve the goals and objectives of
the curriculum and completing all requirements on time.
• Be fully prepared and on time for scheduled activities and inform instructors about
absences or tardiness in advance whenever possible.
• Demonstrate discernment in self-study, as well as seeking guidance and assistance
appropriately.
• Routinely reflect to identify personal strengths and weaknesses and to set personal learning
goals.
• Willingly assist and contribute to the learning experience of their peers.
• Maintain high professional standards in all interactions with fellow students, faculty, and
staff.
• Conscientiously support an effective learning environment and notify appropriate faculty
and staff members in a timely manner of any problems that adversely affect the learning
environment.
• Respond to email communication within 72 hours.
• Participate in the process of program evaluation and improvement.
• Pursue appropriate mental and physical support for any conditions that might compromise
achievement of their educational goals or might compromise patient care.
• Adhere to all rules and responsibilities outlined in the FIU regulation and policies, LCME
Standards, and HWCOM Medical Student Handbook and curriculum policies.
• Work collaboratively and responsibly in team learning environments.
• Meet all deadlines for formal educational activities.
68
Faculty and Staff commit to:
• Treat all learners and colleagues with respect and fairness.
• Demonstrate adherence to high professional standards in all interactions.
• Provide effective formats (e.g., cases, laboratories, discussion groups) for learning.
• Manage the learning venue and the activity for optimal learning by assuring effective
communication (e.g., repeating questions for the class, prohibiting disruptive activities).
• Plan teaching activities appropriate for the time and venue, coordinated within the overall
curriculum longitudinally and vertically (ensure knowledge of the curriculum in relation to
the session).
• Respect student preparedness and time commitment by avoiding redundancy and clearly
identifying essential material.
• Provide guidance for students to adequately prepare in advance in a timely manner.
• Be present and start activities on time for didactic, investigational, and clinical encounters,
and end activities on time, respectful of others’ time and responsibilities.
• Provide timely feedback with constructive suggestions and opportunities for improvement
or remediation.
• Grade/assess performance based on learning objectives and level of achievement.
• Be available for contact and timely response through various means of communication—
including official university email and phone—and have regular office hours during formal
teaching periods.
• Respond to email communication within 72 hours.
• Abstain from requesting learners to perform personal services or errands unrelated to the
didactic, investigational, or clinical situation at hand.
• Nurture both the intellectual and professional development of learners.
• Pursue appropriate mental and physical support for any conditions that might compromise
the learning environment and/or patient care.
• Abide by the values of the college outlined in the HWCOM Medical Student Handbook.
• Adhere to all rules and responsibilities outlined in the FIU regulation and policies, LCME
Standards, and HWCOM Medical Student Handbook and curriculum policies.
• Maintain strict confidentiality of all personal and academic information and privileged
communications.
• Create a respectful and effective learning environment for all formal educational activities.
69
Professional Attributes
To be entrusted to care for patients, students must demonstrate professionalism at all levels of
medical education. At HWCOM, the following professional attributes are assessed (see course
syllabi for methods of assessment):
• Ability to Work with Others Collaboratively. Student effectively works with others in
teams. Student demonstrates a patient-centered approach in working with patients.
Student demonstrates a respectful approach that includes openness and flexibility.
• Accountability. Student demonstrates a willingness to accept responsibility for actions,
admit error and is accountable to self, team, patients, and society. Accountability includes
the ability to self-assess balance and emotional well-being and to seek help if unable to
carry out duties.
• Commitment to Continuous Self-Improvement. Student is responsive to feedback and is
willing to assess self and set personal learning goals. This includes assessing personal coping
strategies, managing conflicts between personal and professional responsibilities, adjusting
to change, and seeking help appropriately when needed.
• Commitment to Ethical Principles. Student demonstrates ethical behavior. Student is
compliant FIU and HWCOM policies, and regulations.
• Conscientiousness. Student demonstrates thoroughness in data gathering and
dependability in following through with assigned tasks.
• Critical Thinking. Student uses an investigatory and analytic approach to clinical situations.
Student is inquisitive, thoughtful, and able to work through a problem.
• Discernment. Student demonstrates awareness of the limits of their own knowledge or
skills and applies knowledge and skills appropriately for their level of training.
• Emotional Intelligence. Student demonstrates awareness of emotions of self and others
and uses this information to interact in a sensitive, respectful manner.
• Respect. Student demonstrates proper regard toward faculty, staff, patients, and peers in
diverse settings and interactions. Student uses the skill of active listening to encourage
others to express themselves.
• Truthfulness. Student demonstrates truth telling and absence of deception in their
interactions with supervisors and others.
Principles of Medical Ethics
As stated in the American Medical Association Principles of Medical Ethics, “the medical
profession has long subscribed to a body of ethical statements developed primarily for the
benefit of the patient. As a member of this profession, a physician must recognize responsibility
to patients first and foremost, as well as to society, to other health professionals, and to self.”
HWCOM has adopted these AMA principles as its code of medical ethics.
70
AAMC Statement on the Learning Environment
We believe that the learning environment for medical education shapes the patient care
environment. The highest quality of safe and effective care for patients and the highest quality
of effective and appropriate education are rooted in human dignity.
We embrace our responsibility to create, support, and facilitate the learning environment
shared by our patients, learners, and teachers. In this environment, our patients witness,
experience, and expect a pervasive sense of respect, collegiality, kindness, and cooperation
among health care team members. This includes all professionals, administrators, staff, and
beginning and advanced learners from all health professions. This includes research as well as
patient care environments.
We affirm our responsibility to create, support, and facilitate a learning environment that
fosters resilience in all participants. It is our responsibility to create an atmosphere in which our
learners and teachers are willing to engage with learning processes that can be inherently
uncomfortable and challenging.
We affirm our commitment to shaping a culture of teaching and learning that is rooted in
respect for all. Fostering resilience, excellence, compassion, and integrity allows us to create
patient care, research, and learning environments that are built upon constructive
collaboration, mutual respect, and human dignity.
For more information, view the AAMC Library of Resources.
71
LCME Standard 3.6. Learning Environment: Student Mistreatment
Students are encouraged to report all forms of mistreatment. Examples of mistreatment may
include situations where a medical student is:
• Publicly embarrassed or humiliated
• Subjected to offensive, racist, or sexist remarks or names
• Threatened with physical harm
• Physically harmed
• Required to perform personal services
• Subjected to unwanted sexual advances
• Asked to exchange sexual favors for grades or other rewards
• Grade or evaluation does not reflect student performance
• Subjected to adverse action based on membership in a protected class
If the mistreatment involves sexual harassment or misconduct based on a student’s
membership in a protected class, the impacted student or anyone else that becomes aware of
the mistreatment, should report the matter to CRCA via https://report.fiu.edu.
If the mistreatment is not based on a protected category, the matter should be reported as an
incident report at https://report.fiu.edu.
Process for Addressing an Academic Grievance
Medical students have a right to file a report against a faculty member based on receiving a
grade that was awarded on an arbitrary and capricious basis even if the faculty member awarding
the grade did not mistreat the student.
For academic grade grievance, see HWCOM Policy A1. Student Academic Grievance.
72
LCME Standard 10.5. HWCOM Technical Standards
HWCOM students must demonstrate the skills, attributes, and qualities defined in the
HWCOM Technical Standards.
Candidates for the MD degree must be able to perform the essential functions in each of the
following five categories listed below. Students must annually confirm and attest to their
ability to meet these standards with or without reasonable accommodations as defined by
the Americans with Disabilities Act (ADA).
1. Observation. Candidates must be able to observe demonstrations and experiments in the
basic sciences including, but not limited to; physiological and pharmacological
demonstrations in animals, microbiologic cultures, and microscope studies of
microorganisms and tissues in normal and pathologic states. A candidate must be able to
accurately observe a patient from a distance and at close range, obtain a medical history
directly from the patient, and directly observe a patient’s medical condition. Observation
necessitates the functional use of the appropriate senses.
2. Communication. Candidates must be able to elicit information from patients; describe
changes in mood, activity, posture, and perceive nonverbal communications. A candidate
must be able to communicate effectively with patients. Communication includes speech,
reading, and writing. A candidate must be able to communicate effectively and efficiently
in settings where communication is typically oral or written, in both immediate and
recorded modes, or when the time span available for communication is limited.
3. Motor/Sensory. Candidates must have sufficient motor and sensory function to elicit
information from patients by palpation, auscultation, percussion, and other diagnostic
maneuvers. A candidate should be able to conduct basic laboratory tests (e.g., urinalysis,
CBC, etc.), carry out diagnostic procedures (e.g., thoracentesis, paracentesis, etc.) and
interpret EKGs and radiologic imaging studies. A candidate should be able to execute
motor movements reasonably required to provide general care and emergency
treatment to patients. Examples of emergency treatment reasonably required of
physicians are cardiopulmonary resuscitation, the administration of intravenous fluids and
medication, the application of pressure to stop bleeding, the opening of obstructed
airways, the suturing of simple wounds, and the performance of simple obstetrical
maneuvers. Such actions require coordination of both gross and fine muscular
movements, equilibrium, and functional use of the senses of touch and vision.
4. Intellectual-Conceptual, Integrative, and Quantitative. Candidates must be able to
acquire, assimilate, interpret, integrate, and apply information from direct observation,
oral and written communication, digital pathology and radiologic imaging,
electrocardiograms, and other studies. A candidate must also be able to comprehend
three-dimensional and spatial relationships and continually exercise the skills of inquiry
and intellectual advancement in the profession.
73
5. Behavioral Attributes, Social Skills, and Professional Expectations. Candidates must
demonstrate the maturity and emotional stability required for use of their intellectual
abilities. They must accept responsibility for learning, exercising good judgment, and
promptly complete all responsibilities attendant to their curriculum and to the diagnosis
and care of patients. Candidates must display characteristics of integrity, honesty,
conscientiousness, empathy, a sense of altruism, cooperation, and teamwork. They must
demonstrate an understanding of the legal and ethical aspects of the practice of medicine
and function within both the law and ethical standards of the medical profession.
