KHSC-KansasCOM Academic Policies and Procedures

Student Research Requirements

Development of research and scholarly activity skills are a vital component of osteopathic education and the future practice of osteopathic medicine. All KHSC-KansasCOM students will be required to complete the following activities:

1. Participation in a four-year research educational program consisting of:
   • Didactic lectures in research methods, biostatistics, critical appraisal of medical literature, and evidenced-based medicine,
   • The application of web-based research resources to clinical medicine, and
   • Demonstration of research principles in small group discussions, case presentations.
2. Participation in one or more of the following research activities:
   • Protocol development.
   • Literature review.
   • Institutional Review Board activities (presenting a proposal or participating in a review).
   • Data collection.
   • Dissemination of research findings (poster presentations, oral presentations, and/or publication).

Accountability of the Student and Self-Directed Learning

Students are required to become familiar with the academic policies, curriculum requirements, and associated deadlines as posted to this handbook and catalog. The Office of Student Affairs will aid students in understanding the academic program requirements, if necessary. It is the student's responsibility to know and comply with all institutional policies and procedures and to meet all stated requirements for the degree. It is also the student's responsibility to monitor, daily, their campus email, Canvas account, the KHSC-KansasCOM website, and KHSC-KansasCOM's student portal for important information.

KHSC-KansasCOM students are expected to demonstrate an affinity for and proactive approach to self-directed learning. Promotion of self-directed learning is essential in developing osteopathic physicians who will provide effective, empathic, and innovative care both now and in the years to come. Students will engage in several activities to develop life-long learning skills including:

• Completion of pre-classroom work assignments
• Development of an independent learning plan
• Scholarly activity
• Preparation for clinical educational experiences
• Teamwork and interprofessional collaboration

These activities require students to be active participants in their own education and the education of their peers.

Accommodations

KHSC-KansasCOM is committed to an environment in which all students are treated with respect, dignity, and parity. This policy is intended to further KHSC-KansasCOM’s commitment to non-discrimination based on disability and to allow equal access to programs, services, and activities in accordance with the Americans with Disabilities Act 2008 (ADA), Section 504 of the Rehabilitation Act of 1973 (Section 504), and other applicable federal, state, and/or local laws. KHSC-KansasCOM’s commitment includes this process for reviewing requests, evaluating eligibility, and determining what, if any, reasonable accommodation may be provided to students consistent within applicable law. This policy applies to all current students and accepted candidates planning to matriculate in KHSC-KansasCOM’s educational programs.

Policy Coverage

As set forth pursuant to applicable law, an individual with a disability is a person who:

• has a physical or mental impairment that limits one or more major life activities, such as caring for oneself, performing manual tasks, learning, walking, seeing, hearing, breathing, and working.
• has a history of such an impairment.
• and/or is regarded as having such an impairment.

A student who is deemed to have a disability under the law may be eligible for reasonable accommodation(s) to allow for equal access to KHSC-KansasCOM’s educational program unless the reasonable accommodation creates an undue burden or fundamentally alters the nature of the education program.

Procedure to Request Reasonable Accommodation

A student with a disability may make a request for reasonable accommodation by pursuing the following steps:

1. The student shall complete the Student Request for Accommodation Form which requires the student to provide information about their disability, along with the accommodation(s) being requested. The Student Request for Accommodation Form is available in the Office of Student Affairs and Services. A request for reasonable accommodation should be made by the student as early as possible to allow for adequate time to process the request. It is recommended that a student submit the completed form above, and provide all substantiating information, no later than four weeks prior to the start of the relevant academic term, or as soon as possible after the onset of a disability, to allow for sufficient time for review.
2. The Student Request for Accommodation Form, along with all required information, must be submitted by the student to the following:
   • The KHSC-KansasCOM Disability Services Coordinator (Office of Student Affairs and Services)- For requests related to reasonable accommodation pertaining to educational programming, services, and activities at KHSC-KansasCOM.
   • The KHSC-KansasCOM Disability Services Coordinator (Facilities)- For requests related to reasonable accommodation pertaining to physical access to campus, buildings, and other facilities at KHSC-KansasCOM.
3. All requests for accommodation are evaluated through an interactive process which includes an individualized assessment and interaction between the student and the relevant disability services coordinator. The interactive process may include, but is not limited to, a review of the student’s request and substantiating medical/clinical information, an assessment of the student’s abilities, an evaluation of possible reasonable accommodations, and a determination of approved reasonable accommodation(s), if any.
4. As part of the interactive process, the student shall submit medical/clinical information to substantiate the request. The disability services coordinator may need to consult with the student’s health care provider, and the student shall submit a signed Release of Information Form to allow for the release of medical/clinical information and further discussion of the same. (The professional performing the assessment and writing the report cannot be a KHSC-KansasCOM faculty member, nor a family member related to the student.)
5. After a determination is reached, the Disability Services Coordinator will inform the student, in writing, of the decision.
6. Keep in mind that all requests for reasonable accommodation must be made pursuant to this procedure. Accommodations are not handled, nor determined by a faculty member. Requests for reasonable accommodation and initial determinations are handled by the relevant disability services coordinator and the Associate Dean for Student Affairs and Services.