Candidates must be able to interact with patients and their families, health care
personnel, colleagues, faculty, and staff, in a courteous, professional, and respectful
manner. Candidates must be able to contribute to collaborative, constructive learning
environments, accept constructive feedback from others, and take personal responsibility
for making appropriate positive changes. Candidates must have the physical and
emotional stamina and resilience to tolerate physically taxing workloads and function in a
professional manner under highly stressful situations, adapt to changing environments,
display flexibility, and manage the uncertainty inherent in the care of patients and the
health care system. Candidates must maintain sobriety in all academic and clinical
environments, and refrain from the illegal use of substances at all times.
74
HWCOM Policy P1. Professionalism Reporting
Medical students, faculty, and staff are required to adhere to FIU Regulations and Policies,
and HWCOM’s Policies, Technical and Professionalism Standards. Any medical student, faculty
member, or staff member who is aware of a potential breach of professionalism must provide
notification of the alleged breach utilizing the incident reporting methods provided below.
Students, faculty, and staff can also be commended for positive, honorable, and notable
behaviors or actions utilizing the Professionalism Advocacy Reporting System (PARS) defined
below.
Select FIU Regulations
FIU Regulation 2501: Student Conduct and Honor Code. Student behavior that violates the FIU
Regulation 2501 Student Conduct and Honor Code will be processed by the Office of Student
Conduct and Academic Integrity (SCAI). Reports regarding violations of the Student Conduct and
Honor Code can be made directly to SCAI through the Incident Reporting Form or by calling (305)
348-3939.
FIU Regulation 105: Sexual Harassment (Title IX) and Sexual Misconduct, and FIU Regulation 106:
Discrimination, Harassment, and Retaliation. Any form of sexual harassment or sexual misconduct
and as well as any form of discrimination or harassment based on race, color, sex, pregnancy,
religion, age, disability, national origin, marital status, and veteran status, should be reported to
FIU’s Office of Civil Rights, Compliance, and Accessibility (CRCA). Reports may be submitted to
CRCA online at https://report.fiu.edu or by mail or in-person at 11200 SW 8
th
Street, Primera Casa
(PC) 220, Miami, FL 33199.
Student Professionalism Violations of HWCOM Policies and Standards
Student behavior that violates HWCOM’s Policies and Standards and FIU regulations and
policies will be processed by HWCOM following a final determination from SCAI and CRCA if
such action does not result in expulsion.
Reports of student unprofessional behavior will be referred to Deans of Student Affairs and
Medical Education following a final determination from SCAI or CRCA and for the overall
evaluation of a student’s professionalism in accordance with HWCOM policies and standards.
Students are required to participate in the evaluation of professionalism reports. Failure to
comply is considered a professionalism violation and will result in further action. If the report
states facts or circumstances that could, in the judgment of HWCOM result in harm to a patient
or other person, HWCOM will consult with SCAI and/or the University Police Department. The
student may be removed from clinical settings and placed on administrative leave pending
further investigation as an HWCOM interim measure.
75
If an initial determination is made that the report is credible, HWCOM will inform the student of
the allegations and the student will be required to meet with the Senior Associate Dean for
Student Affairs (or designee) and the Associate Dean for Curriculum and Medical Education (or
designee) in order to:
• Review the allegation(s);
• Provide the student with information gathered regarding the allegations;
• Give the charged student the opportunity to respond to the report before a determination
about disposition is made;
• Provide the charged student with information about the resolution process including
hearing rights and obligations.
If a student fails to attend the meeting, the meeting may proceed without the student’s
participation. After the initial meeting, one of the following resolution actions will be taken:
• Dismissal. The complaint is dismissed.
• Consent Agreement. If the alleged violation is not deemed to be egregious, the matter may
be resolved as part of a consent agreement. Consent agreements may only be utilized twice.
A student must agree to all terms of a consent agreement. If the student does not agree,
the matter will be referred to the MSEPC. If the allegation is not resolved through a
consent agreement within 20 business days of the date on which the student was notified
of the allegations, the matter will be referred to the MSEPC unless both the student and
HWCOM agree to extend the time to reach a consent agreement.
• Referral to MSEPC. If the student is not eligible to enter into a consent agreement or it is
determined that the alleged unprofessional behavior is egregious, the matter will be
referred to the MSEPC for consideration.
Faculty/Staff Professionalism Violations of HWCOM Policies and Standards
Students can report Faculty/Staff behavior that violates HWCOM’s Policies and Standards
through the Incident Reporting Form at https://report.fiu.edu.
For academic grade grievance, see HWCOM Policy A1. Student Academic Grievance.
Professionalism Commendation Reporting
The HWCOM Professionalism Advocacy Reporting System (PARS) is used for reporting and
documenting positive professional attitudes or behaviors.
A professionalism commendation is a way to identify notable behaviors or actions. A
commendation can be submitted by any person when exemplary professional behavior is
demonstrated. When a student has received a commendation, it is maintained as a
permanent education record and may be noted in the Medical Student Performance
Evaluation (MSPE).
76
HWCOM Policy P2. Media Requests for Student Interviews
All student interviews must comply with FIU Media Policy 175.105, which mandates central
coordination of all press conferences, press releases, and media inquiries that relate to or
involve a unit of the university, except for those media inquiries that seek an opinion from any
member of the university community in his or her individual capacity.
Students are encouraged to consult with the HWCOM Office of Student Affairs prior to agreeing
to or participating in media interviews related to the college or any of its programs.
Students are expressly prohibited from acting as an official representative or spokesperson for
FIU or HWCOM. Students must identify opinions as their own and not representative of the
views of FIU or HWCOM.
77
LCME STANDARDS AND HWCOM POLICIES:
ENROLLMENT
78
LCME Standard 10.3. Technology, Social Media, and Student
Technology Fees
HWCOM provides students access to network resources such as computers, printers, network
peripherals, software, data storage, email, and internet access for academic purposes, all
supported by FIU and HWCOM student tech fees. Students must abide by the technology
policies and regulations governing both the university and those specific to HWCOM
Information Technology (HWCOM IT).
FIU Policies
• Data Stewardship
• Digital Millennium Copyright Act
• Code of Computing Practice
• Information Technology Security
• IT Security Procedure: Sharing Access to IT Resources: Password Management
• Uses and Disclosure of Patient Protected Health Information for Media, Public,
Teaching, Diagnostic, and Emergency Operation Purposes
• Email Policy
• Security Incident Reporting
HWCOM Policies
Personal Devices. Personal devices (laptops, smartphones, and other devices such as iPads)
and information systems used for FIU HWCOM purposes must be approved by HWCOM IT,
and users must abide by FIU and HWCOM policies and procedures (e.g., EMR Access Using
Personal Device Policy).
Laptops and Mobile Devices Assigned to Medical Students by HWCOM. HWCOM provides
laptop computers and accompanying accessories (e.g., power adapters, Ethernet dongle) to
medical students. These devices are the property of FIU and must be returned to FIU upon
completion of enrollment. They are configured for FIU security standards, are subject to
random software scans and software updates, and are for educational purposes only. The
laptops contain the necessary operating system and software used throughout the MD
curriculum. Students have no reasonable expectation of privacy with respect to the use of
laptops or with respect to the information stored with them. The laptop has a standard
image; personal customization of laptops is not permitted. Students are responsible for the
security of the laptops, software, and data in their care. If a laptop is misused or damaged,
the student is responsible for the replacement cost. Students must abide by these additional
regulations pertaining to the use of HWCOM laptops:
• Students may access laptops or network resources only with accounts authorized to
them by FIU HWCOM.
79
• Students may not through any means alter or modify the BIOS and/or operating
system and/or circumvent the security measures and configuration of the laptop.
• Students must not install unauthorized or unlicensed software to the laptop.
• Students must ensure that the laptop is not used by unauthorized persons.
• Students must take all reasonable steps to ensure the laptop is not damaged through misuse.
HWCOM IT retains spare laptops if a student’s device requires repair or maintenance. Students
are responsible for maintaining a backup of all data on the laptop. HWCOM is not responsible
for the loss of any data stored on laptops.
Students must return the laptop to HWCOM IT in a timely manner as specified for regular
maintenance checks, updates, or as requested by HWCOM. Failure to return an HWCOM-
issued laptop is considered an offense that may have criminal penalty. Should a security
incident occur (e.g., a laptop stolen or misplaced), the student must immediately report the
incident to HWCOM Information Technology. If a laptop is lost or stolen, a police report must
be filed, and the case number reported to the HWCOM IT Help Desk. If the incident is
suspected to have occurred on FIU campus, the FIU Police Department must be notified;
otherwise, contact the police department that has authority for the location.
Social Media. HWCOM welcomes the responsible use of social media technologies to
support and engage learning. Students can find policy guidelines published by the Federation
of State Medical Boards for the appropriate use of social media and social networking in
medical practice. Social media includes:
• The use of web-based applications such as, but not limited to, Facebook, LinkedIn,
YouTube, Flickr, blogs, wikis, and other outlets where comments are posted in network-
based public settings
• Any other technology that permits internet-based information sharing
Students must abide by the laws, rules, regulations, and policies governing the protection of
confidential information; these laws include HIPAA (Health Insurance Portability and
Accountability Act), which governs the dissemination of health information, and the Family
Educational Rights and Privacy Act (FERPA), which governs the dissemination of education
records and FIU Regulation 108 – Access to Student Education Records. Confidential
information must be always protected and must never be shared on any social media site.
Students are expressly prohibited from acting as an official representative or spokesperson
for FIU or HWCOM on social media. Students must identify opinions as their own and not
representative of the views of FIU or HWCOM.
Students who violate this social media policy will be referred to the Office of Student Conduct
and Academic Integrity and/or the MSEPC. This policy does not replace other HWCOM and FIU
policies governing social media or disclosure of confidential information, including protected
health information and education records.
80
HWCOM Student Technology Fee
The HWCOM student technology fee covers the cost of providing comprehensive technology
support and services for the duration of the student’s medical education program. This includes
personnel and management involved in delivering the services. Annual Cost: $850.
Hardware, Software, and Services Support
Hardware and Warranty Support
• Laptop, laptop accessories, and 4- year warranty
• Loaner Laptop
• iPad M1/M2/M3/M4 apps
• Testing Loaner Laptops
HWCOM IT Help Desk Support
• Laptop hardware and software support
• 24x7 Support
• MedZen Help Desk Ticketing System
• Onsite and Remote support
• Security
• Cloud Storage/Disaster Recovery/Business Continuance
Curriculum Application Support
• Panopto
• CanvasMed
• Microsoft Office 365
• eValue
• Zoom Streaming
• CPS GE Electronic Medical Record
• AE Master Calendar
• Examplify
• Respondus LockDown Browser
• EMS
• Doc.com
• Turning Technologies
Central Support
• Email
• Campuswide Wi-Fi
• Antivirus Software
• Adobe Digital Editions
• Aperio Image Scope
• Write-N-Cite
• Zotero
81
Classroom and Learning Facilities Support
• Testing Laptop Support
• Classroom AV and IT Support
• Simulation Center Support
• Library Technology
• iLearn Lab
• Multimedia Recording Studio
• Application Licenses
• Panopto
• CanvasMed
• eValue
• Zoom Streaming
• EMR (NHELP)
• AE Master Calendar
• Examplify
• EMS
• SPSS
• DOME
• Titanium
• Doc.com
• Airwatch
• Turning Technologies
• Respondes
• NHELP Portal
• Adobe eSync
• MedZen Help Desk
• Cylance
• Absolute
82
LCME Standard 10.7. Transfer Students
FIU HWCOM currently does not accept transfer students and does not offer admission with
advanced standing.
LCME Standard 10.8. Visiting Students
FIU HWCOM currently does not offer visiting student opportunities.
83
LCME Standard 11.5. Confidentiality of Student Educational Records
HWCOM maintains student education records in a confidential and secure manner in
accordance with the Family Educational Rights and Privacy Act (FERPA), Regulation FIU-108,
and Association of American Medical Colleges (AAMC) guidelines. The HWCOM Registrar is the
records custodian for records originating within HWCOM. HWCOM will not release or permit
access to education records, or the personally identifiable information contained therein,
maintained on a student except as otherwise permitted by law and Regulation FIU-108.
Any member of the HWCOM community with concerns that an education record has been
handled inappropriately should immediately notify the HWCOM Registrar.
For more information, refer to the FIU FERPA website and Regulation FIU-108.
84
LCME Standard 11.6. Student Access to Educational Records
HWCOM policies concerning student education records, including the procedure that medical
students must follow to review or challenge their records, are consistent with the Family
Educational Rights and Privacy Act (FERPA) and Regulation FIU-108.
A medical student may submit to the HWCOM Registrar, dean, or other appropriate official a
written request that identifies the records the student wishes to inspect. A copy of the request
for access or release will be retained in the student’s file. FIU policy states that the custodian
of records (e.g., College of Medicine Registrar) has up to 45 days to comply with a request.
The HWCOM Registrar, or designee, must be present while the student reviews the education
records and retains custody of the records.
A student requesting the release to others of personally identifiable information contained in
the student’s education records must provide the custodian of such records with a signed,
written request specifying the information to be released, the purposes for such release, and
the person or organization to whom such information should be released.
Transcript requests must be submitted via the Official Transcripts and Enrollment Verification
Request Form or available upon request from the HWCOM Registrar’s Office. Transcript
requests are usually honored within two business days unless the HWCOM Registrar, or
designee, is not available.
Requests for Information in Connection with Research. Requests for data from student
education records for the purpose of academic research must be referred to the University
Registrar and the Provost in compliance with Regulation FIU-108. Such requests must be in
writing and must set forth specifically the types of information to which access is requested and
the intended scope of the research project.
85
HWCOM Policy E1. Residency Reclassification
General Guidelines for Residency Reclassification. Reclassification for tuition purposes is
governed by Section 1009.21 of the Florida Statues and Florida Board of Governors
Regulation 7.005.
Reclassification for tuition purposes requires documentation that supports permanent legal
residency in Florida for at least twelve (12) consecutive months, rather than temporary
residency for the purpose of pursuing an education. Medical students requesting
reclassification must complete the Residency Reclassification Application.
HWCOM only reclassifies students ONE TIME per year. All documents for reclassification must
be submitted to the HWCOM Registrar no later than July 1. All documents submitted must be
dated at least 12 months prior to the first day of the Fall semester for which a student is
requesting tuition reclassification. Fall Semester starts in late July. Please check with the
HWCOM Registrar for exact dates. Please note: Residency reclassification cannot be applied
retroactively to previous terms. Living in or attending school in Florida will not, in itself,
establish legal residence for tuition purposes.
Appealing Residency Reclassification Decisions. In accordance with section 1009.21 of the
Florida Statutes, Florida Board of Governors, and the Residency Guidelines adopted by the
Articulation Coordinating Committee of the Florida Department of Education, FIU has an
established the Residency Appeal Committee. The Residency Appeal Committee provides a
mechanism for students to appeal their out-of-state tuition decisions and strives to provide
fairness and equity to all students at the university. The Residency Appeal Committee’s
decision on behalf of the institution is final and may not be appealed further.
A student may appeal the denial of a request to be classified or reclassified from out-of-state to
in-state status for tuition purposes only once. Students must submit the request in writing with
accompanying documentation to support reconsideration of the original decision. Please note
that the Residency Appeal Committee cannot make exceptions to the minimum number of
required documents for initial classification and reclassification determinations, nor to the
requirement that all documents submitted for consideration be dated at least 12 months prior
to the first day of classes for the term in which the residency determination is sought. The
committee meets once a month and will review the submitted appeal(s) and the accompanying
documentation. The committee may request additional information from the student to make
its decision. Not submitting supporting documentation will delay the review and the petition
may be denied. After review, the committee will inform the student of the decision in writing.
All College of Medicine appeals should be sent to comregistrar@fiu.edu. For more information,
please review the HWCOM Residency Reclassification Application.
86
HWCOM Policy E2. Leave of Absence
A leave of absence (LOA) is a temporary period of separation from the MD degree program
which may be voluntary or involuntary. All LOAs are included in the six-year time limit for
graduation from the MD program.
Voluntary Leave of Absence
A student may request a voluntary LOA for one of the following reasons:
• Academic Enrichment. If a student wishes to pursue research, an advanced degree, a
medically related fellowship, or other educational experience or form of academic
enrichment. The student must be in good standing.
• Financial Reasons. If a student is unable to pay tuition or other educational financial
obligations for all or part of an academic period.
• Medical Reasons. If a student has a health-related matter that is significantly limiting their
ability to function successfully or is temporarily preventing the student from meeting
curricular requirements. Examples of such conditions include:
o
Severe and prolonged illness
o Surgery
o Pregnancy
Reinstatement from Voluntary Leave for Medical Reasons. Reinstatement after the leave
must be approved by the Senior Associate Dean for Student Affairs or designee.
• Personal Reasons. If a student is required to dedicate primary attention and effort to
personal circumstances or situations that inhibit or interfere with academic performance
or progress. A student may not request this type of leave more than once in an academic
year. The student must be in good standing at the time the leave is requested.
General Guidelines for Voluntary LOA
Granting of a voluntary LOA is at the discretion of HWCOM and must be approved by the Senior
Associate Dean for Student Affairs (or designee) and the Senior Associate Dean for Academic
Affairs (or designee).
A voluntary LOA may have significant impact on academic progress, cost of attendance,
financial aid, student debt, and competitiveness for residency training. Prior to requesting an
LOA, students should consider these implications as they pertain to their personal situations.
The maximum amount of time granted for a voluntary LOA is 12 months.
If a student wishes to pursue a voluntary LOA, they must consult with the HWCOM Registrar
to review the process. All students must meet with and obtain signatures from the
individuals/offices listed on the Leave of Absence form, which can be obtained from the
HWCOM Registrar. The completed form is saved and maintained with the student’s records.
87
Students may be required to meet certain conditions before being allowed to return from an
LOA. A student who determines that they are not returning at the scheduled date must
consult with the Senior Associate Dean for Student Affairs before the scheduled return date;
an extension of the original LOA must be requested in writing. If the extension is not granted,
the student must return by the end of the leave; otherwise, the student is deemed to have
voluntarily withdrawn from HWCOM.
Refund of Fees
A student who is granted a voluntary LOA may receive a refund of tuition and fees in
accordance with HWCOM policy.
Involuntary Leave of Absence
• Administrative. A student may be placed on administrative LOA if they exhibit behavior
that could result in harm to a patient or another person. The Senior Associate Dean
for Student Affairs (or designee) will consult with the Office of Student Conduct and
Academic Integrity and/or the University Police Department, and the student will be
removed from clinical and/or classroom settings and placed on an administrative LOA
pending further investigation. An administrative LOA may impact tuition, fees, and
financial aid.
A student who is recommended for dismissal by the MSEPC will be removed from clinical
settings. If the student has completed all non-clinical requirements, they will be placed on
an administrative LOA pending the outcome of the appeals process. Please refer to the
dismissal policy.
• Academic Remediation. A student who is recommended by the MSEPC to repeat an
academic period will be placed on an academic remediation LOA until the start of the
academic period of the student’s new cohort. A student may also be placed on an
Academic Remediation LOA by the Senior Associate Dean for Student Affairs (or
designee) if the student cannot be promoted to the next period of study due to failure
of the USMLE Step 1 or 2 exams.
Students may be required to meet certain conditions before being allowed to return from
LOA. The student must return by the end of the leave; otherwise, the student is deemed to
have voluntarily withdrawn from HWCOM.