Accommodations Appeal Process

If a student is not satisfied with the outcome of the process outlined above, the student may file a written appeal of the accommodation determination issued by the disability services coordinator. The student’s written appeal must be submitted to the Associate Dean for Student Affairs and Services within ten days (10) of receipt of the prior written determination. It is the student’s responsibility to file a complete and accurate appeal before the deadline. Contact information for the Associate Dean for Student Affairs and Services is:

Richard P. Winslow, Ph.D.
rwinslow@kansashsc.org

Failure to file a timely appeal immediately ends the appeal process. Appeals must include a full explanation of the grounds for the appeal and the reason the decision should be reconsidered and/or overturned.

The Dean and Chief Academic Officer for the College of Osteopathic Medicine will review the written appeal and may choose to meet with the student. In that case, the student must present their appeal in person. The Dean and Chief Academic Officer shall provide a final written determination to the student within a reasonable timeframe.

Timing of Determinations

In some cases, the entire process cannot be completed before an accommodation must be implemented. In these rare circumstances, on a case-by-case basis and when reasonable, a temporary accommodation may be implemented pending completion of the disability accommodation process under this policy. Such a temporary accommodation is implemented solely based on the need for additional time to complete the disability accommodation process and shall be in place only until the disability accommodations process is complete. The provision of a temporary accommodation does not in any way change the requirements of this policy, nor is a student relieved of meeting those requirements.

Temporary Medical Accommodations

Students who have a temporary medical condition can apply for temporary medical related accommodations by completing the Student Request for Temporary Medical Accommodations form. This request differs due to the short-term, temporary nature of the illness, injury, or medical condition of the student since the Student Request for Temporary Medical Accommodation is intended for short-term and temporary medical conditions (i.e., broken limb, influenza, etc.).

Additional Accommodations

A student who already has a reasonable accommodation(s) granted in their educational programming, and seeks additional reasonable accommodation(s), must complete the Student Request for Accommodation form. The same process will be followed as described above for Student Reasonable Accommodation request.

Renewal of Accommodations

At the start of every new academic year, the student will need to request reasonable accommodation(s) for that year by completing the Student Request for Accommodation form. These renewal requests are reviewed and handled by the Disability Services Coordinator. This gives each student the opportunity to inform KHSC-KansasCOM of any adjustments based on disability-related needs, program changes, and/or the need for modifications to previously granted accommodations.

Communication of Reasonable Accommodation

The Disability Services Coordinator in the Office of Student Affairs will be responsible for communicating the student’s granting of reasonable accommodation only to relevant faculty, proctors, or others when deemed appropriate.

Service Animals

KHSC-KansasCOM is committed to providing individuals with disabilities full and equal access to services. Service animals are permitted in all areas of the KHSC-KansasCOM campus that are open to the public, provided the service animal does not pose a direct threat or fundamentally alter KHSC-KansasCOM’s operations or procedures.

A service animal is a dog that is individually trained to do work or perform tasks for a disabled person. Dogs that solely provide companionship, comfort, and/or emotional support are not service animals under the Americans with Disabilities Act and therefore are not allowed on-campus.

Student Policy on Pregnancy and Related Conditions

KHSC-KansasCOM is committed to creating and maintaining a safe learning and working environment that is free of unlawful discrimination, harassment, exploitation, or intimidation. As such, KHSC-KansasCOM prohibits sex discrimination, which can include discrimination based on pregnancy, family, marital, or parental status in admissions, educational programs and activities, hiring, leave policies, and employment policies.

Pregnancy is typically treated similarly to a temporary disability. Under this policy, a student will be given appropriate accommodations that may include but are not limited to an opportunity to make up missed work (e.g., papers, quizzes, tests, presentations, and other assignments), extended deadlines, independent study, online course completion or remote attendance, assignment of Incomplete grade. To the extent possible, KHSC-KansasCOM will take reasonable steps to ensure that pregnant students who take a leave return to the same position of academic progress that they were in when the leave began. The Title IX Coordinator or designee has the authority to determine that such accommodations are necessary and appropriate and to inform faculty members of the need to adjust academic parameters accordingly.

Click here for information and access to the Student Policy on Pregnancy and Related Conditions.