88
Financial Aid Implications for Taking a Leave of Absence
• General Implications. HWCOM students who are approved to take a LOA must meet certain
requirements and be informed of the Financial Aid implications per Title IV regulations.
Medical students should be aware that taking an LOA may affect student loan deferment,
grace period, loan repayment, and financial aid eligibility. Students are advised to
investigate these implications as they pertain to their personal situations before requesting
an LOA. Upon return from LOA status, the student is required to participate in an entrance
interview with a financial assistance administrator to discuss specific financial aid
implications and future financial aid eligibility.
• Return of Title IV Funds. If a student’s award package includes federal funds and the
student is granted a leave of absence or withdraws before completing 60 percent of the
term, federal regulations require that a portion of the student’s federal aid be returned to
the Department of Education. For purposes of calculating the refund, the aid year is
divided into three separate enrollment terms, which coincide with the disbursement of
aid. A federally mandated calculation determines the portion of aid to be returned based
on the number of days remaining in the payment period. The refund due to the
Department of Education will credit the outstanding balances on Federal GradPLUS Loans
followed by the Federal Direct Unsubsidized Loans.
• Satisfactory Academic Progress. A student returning from an approved LOA will have the
same Satisfactory Academic Progress (SAP) status as when they began the LOA if the
standards of SAP are met. The student may continue to receive scholarships, Title IV, and
other financial aid upon their return to HWCOM provided that the LOA was not granted
because of poor academic performance and/or being placed on academic probation due
to unsatisfactory progress towards the medical degree. If the LOA is in conjunction with not
meeting SAP, the student may submit an SAP Appeal to the HWCOM Office of Financial
Assistance upon return to HWCOM.
89
LCME STANDARDS AND HWCOM POLICIES:
COMPLIANCE
90
LCME Standard 5.7. Student Safety and Security
On Campus
HWCOM provides FIU security police service technicians for HWCOM facilities on campus.
Their primary responsibility is to ensure the safety of students, faculty, and staff. More
information about the services provided by the FIU Police Department is available at the FIU
Police Department website.
• NON-URGENT Business Hours: Call HWCOM Office of Student Affairs at 305-348- 0644,
Monday-Friday, 8:30 a.m. to 5:00 p.m.
• NON-URGENT After Hours: Call HWCOM Office of Student Affairs at 305-348-0696
after 5 p.m. on weeknights and all-day weekends.
• NON-URGENT FIU Police Department: call 305-348-2626
• URGENT: In case of any emergency, students can dial 911. You will be connected to the
local county police who will then contact FIU Police.
o EMERGENCY Modesto A. Maidique Campus (MMC) Police Department call
305-348-5911
o EMERGENCY Biscayne Bay Campus (BBC) Police Department call 305-919-5911
Off Campus
Each clinical site has safety measures in place to protect employees, patients, students, and
the public. Students should familiarize themselves with off-site safety measures. While
working at off-campus venues, medical students should take appropriate precautions to
ensure safety.
Students are required to review safety and security practices prior to community and clinical
experiences that include such topics as universal precautions, needlestick prevention,
response to needlestick or bodily fluid exposure, de-escalation techniques when dealing with
angry patients, and emergency procedures involving medical care (e.g., CPR), natural
disasters, terrorism, assault, and illegal activity.
While performing household visits, students should follow Community-Engaged Physician course
safety protocols as outlined in the course syllabi.
• URGENT: In case of any off-campus emergency call 911.
91
LCME Standard 12.4. Attendance Policy and Excused Absences
Medical school is a full-time endeavor. Consistent on-time attendance and participation are
essential.
Students are accountable for managing their schedules and communicating about absences
in a timely manner through the excused absence system. Excused Absence policies differ for
the preclinical years (Academic Years 1 and 2) and clinical years (Academic Years 3 and 4).
Please see respective policies per periods below. Students with a pattern of attendance that
is inconsistent with this policy will be required to meet with an Office of Student Affairs Dean
and possibly in violation of FIU HWCOM’s professionalism standards.
Definitions
Attendance Policy: Attendance policies differ by course and clerkship and are specified in
each course and clerkship syllabi.
Excused Absence Policy: The Excused Absence policy is designed to provide medical students
with the opportunity to attend to personal matters while minimizing disruptions to the
medical education program. Students do not need to request an excused absence to miss non-
mandatory sessions.
Access to Routine Health Care: Medical students are strongly encouraged to maintain their
own health and well-being. Students should schedule non-emergent healthcare appointments
during times that do not conflict with classroom and clinical activities. In the event an
appointment must be scheduled during a required educational activity, students must request
permission to be excused for the duration of the appointment, including appropriate driving
time, using the Excused Absence system.
Religious Observances: HWCOM recognizes and respects the importance of individual
religious beliefs and practices including prayer hours. There will be no adverse or prejudicial
effect because of any student requesting excused absences for religious observances.
Students assigned to patient care educational activities may request assignments that allow the
student to meet their religious needs; on occasion, students may be asked to attend patient
care activities that cannot be re-scheduled, such as on-call time with a care team. During
clinical rotations, requests for prayer time must be discussed, arranged, and cleared with the
course or clerkship director. Students are not required to submit an excused absence for these
prayer breaks. See Regulation FIU-2504: Student Religious Observances, Practices, and Beliefs.
92
Planned absence days: Planned absence days are defined as:
• Personal commitments: routine health care (non-acute), housing needs, personal
administrative matters (compliance, government administrative needs)
• Family events/Personal Travel: weddings, graduations, etc.
• Professional meetings: approved participation in professional development or
representation of HWCOM at professional meetings (certain requests for travel may be
reviewed by the Senior Associate Dean for Student Affairs on a case-by-case basis) per
the Student Travel Policy
• Scholarly activities: presentation of scholarly work at meetings-students may be
excused for the day of their presentation, along with travel days (certain requests for
travel may be reviewed by Senior Associate Dean for Student Affairs on a case-by-
case basis) per the Student Travel Policy
• Residency interviews: must be submitted for an excused absence prior to the
interview but do not need to adhere to the 30-day requirement, requires
Preceptor Approval Form and Interview Confirmation Email during submission
• Religious observances: must be a recognized calendar religious holiday
Planned absence days may not be utilized during identified black-out dates:
o
Exam Dates
o
Day before Exam (excluding weekends)
o
OSCE, standardized patient, and simulation activities
o
Orientations
Unplanned absence days: Unplanned absence days require documentation (required for
absences of 2 or more days and/or for absences occurring on black out days) and are
defined as:
• Healthcare: acute, physical, or mental
•
Personal: funerals, car accidents/issues/repairs, personal emergencies
•
Legal Matters/Jury Duty: may be excused with a Jury Duty Letter Request Form
• Military Orders/Officer Training
• Academic activities: USMLE exams, academic remediation, N-Help Visits, required
meetings with HWCOM faculty and staff
•
COVID19: must submit positive test or doctor’s note
93
Unexcused Absences: Absences not reported and/or not approved are considered
unexcused. Unexcused absences will be considered a professionalism concern.
Pre-Clinical Attendance and Excused Absence Policy (AY 1 and 2)
Students are not required to request an excused absence to miss non-mandatory sessions.
Unexcused Absences: Unexcused absences may result in a failing grade for the course (as per
course syllabus).
Planned Absences. No more than three planned absences will be approved per semester.
*No more than two planned absences will be approved in any four-week course and no more
than one in any two-week course
• Fall Aug. 1 – Nov. 30
• Spring Dec. 1 – March 31
• Summer April 1 – July 31
Clinical Attendance and Excused Absence Policy (AY 3 and 4)
Attendance is mandatory for ALL clinical activities. Students participating in a rotation/clerkship
may be required to attend clinic on recognized university/national holidays.
Unexcused Absences: Unexcused absences will result in a failing grade for the
clerkship/rotation. There are no exceptions to this rule.
Planned or Unplanned Absences. Students may request planned or unplanned absence days as
follows:
• AY 3 Clerkships. Students may be approved up to two planned or unplanned
absence days per clerkship. No more than 3 planned absences in the 6-month A and
B blocks will be approved.
• AY 4 Rotations. Students may be approved up to two planned or unplanned absences per
2- week or 4-week rotation; up to four absences may be permitted during a 4-week
rotation for the purpose only of residency interviews. No more than 6 planned absences
in the M4 year will be approved. In the M4 year, it is expected that students work directly
with their preceptors to make-up ANY missed clinical time, even if it excused. This is in
accordance with the increasing responsibility granted to M4 students.
• Sub-Internship. Due to the importance of and responsibility granted to students during the
required fourth year sub-internship, planned absences are highly discouraged during this
rotation. Only urgent/emergent matters or residency interviews may be excused.
94
Planned Absences. Planned absences are required to be submitted at least 30 days prior to the
planned absence utilizing the Excused Absence Request System. Upon approval, students will
notify the preceptor of the approved absence. Students must work with their
clerkship/rotation director and coordinator to discuss any remediation of missed work that
may be required. Remediation may involve additional call nights, additional weekend
responsibilities, or clinical work outside the normal time frame of the clerkship/rotation.
Sufficient remediation will be established at the discretion of the Clerkship/Rotation Director in
conjunction with the Office of Medical Education.
Unplanned Absences. If on a clinical clerkship/rotation, the student must contact the
clerkship/rotation director or coordinator and the clinical preceptor as soon as possible. Once
contact has been made with the clerkship/rotation director or coordinator, the student must
submit an Excused Absence Request form as soon as possible and within 24 hours following the
unplanned absence utilizing the Excused Absence Request System. Supporting documentation
may be required. Students must work with their clerkship/rotation director and coordinator to
discuss any remediation of missed work that may be required. Remediation may involve
additional call nights, additional weekend responsibilities, or clinical work outside the normal
time frame of the clerkship/rotation. Sufficient remediation will be established at the discretion
of the Clerkship/Rotation Director in conjunction with the Office of Medical Education.
Extended Excused Absence
An extended excused absence (EEA) is defined as a prolonged absence from HWCOM that
requires additional educational accommodations but does not impact a student’s
graduation date.
The minimum amount of time for an EEA is three (3) days. The maximum amount of time
granted for an EEA is generally six (6) weeks. A dean for Student Affairs (or designee) is
responsible for granting or denying the request. Absences greater than six (6) weeks will
generally follow the leave of absence process.
All EEA requests should be submitted to the Office of Student Affairs via the excused absence
request form at least four (4) weeks in advance. Students will be required to meet with Student
Affairs to discuss the process and work with course directors to develop a plan of action. If an
extension is needed beyond the approved period of absence, the student must meet with a
Student Affairs dean. Timing of the EEA may impact financial aid and may require a meeting with
the Office of Financial Assistance.
95
Excused Absence Request Process
Students must request an excused absence for planned or unplanned absences by utilizing the
Excused Absence Request System. The excused absence portal must be accessed using VPN on
an FIU-issued computer. Administrators in the Office of Student Affairs will monitor excused
absences. For inquiries, email mdcompliance@fiu.edu. If an excused absence is granted, the
student must contact their course director to notify them and coordinate a timely make-up plan.
Planned absences. All requests for excused absences from required sessions due to planned
activities must be submitted at least four weeks in advance of the planned absence to the
Office of Student Affairs using the Excused Absence Request Form. The only exception to this
policy is for Period 4 students who seek an excused absence to attend a residency interview.
Such requests for excused absences to attend residency interviews must be submitted to the
Period 4 coordinator in the Office of Medical Education.
Unplanned Absences. The student must submit an Excused Absence Request Form in advance
of the unplanned absence or as soon as possible and within 24 hours following the unplanned
absence. Supporting documentation may be required.
Monitoring and Reporting. All absences (excused and unexcused) are recorded in an
electronic database to screen for patterns of repetitive and undesirable behavior. Repetitive,
undesirable, or suspicious behavior will be reported to the Office of Student Affairs dean.
Notification and Follow Up. The Office of Student Affairs notifies students via the Excused
Absence Request System whether excused absence requests are granted or denied. Once an
excused absence request is processed, the student will receive an email notification with the
determination of approved or denied. If a student’s request for an excused absence is denied,
the student is expected to report to all required activities. If an excused absence is granted,
the student must notify their Course or Clerkship Director (and clinical preceptor if in AY 3 or
4) in advance of the absence (if planned) or as soon as possible (if unplanned) and coordinate
a timely make-up plan.
96
LCME Standard 12.5. Provision of Health Services to Medical Students
In compliance with the Liaison Committee on Medical Education (LCME) accreditation
standards, it is imperative that the health professionals who currently provide health services,
including psychiatric/psychological counseling, to a medical student are not involved in the
academic assessment or promotion of the medical student receiving those services. HWCOM
does not allow faculty members who already have an evaluative relationship with a student to
provide psychological counseling or medical care to that student.
Many of the HWCOM clinical training programs take place under the supervision and care of
clinical faculty who maintain practices at various local outpatient and inpatient settings. It is
possible that a student may seek medical care and/or psychological counseling from a practice
in which a faculty member sees patients or clients. Health care professionals who provide
psychiatric/psychological counseling or other sensitive health care services to medical students
shall not be involved in the evaluation or promotion of those students.
For emergent health care needs, faculty–student relationships should not preclude the student
from seeking medical care from providers who can offer the best available care. In such cases,
or when a student has received psychological counseling or medical care from a faculty
member prior to entering an evaluative relationship, the student may request to be evaluated
by a different faculty member based on a perceived conflict. A faculty member who has
provided psychological counseling or medical care to a student prior to entering an evaluative
relationship must request reassignment of the student to another faculty member. Such
requests are to be made to the Senior Associate Dean for Student Affairs.
97
LCME Standard 12.6. Health and Disability Insurance
Health Insurance
HWCOM students must maintain current and adequate medical insurance to cover
emergencies and common medical problems that might occur during their educational
training period and are outside of the scope of services provided on campus (e.g., specialty
care, diagnostic testing, and hospitalization).
Annually, all students must attest to continuous health insurance coverage. Students must
submit valid documentation to Academic HealthPlans and maintain current coverage within
the necessary compliance systems. Failure to maintain adequate health insurance coverage
will impact the student’s enrollment status.
The cost of medical insurance is the responsibility of the student. Financial aid is available to
assist with medical insurance costs. Students can email medfin@fiu.edu to request further
assistance.
Health insurance specifically designed for medical students is available through Aetna. This
policy is a gold-equivalent PPO plan offering comprehensive unlimited medical and
prescription benefits that are widely accepted nationally through the United Choice Plus
Network. FIU has partnered with Academic HealthPlans to provide an Aetna plan endorsed
by FIU that meets the minimum standards required by HWCOM.
Alternatively, students may satisfy the medical insurance requirement with documentation of
a valid external medical insurance plan that meets the minimum standards listed below:
• Insurance company licensed to do business in USA
• Must be comparable to FIU HWCOM Student Health Insurance Plan
• Must be an ACA (Affordable Care Act) compliant plan offering EHB (Essential Health
Benefit) with unlimited annual and lifetime maximum benefits
• Must not exclude any pre-existing conditions
• Must cover inpatient and outpatient mental and behavioral health
• Must cover preventative services 100%
• Must provide outpatient care, inpatient care, urgent care, specialty care, ambulance
service, diagnostic imaging and testing, and surgical services
• Must provide comprehensive prescription drug coverage
• Must provide In-network and out-of-network coverage for physician, hospital, diagnostic,
and therapeutic coverage in local facilities for both emergency and nonemergency
outpatient and inpatient services in the South Florida area (Miami-Dade, Broward, Palm
Beach, and/or Monroe counties)
• Must provide continuous coverage for the entire period the insured is enrolled as a
medical student and must be renewable
98
• Must not unreasonably exclude coverage for perils inherent in the student’s program of
study, such as coverage for needlestick injuries charges related to the post exposure
diagnosis and treatment of bloodborne pathogens
• Must have evacuation and repatriation coverage for foreign travel.
Out of State HMO plans without an “away from home rider,” out of state Medicaid plans, and
short term or catastrophic plans DO NOT meet the minimum standard to waive.
Disability Insurance
Medical students are required to enroll in a disability insurance plan selected by HWCOM to
cover chronic disability that occurs because of injuries received during their educational
training period. Students are responsible for payment and are informed about this requirement
and annual fee prior to Orientation. Disability premiums are collected by the Office of Student
Affairs. Disability insurance must be renewed annually for the entire period the insured is
enrolled as a medical student.
For more information about your coverage please access AMA Insure and enter member ID#
644251.
99
LCME Standard 12.7. Compliance Requirements and Monitoring
All HWCOM students must comply with compliance requirements. Prematriculated students
receive a welcome notification with a link to Orientation information that lists all
prematriculation requirements and forms. Current students are notified of annual compliance
requirements prior to promotion to each subsequent period of study.
Compliance responsibilities are monitored by the Centers for Disease Control, State University
System Board of Governors, the FBI and FDLE, and our Clinical Affiliates. These requirements
are subject to audit at any time by these constituents and protect the student, the patient, and
the college community. HWCOM utilizes Complio, an online screening service, to facilitate
submission and verification of student requirements. Please access the Complio Applicant
Management System.
Monitoring Compliance. Failure to complete and submit required compliance documents can
result in a hold being placed on the student’s registration, removal from courses and/or clinical
locations, and a professionalism report.
Matriculation and Retention Requirements. Students must meet certain requirements to
matriculate and to maintain enrollment status annually. The requirements are summarized in
the table below.
Requirement Prematriculation
AY 1 AY 2 AY 3 AY 4
Student Handbook Consent
Agreement
X
Medical History and Physical
Examination
X
Immunizations (MMR, Hepatitis B,
Varicella, TDap, Polio, Meningitis)
X
Flu Vaccine
X
X
X
X
Tuberculosis Screening
X
X
X
X
Health Insurance
X
X
X
X
Disability Insurance
X
X
X
X
Level 1 & 2 Criminal
Background Check*
X X X X
10-Panel Drug Test*
X
X
X
X
VECHS Applicant Waiver (FDLE)
X
N-95 Respirator Mask Fit Test
X
X
X
X
BLS Certification
X
Online Title IX Training
X
Online training modules for
OSHA and HIPAA
X X X X
*Additional testing may be required by HWCOM or its clinical affiliates.
100
Medical History and Physical Examination
HWCOM requires all medical students to visit a health care provider of their choice and
undergo a medical history and physical examination within one (1) year of matriculation.
Subsequent physical exams may be required if the student opts to participate in away
rotations.
Immunization and Screening Policy
A completed AAMC Standardized Immunization Form must be submitted prior to enrollment and
all immunization forms must carry the original signature of a physician or a licensed medical
practitioner, the license number, and office address.
Medical students must maintain compliance with immunization requirements throughout the
educational program. HWCOM follows immunization guidelines issued by the Centers for
Disease Control and Prevention (CDC) and regulations issued by the State University System of
Florida Board of Governors. Immunization requirements are summarized below.
• Measles, mumps, and rubella. The MMR vaccine doses are required after 12 months of age OR
serologic documentation of IgG antibody titers for all three viruses.
• Tetanus/Diphtheria immunization. Matriculating students who have not had a tetanus
booster within the past two (2) years should receive the tetanus, diphtheria, and pertussis
(Tdap) vaccine. A single dose of Tdap must be administered for adults aged 19 through 64
years who have not received a dose of Tdap previously. After initial Tdap vaccination, adults
should receive a tetanus/diphtheria (Td) booster every 10 years.
• Hepatitis B immunization series. Students must provide documented proof of vaccination
and immunity to Hepatitis B as described below:
o A total of three doses of hepatitis B vaccine and a positive quantitative hepatitis B
serum surface antibody titer.
o A second series of hepatitis B vaccinations administered, and the antibody titer
repeated (if the hepatitis B surface antibody titer is negative).
o If your repeat titer is not positive, you must also submit:
A letter from your healthcare provider indicating that you are a non-
responder to the Hepatitis B vaccine.
Proof of completion of the hepatitis B immunization series prior to clearance
for direct patient contact.
Students who have negative hepatitis B surface antibody titers receive individual counseling
on how best to protect themselves, prevent infecting others, and follow special procedures
after a needlestick injury.
101
• Chickenpox (varicella). Students must show proof of positive varicella antibody titer
verifying immunity or 2 documented doses of varicella vaccine 4 weeks apart.
• Meningitis. FIU requires one dose of the Meningitis (Meningococcal) vaccine to remove the
immunization hold upon matriculation. The vaccine is strongly recommended, but it is not
mandatory. Therefore, students may sign and submit a waiver for this vaccine which will
remove your hold.
• COVID-19 Vaccination. FIU does not require any students to get a COVID-19 vaccination,
although it is highly recommended. Clinical affiliate sites may require immunizations for
clinical rotations.
• Flu vaccine. An annual flu (influenza) shot is required every year.
• Tuberculosis (TB) screening. Students are required to undergo a tuberculin skin test (TST)
or QuantiFERON blood test prior to matriculation at HWCOM.
o A student who has not been screened for Mycobacterium tuberculosis infection in the
past 12 months must undergo a two-step test that consists of intracutaneous Mantoux
injections administered a minimum of one to 3 weeks apart.
o TB skin or QuantiFERON blood testing is required prior to matriculation and annually
thereafter. Options to meet the annual requirement include:
A positive TST must be assessed by a health care provider; students must provide
evidence of a chest radiograph that reveals no acute cardiopulmonary process and
documentation of a complete symptom screening by a physician prior to matriculation.
Students are required to complete the TB screening questionnaire with a healthcare
provider and submit documentation via Complio. The TB screening questionnaire must
be completed annually.
A chest radiograph is mandatory for a student with a new or previous positive reaction;
if positive, the student must document proof of receiving appropriate treatment. The
chest radiograph must be repeated every 3 years (as per the CDC guidelines).
Students vaccinated with Bacille Calmette–Guérin (BCG) more than 18 months prior to
matriculation are required to undergo a TST.
A student who is receiving treatment for active TB must provide documentation from
their healthcare provider to the Office of Student Affairs regarding the ability to
pursue coursework and/or clinical rotations. This documentation will be reviewed to
determine academic and clinical participation.
Exceptions and Waivers. Students must meet all immunization requirements implemented by
HWCOM’s clinical affiliates. HWCOM cannot accept immunization waivers or exemptions that
conflict with clinical affiliates’ immunization policies.
102
Health Insurance
As part of the prematriculation process and annually thereafter, all students must attest to
continuous health insurance coverage by a plan providing the required minimum standards,
including coverage for needlestick injuries.
Health insurance for medical students is available through the group student health insurance
plan, endorsed by FIU, and meets the minimum standards required by HWCOM.
Students may also satisfy the medical insurance requirement with documentation of a valid
medical insurance plan from an outside provider already in effect that meets the minimum
standards outlined in LCME Standard 12.6. Health and Disability Insurance.
Disability Insurance
Medical students are required to enroll annually in a disability insurance plan selected by
HWCOM to cover chronic disability that occurs because of injuries received during their
educational training period.
For more information about coverage, visit AMA and enter member ID# 644251.
Criminal Background Checks
All HWCOM applicants undergo a Level 1 criminal background check administered by the
American Medical College Application Service (AMCAS). Upon acceptance to HWCOM, and
prior to Periods 2, 3 and 4, students are required to complete Level 1 and Level 2 criminal
background checks with fingerprinting.
Additional background checks may be required by HWCOM or its clinical affiliates. HWCOM
will report the results of a criminal background check to clinical affiliates, state licensing
agencies, and other entities to comply with federal, state, or university policies.
Findings in a criminal background check may affect a student’s admission and ability to
participate in clinical experiences, complete the medical degree program, or obtain a medical
license. FIU and HWCOM reserves the right to rescind an offer of admission to a
prematriculant who fails to complete a background check, who misreports a history of
criminal activity, who is arrested after admission and prior to matriculation, or whose Level 1
or Level 2 criminal background checks identify a disqualifying offense as defined by the FBI.
An enrolled student who fails to complete a required criminal background check is subject to
dismissal from HWCOM. Results of criminal background checks are reviewed by individuals
designated by the Dean. Potential violations of Professionalism Standards arising out of
criminal background checks may be referred to the Medical Student Evaluation and
Promotion Committee (MSEPC) in accordance with the provisions of this HWCOM Medical
Student Handbook.
103
Drug Testing
Upon acceptance to HWCOM, and prior to Periods 2, 3 and 4, students must undergo 10-
panel drug testing. These tests are ordered online through Complio. Students are responsible
for this fee at the time of purchase.
Additional testing may be required by HWCOM or its clinical affiliates at any time. HWCOM
reserves the right to rescind an offer of admission to a prematriculant who fails to complete a
required drug test or who has a positive finding. Drug test results may affect a student’s
admission or eligibility to participate in clinical experiences, to complete the medical degree
program, or to obtain a medical license.
An enrolled student who fails to undergo a required 10-panel drug test is subject to dismissal
from HWCOM. Findings on any drug test are reviewed by a Dean for Student Affairs and
discussed with the student. A student with a positive drug test may be referred to the
MSEPC, HWCOM Student Well-being and Mental Health Services, Florida Professionals
Resource Network, or other health care agencies or organizations as deemed appropriate
when they are in violation of HWCOM Professionalism Standards. Findings may prevent a
student from participating in educational experiences, including clinical rotations, and may
result in a student losing eligibility to complete the medical degree program.
Drug screen test results that are deemed “dilute" will require a subsequent test. Students are
responsible for this fee at the time of purchase.
HWCOM will report the results of drug testing to clinical affiliates, state licensing agencies,
and other entities to comply with federal, state, or university policies.
N-95 Respirator Mask Fit Test
During Periods 1, 2, 3, and 4, medical students are required to undergo N-95 respirator mask
fit testing. Testing sessions are scheduled by the Office of Student Affairs. Students are
required to pay a fee for this service. Students who fail to complete their mask fit testing may
be precluded from participating in certain clinical experiences unless they meet specific
criteria that warrant a Waiver Form signed and witnessed by the FIU STAR Center.
OSHA (Occupational Safety and Health Administration) Training
HWCOM is responsible for the education of medical students about methods of prevention
and appropriate policies and procedures to follow if they are injured or potentially exposed
to bloodborne pathogens or other communicable diseases. Medical students receive this
information through a mandatory annual online OSHA course about airborne and
bloodborne pathogens, handling biohazardous waste, and personal protective equipment.
104
HIPAA (Health Insurance Portability and Accountability) Training
HIPAA governs the dissemination of health information from health insurers and covered
entities. Students are required to complete HIPAA Training due to HWCOM’s commitment to
protecting the privacy of patients. Students complete HIPAA training at matriculation, and
annually thereafter. Those providing patient care or who have direct patient contact, may
receive further HIPAA training based on the clinical affiliate site requirements.
Liability Coverage
Students enrolled in HWCOM are covered by the FIU self-insurance program when participating
in approved activities of HWCOM. The State University System of Florida Board of Governors
Self-Insurance website features liability insurance information and several free online
continuing medical education (CME) programs designed to address current risk management
issues facing health care providers today.
Additional requirements. Medical students may be required to receive additional vaccines
and/or undergo scheduled or random drug testing or other medical tests prior to starting
classes or clinical clerkships, as required by HWCOM and its affiliated clinical education sites.
Additional periodic evaluations or tests may be required as indicated, or if exposure to an
infected patient or infectious pathogen occurs.
105
LCME Standard 12.8. Student Exposure
Biosafety, Bloodborne Pathogen, and Needlestick Injury Policies
FIU Bloodborne Pathogen Exposure Control Plan
HWCOM follows the policies of FIU and clinical affiliates regarding exposure to infectious and
environmental hazards on and off campus. The purpose of the FIU Bloodborne Pathogens
Exposure Control Plan is to protect students from the risks of being occupationally infected with
HIV, HBV, or other bloodborne pathogens, and to implement the United States Department of
Labor Occupational Safety and Health Administration (OSHA) Standard 29 CFR Section
1910.1030 Bloodborne Pathogens.
Educating Students about Methods of Prevention. HWCOM is responsible for the education
of medical students about methods of prevention and appropriate policies and procedures to
follow if they are injured or potentially exposed to bloodborne pathogens or other
communicable diseases. Medical students receive information through a mandatory annual
online OSHA course about airborne and bloodborne pathogens, handling biohazardous waste,
and personal protective equipment. All students are required to participate in N-95 respirator
fit test training and to have an N-95 respirator mask fit test performed in AYs 1, 3 and 4; any
student who is unable to be fitted with a respirator mask must sign a waiver. Students who do
not complete the course and/or the fitting will not be permitted to rotate with clinical affiliates.
Procedures for Post-Exposure Care and Treatment, including Needlestick Injuries. A student
who becomes exposed to airborne or bloodborne biohazardous materials, including needlestick
injuries and respiratory pathogens, must follow established protocols at HWCOM to receive
timely diagnostic and therapeutic care. Students who experience needlestick, exposure to
biohazardous material, and other types of injuries at any location (i.e., on campus, hospitals,
ambulatory clinics, or neighborhood households) must immediately:
• Receive first aid and initial care at the site where the injury occurred;
• Contact their clinical instructor or attending physician and report the name of the source
patient and diagnosis;
• Complete required incident report forms at the clinical site, and report all exposures to the
HWCOM Office of Student Affairs;
• File the required Exposure Incident Report with the FIU Department of Environmental
Health and Safety in accordance with the FIU Bloodborne Pathogen exposure Control Plan.
Students can contact the Office of Student Affairs for assistance in completing this form.
Financial Responsibility for Exposures. Students may receive follow-up care and treatment for
exposures that occur at off-campus clinical or household sites either at the affiliated clinical
site, at the FIU Student Health Services clinic, or from their private physicians.
106
• Students are responsible for the payment of fees associated with the services rendered with
airborne exposures, needlesticks, and other types of injuries, including filing health
insurance claims. Students can contact the Office of Student Affairs for assistance in filing a
claim.
Communicable Disease Policy
HWCOM’s communicable disease policy follows guidelines established by the Centers for
Disease Control (CDC) for health care personnel.
No HWCOM student with a communicable disease or condition will be permitted to engage in
patient contact until such conditions have been resolved as documented by FIU Student Health
Services in consultation with the student’s physician(s) or health care provider. Persons with
certain health conditions may be prohibited from engaging in patient contact unless they obtain
medical clearance. A student who is unsure whether they should participate in patient care,
should consult with their personal health provider or FIU Student Health Services, as well as
CDC guidelines.
Students who have a communicable disease must submit to HWCOM a written medical
clearance from their health care provider. It is the responsibility of the medical student to
notify the Office of Student Affairs of any inability to perform clinical work.
Medical students with hepatitis B virus (HBV) or human immunodeficiency virus (HIV)
seropositivity may continue to attend classes and participate in clinical clerkships and
preceptorships. Medical students with HBV/HIV seropositivity must undergo periodic physical
examinations by their health care providers to obtain written health clearance for participation
in clinical activities. Medical students are not obligated to answer patient questions related to
their own HBV/HIV status, nor must they answer such questions related to other students,
other health care personnel, or patients.
107
HWCOM Policy C1. Medical Student Disability Accommodations
HWCOM Office of Student Affairs is committed to the principles of equitable and accessible
education and to providing reasonable accommodations to students with disabilities in
collaboration with the FIU Disability Resource Center (DRC).
FIU Disability Resource Center (DRC)
The Disability Resource Center (DRC) collaborates with students, faculty, staff, and community
members to create diverse learning environments that are usable, equitable, inclusive, and
sustainable. The DRC provides FIU students with disabilities with the necessary support to
successfully complete their education and participate in activities available to all students. For
more information about DRC services, visit the FIU Disability Resource Center website.
Medical Student Disability Accommodations
The DRC is responsible for assisting students with obtaining appropriate and reasonable
academic accommodations based on a documented disability. You are encouraged to contact
or visit the FIU Disability Resource Center at 305-348-3532, Graham Center (GC) Room 190 as
soon as possible if you think that you need their services.
It is the responsibility of the student who needs accommodations to register with the DRC to
receive accommodations. Any student who fails to complete the registration process with DRC
will not receive accommodations to meet HWCOM professional and technical standards.
Students who require accommodations must register with DRC prior to the beginning of, or
during, their first semester or as soon as a qualified or perceived disability occurs to ensure
access to accommodations. Students who have documentation to support extra time or
distraction- free testing environment cannot request new or adjusted accommodations 24
hours before an assessment. Students are accountable for their performance, with or without
accommodations. All technical and academic standards need to be met with or without
reasonable accommodations.
Medical Student Disability Accommodations Process
1. Once the DRC has determined a HWCOM student is eligible for reasonable accommodations,
the DRC will notify the Medical Student Disability Accommodations Committee (MSDAC).
2. The DRC will make a final determination as it pertains to accommodation provisions. The
student and MSDAC will be notified in writing.
3. Upon receipt of accommodation, it is recommended that the student schedule a meeting
with the HWCOM Assistant Dean for Student Affairs for implementation details and concerns.
4. The Office of Medical Education will be implementing the accommodations following the DRC
recommendation and determination, as it relates to assessments and testing.
Implementation of said accommodations can take up to two business days.
108
United States Medical Licensing Exam Accommodations
Students must follow the specific process for requesting such accommodations as described
online by the USMLE. Students are urged to begin this application process to the USMLE for
accommodations at least six (6) months in advance of taking an examination.
109
HWCOM Policy C2. Student Travel
The Herbert Wertheim College of Medicine (HWCOM) at Florida International University (FIU) is
committed to supporting its students who travel locally, nationally, and internationally on behalf
of FIU for educational, research, service, cultural exchanges, and/or business-related purposes in
alignment with the university’s mission. This policy applies regardless of whether the travel is
university-sponsored or university-related.
We encourage all HWCOM Doctor of Medicine (MD) students to participate in service projects
and in medical meetings and conferences of scholarly significance to present original research
and for professional development. These experiences allow students to represent HWCOM,
present scholarship and research, network with other professionals, explore career opportunities,
gain valuable experience that can contribute to a residency application, bring information back to
our school, and advocate for issues important to medical education and health care.
Students cannot make commitments to travel or to incur travel expenses without first obtaining
the appropriate Travel Authorization (TA) and meeting eligibility requirements outlined in this
policy. Allowable expenses must be directly related to the purpose of approved travel, evidenced
by receipts and/or other supporting documentation, and must receive prior approval. Travel
expenses must be authorized and expended within established budgetary limits of each funding
source award.
Students are responsible for meeting all funding request deadlines established by each funding
source.
Eligibility Requirements
• Student must be fully enrolled in the HWCOM Doctor of Medicine (MD) program.
o Students on any type of Leave of Absence (LOA) will not be eligible.
If a student has questions about their LOA status, please contact the Office of
Student Affairs (OSA) travel administrator.
• Student must meet the following academic and professionalism criteria:
o No pending remediation (Medical Student Handbook [MSH] Standard 10.3)
o In good conduct standing (No current professionalism incidents)
o Students on Academic Probation will be reviewed on a case-by-case basis by the
HWCOM Registrar and OSA Deans.
• Student must be fully compliant with all compliance requirements as outlined in MSH LCME
Standard 12.7 at the time of FIU completing any approved purchases and through the full
travel period.
o If a student falls out of compliance and does not address pending items when they are
to travel, funding can be revoked and the student will not be allowed to attend the
intended conference/meeting.
110
The student will need to refund the University for funding used towards their
travel expenses.
• Student must be fully compliant with the Attendance Policy and Excused Absences Policy
(MSH Standard 12.4)
o An OSA Excused Absence will only be required when missing mandatory classes,
activities, and/or rotations.
o Planned absence days may not be utilized during identified black-out dates.
All student travel requests will be reviewed by the OSA travel administrator, HWCOM Registrar,
Compliance and Support Services (CASS), and an OSA Dean to ensure eligibility.
FIU Institutional Requirements
• All students are responsible for adhering to institutional travel policies, including but not
limited to this policy, the International Travel Policy for Employees and Students (320.099),
the University Travel Expense Policy (1110.060), and the Travel on a Sponsored Research
Project Policy (2350.105).
• Foreign Travel – Pre-Departure Requirements
o All students seeking to travel internationally for FIU affiliate travel must register with
the FIU Office of Study Abroad to obtain international insurance coverage at no
additional cost and adhere to deadlines for completing checklist of required
documents as outlined in Application Link.
HWCOM Limitations
• For Presenters:
o Attendance is limited to two attendees per acceptance when conference attendance
is required during mandatory activities that require an excused absence.
o Presenter Exception for Blackout Dates
Only when personally presenting (oral or poster) at a conference, during the
preclinical years and only once per academic period (M1 and M2), may
planned excused absences (up to the limit specified in the Standard 12.4) be
utilized during identified black-out dates.
• The acceptance to present must be submitted with the OSA Excused
Absence Request and sent to osamedtravel@fiu.edu
• If the administration of an exam is affected by the planned absence,
the student must take the exam prior to the planned absence.
o After the Excused Absence Request is approved, the student
must reach out to the course director to coordinate taking the
exam prior to the planned absence.
111
• Students will not be reimbursed for any travel expenses incurred prior to funding being
awarded and all FIU pre-travel requirements being met. The only funding sources that
approve reimbursements with prior approval are the Graduate & Professional Student
Committee (GPSC) and the East Coast Florida Physician Alliance, Inc. Scholarship.
• Travel may experience delays and cancellations due to weather, labor shortages, and other
issues. If a student’s travel plans are delayed or cancelled, please be aware that there is no
additional funding available to cover new flights, hotels, or other costs associated with
interruptions to original travel plans. It will be the student’s responsibility to cover any
additional travel costs associated with travel disruptions. It is recommended that all students
check in early for all flights and sign up for text alerts from the airline carrier.
Professionalism
All students traveling as a member of FIU and representative of HWCOM must follow all
HWCOM policies, rules, and the Code of Professional Conduct (MSH LCME Standard 3.5), FIU
Regulations including Student Conduct and Honor Code (FIU-2501), and all local laws and
regulations, while attending any professional conference or meeting.
Resources
• Funding
o Graduate & Professional Student Committee (GPSC)
o East Coast Florida Physician Alliance, Inc. Scholarship
• CanvasMed – MSC Resources for Travel
o Medical Student Council (MSC) Funding Request Form
o Student Travel Workflow
o Student Travel Guidelines
o Guidelines Exceptions FAQs
o Conference Checklist
• Other
o FIU Travel Manual
o FIU HWCOM Medical Student Handbook
o FIU Student Conduct and Honor Code (FIU-2501)
Mandatory HWCOM Pre-Departure Forms
• CanvasMed – MSC Resources for Travel
o Student Travel Request Form
o Student Information Travel Form
o Travel Release and Assumption Form
112
LCME STANDARDS AND HWCOM POLICIES: FINANCIAL
ASSISTANCE
113
LCME Standard 12.2. Tuition Refunds and Accommodations
Tuition Refund Policy
HWCOM tuition refunds are based on the timing of withdrawal:
• 100 percent of tuition and fees is refunded if a student officially withdraws or is dismissed
from HWCOM in writing before the last day of Orientation (for students in Period 1) or the
last day of the first week of classes of each term during which tuition is applied (for students
in Periods 2, 3, and 4).
• 50 percent of tuition is refunded if a student officially withdraws or is dismissed from
HWCOM in writing before the end of the fourth week of classes of each term during which
tuition is applied. There is no refund of fees.
• 25 percent of tuition is refunded if a student officially withdraws or is dismissed from
HWCOM in writing between the beginning of the fifth week and the end of the sixth week
of classes of each term during which tuition is applied. There is no refund of fees.
• No refund is available after the end of the sixth week of classes of each term during which
tuition is applied.
Exception to the Tuition Refund Policy
Pursuant to Florida Board of Governors Regulation 7.002 (10 & 11), a student who withdraws
from classes after the tuition refund deadline may petition for a 100% refund of tuition and fees
paid for the term if the withdrawal was due to extenuating circumstances, as described below.
A written petition, accompanied by documentation of the extenuating circumstance, must be
submitted to the HWCOM Office of Financial Assistance no later than six months after the end of
the term from which the student withdrew. Failure to submit supporting documentation will
result in denial of the petition.
Extenuating circumstances are those determined to be exceptional and beyond the control of
the student, and include, but are not limited to the following:
• Illness of a student of such severity or duration, as confirmed in writing by a physician, to
preclude completion of the course(s).
• Death in the immediate family (parent, step-parents, spouse, child, sibling, or grandparents).
Petition must be accompanied by family member’s death certificate and appropriate
documentation (i.e., birth certificates) to indicate the student’s relation to the deceased).
• Involuntary call to active military duty. This does not include voluntary active duty or annual
training that has been given prior notice. Student petition must be accompanied by a copy of
military orders.
114
Tuition Accommodation Policy
A medical student enrolled in HWCOM may seek accommodation of tuition when:
• Student has been approved for a repeat academic year at full time status, retaking all
required courses for that academic year. This accommodation must be reviewed and
approved by the Office of Academic Affairs and the Office of Student Affairs on a case-by-
case basis. The accommodation will be applied during the student’s M4 graduating
academic year.
• Student has been approved for enrollment at a less than full-time status in each tuition
period. This accommodation must be reviewed and approved by the Office of Academic
Affairs and the Office of Student Affairs on a case-by-case basis.
• Student enrolled in HWCOM may qualify for an accommodation of tuition when that
student has been approved for a Research, Medical, or Personal Leave of Absence or any
joint degree program (MD-HCMBA, MD-MPH, MD-MSHIA) that has the student completing
a Period term twice so that the student does not accrue additional tuition charges in their
HWCOM career. The accommodation for Leave of Absence qualifies if it is not in
conjunction with an adverse action from the MSEPC resulting in a repeat year. This
accommodation must be reviewed and approved by the Office of Academic Affairs and the
Office of Student Affairs on a case-by-case basis.
115
HWCOM Policy F1. Debt Management Program and Exit Loan
Counseling
Debt Management Program
Debt Management Counseling is available throughout the academic year to students who want
more information about financial aid, personal budgeting, debt management, or other financial
issues. Every first-year medical student receiving financial aid is required to schedule a one-on-
one appointment with staff in the Office of Financial Assistance to discuss cost of attendance,
budgeting, and financial aid questions and concerns before the second disbursement of funds
in November. Continuing students are required to participate in financial aid presentations and
online modules covering a broad range of debt and money management topics.
Exit Loan Counseling
To ensure students understand their responsibility to repay student loans, the federal
government requires all student loan borrowers to undergo Exit Counseling before graduating
or leaving college and entering repayment. General debt and loan repayment strategies
including loan consolidation, loan forgiveness, and deferment/forbearance options are
addressed during counseling sessions. Students are encouraged to discuss any issues or
concerns regarding their debt during their Exit Counseling sessions. Failure to follow through
with mandatory debt management programs and requirements will result in a professionalism
violation.
Debt Management Program Curriculum Syllabi
The Debt Management program is required for all students receiving financial aid loan funds.
All assigned requirements must be met for the next semester financial aid package to be
disbursed.
First Year Med Students, AY1
• Fall Semester:
o Required: Office of Financial Assistance Orientation Presentation – Topics include general
financial aid for upcoming academic year, policies and procedures, loan counseling, debt
management program
o Required: Entrance Counseling Session, One-on-One Appointment with the Office of
Financial Assistance to review completed HWCOM Interactive Budget Worksheet and AAMC
FIRST MED Loans Organizer and Calculator results with NSLDS imported information.
o Optional: “Money Talks,” Financial Literacy Workshops, can include presentations, webinars
• Spring Semester:
o Required: Office of Financial Assistance Debt Management Program Class Presentation –
116
Topics include general financial aid for upcoming academic year, policies and procedures,
loan counseling, debt management program
o Optional: “Money Talks”, Financial Literacy Workshops, can include presentations, webinars
Second Year Med Students, AY2
• Fall Semester:
o Optional: Complete the AAMC FIRST MED Loans Organizer and Calculator with NSLDS
imported information
o Optional: Complete the HWCOM Interactive Budget Worksheet and select AAMC Financial
Wellness online courses
o Optional: “Money Talks”, Financial Literacy Workshops, can include presentations, webinars
• Spring Semester:
o Required: Office of Financial Assistance Debt Management Program Class Presentation –
Topics include general financial aid for upcoming academic year, policies and procedures,
loan repayment, debt management program
o Optional: “Money Talks”, Financial Literacy Workshops, can include presentations, webinars
Third Year Med Students, AY3
• Fall Semester:
o Optional: Complete the AAMC FIRST MED Loans Organizer and Calculator with NSLDS
imported information
o Optional: Complete the HWCOM Interactive Budget Worksheet and select AAMC Financial
Wellness online courses
o Optional: “Money Talks”, Financial Literacy Workshops, can include presentations, webinars
• Spring Semester:
o Required: Office of Financial Assistance Debt Management Program Class Presentation –
Topics include general financial aid for upcoming academic year, HWCOM policies and
procedures, residency and externship expenses, debt management program
o Optional: “Money Talks”, Financial Literacy Workshops, can include presentations, webinars
Fourth Year Med Students, AY 4
• Fall Semester:
o Optional: Complete the AAMC FIRST MED Loans Organizer and Calculator with NSLDS
imported information
o Optional: Complete the HWCOM Interactive Budget Worksheet and select AAMC Financial
Wellness online courses
o Optional: “Money Talks”, Financial Literacy Workshops, can include presentations, webinars
• Spring Semester:
o Required: Office of Financial Assistance Exit Counseling Session Class Presentation. Topics:
Managing Your Medical School Debt and Loan Repayment
Financial Planning for New Physicians
o Required: One-on-One Appointment with the Office of Financial Assistance to review
individual student loan history, loan repayment, financial concerns, and general questions,
required before graduation
o Optional: “Money Talks”, Financial Literacy Workshops, can include presentations, webinars
117
HWCOM Policy F2. Satisfactory Academic Progress for Financial Aid
Eligibility
The Office of Financial Assistance (OFA) is required by federal regulations to monitor the
academic progress of financial aid recipients. Financial aid recipients must comply with the
Satisfactory Academic Progress (SAP) Policy as a condition of initial or continued eligibility.
Financial aid probation: A status a school assigns to a student who is failing to make SAP and
who successfully appeal. Eligibility for aid may be reinstated for one payment period.
HWCOM Standards for Satisfactory Academic Progress
• Maximum Time Frame Standard - A medical student cannot exceed 160% of the published
length of the medical degree program based on total credit hours. The current medical
degree requires 189 credit hours, 160% of 189 credit hours = 303 total credit hours. Students
must complete the program within six years from the date of first matriculation, except for
those students seeking dual professional degrees. This time frame cannot be appealed.
• Quantitative Measure of Progress Standard - A medical student must progress through the
medical degree program to ensure that they will graduate within the maximum time frame.
The pace at which a student is progressing is measured by dividing the total number of
credit hours the student has successfully completed by the total number of credit hours
attempted including courses that a student failed, received a W for withdrawal, and/or
repeated. Incompletes do not affect pace calculations. A student not meeting a completion
rate of 63% or higher must submit a SAP appeal to the HWCOM OFA.
• Qualitative Measure of Progress Standard - A medical student is expected to successfully
complete each period of study and be promoted to the next level of medical education. A
student placed on academic probation and is repeating an academic period must submit a
SAP appeal to the HWCOM OFA.
Evaluation, Appeals, and Reestablishing Aid Eligibility
• Academic Progress Evaluation. Medical students who receive Title IV aid (Direct Loans),
scholarships, and/or grants must meet SAP. SAP Standards are reviewed by the HWCOM
OFA annually at the end of each academic period of study. All prior academic progress is
evaluated to determine eligibility for financial aid even if a student has not previously
received financial aid.
• Appeals. A student who fails to meet SAP policy standards, and remains a HWCOM student,
must submit an SAP Appeal form to the HWCOM OFA. Unfortunate or unforeseen
118
circumstances may occur in the lives of students, and these events can adversely affect
student’s academic progress. For this reason, students must submit an SAP Appeal Form
and a personal statement that explains any mitigating situations, why the student failed to
make SAP, and what has changed that will allow the student to make SAP at the next
evaluation. Supporting documentation may be submitted along with appeals to HWCOM
OFA. Students with approved appeals are placed on a financial aid probationary status
which allows for financial aid award packaging and disbursement. Denied appeals will lose
all aid eligibility.
• Reestablishing Eligibility. A student may receive Title IV and other financial aid during the
financial aid probationary period. If at the annual evaluation, the student has successfully
met SAP, the financial aid probationary status ends, and the student may continue to
receive Title IV and other financial aid in good standing. If at the end of the financial aid
probationary period the student does not meet SAP, eligibility is changed from approved
appeal to denied aid eligibility. Students in the status of denied aid eligibility are not
allowed to receive financial aid moving forward until the standards of the SAP policy are
successfully met.