Registration for Courses

Unlike traditional undergraduate and graduate institutions where students individually register for courses, KHSC-KansasCOM engages in block registration for each student cohort. The student’s respective department sends enrollment information to the Office of the Registrar every trimester. Students are responsible for reviewing their enrollment within the KHSC-KansasCOM Student Portal prior to each trimester to ensure that they are enrolled correctly.

The last day to add a class is the close of business at the end of the fifth day of business after the published first day of classes in the Academic Calendar. The first day of classes varies by class year. This policy does not apply to clinical rotations and/or clerkships.

KHSC-KansasCOM students are required to report for orientation as specified in the Academic Calendar. OMS I KHSC-KansasCOM students who fail to appear for the start of orientation risk losing their seat unless other arrangements have been made and approved by institutional staff.

OMS III and OMS IV KHSC-KansasCOM students must complete registration materials, including financial aid arrangements, prior to participating in clerkships. OMS III and OMS IV KHSC-KansasCOM students are not required to be physically present on campus for registration.

All outstanding financial obligations to KHSC-KansasCOM or KHSC-KansasCOM affiliated clerkship sites must be cleared for a student to be registered. Students who are not in compliance with institutional policy(ies) may not attend classes or participate in clerkships.

Attendance

Commencement and Orientation Requirements

All new Kansas Health Science Center (KHSC-KansasCOM) students are required to attend all aspects of orientation activities, in person. Similarly, all graduating students are required to attend commencement ceremonies, as students are required to take their Osteopathic Oath at the ceremony and must be present to do so.

Attendance Policy and Absences

Because students are in training to become physicians, course attendance is expected for all students by KHSC-KansasCOM.  Attendance is required for all labs and any other classroom or lab activity that is noted by the course director.  Any faculty member may require attendance for their lectures.  Students wishing to attend any course via Zoom, must seek approval from the Course Director, prior to the course session occurring.  See the course calendar/schedule for required elements.  This information will be posted to the schedule and may be revised at any time by the faculty member.  Any student may be required to attend lectures, in-person, by the Dean, Associate Deans, Student Promotion Committee (SPC), or a designee of the Dean/Chief Academic Officer. 

Excused Absence Policy

A student may be excused from attending a course but may miss activities or clinical skills that cannot and will not be replicated.  If the student chooses to miss that class session, they then miss that activity and/or clinical skill demonstration and must understand that they will not be able to gain that knowledge after said absence. Although the missed activity may not be replicated, the faculty member may still require work to be done for the student to earn the grade points associated with the missed activity. 

Students may be excused for the following reasons:

• Medical Issue (Illness)- The student must provide documentation of illness.
• Emergency (Not Predictable)- The student will be required to provide documentation of emergency.  This includes funerals. 
• Observance of KansasCOM-Approved Religious Holiday- See Religious Holiday policy for more information. 
• Military Service/Civic Responsibilities- The student will be required to provide documentation of said service, whether military or jury duty. 
• Conference/Research Participation- Students chosen to present a research study or poster presentation at a national conference are excused.  Students who are national organization officers and are required to attend the conference are also excused.  All students attending conferences or national meetings must be in good academic standing.  Those who are not will not be excused.
• Mental Health Days- Each student is provided three (3) mental health days, per academic year, one per trimester. Students can utilize these mental health days on any day when there is not a graded assignment, such as exams, quizzes, OSCHEs, SP Encounters, Practicals, etc. Students wishing to take a mental health day will submit their notification to do so via Guardian utilizing the Excused Absence Policy form. The form includes an option to select “Mental Health Day” as the reason why they will not be present. As long as there is no required/graded assignment scheduled on that date, the request will be approved.

All excuses are subject to verification. The student may be required to produce proof of travel, documentation that is dated, documentation from a third party, proof of ceremony, etc. before a decision will be made as to whether their absence is excused.    

Once the student is back from their absence, the student is required to contact the Course Director to ensure compliance with course policies and follow-up procedures. 

Students who do not have an excused absence, who miss an exam, will be assigned a grade of zero (0) for that particular exam. 

Should a student miss an exam, due to an excused absence, the student has 3 business days to make up the exam.  The Office of Assessment and Testing Services will set the date of the make-up exam.  The student is required to take the make-up exam by the end of that 3-business day period.  If the student does not comply with the exam schedule, a grade of zero (0) will be entered into the grading rubric for the exam. 

The following are common examples of absence requests that will not be approved: work off-campus, shadowing with an off-campus physician during class hours, not being prepared for the scheduled exam, and leisure related travel.

Each student is required to follow this process to request and document the excused absence:

1. The student submits an excused absence request and supporting documentation or justification as outlined during student orientation. 
2. The Office of Student Affairs verifies if the student is in “Good Academic Standing” as part of the absence review process.  Student Affairs reviews the supporting documentation to determine if it is sufficient.  If additional information is needed, Student Affairs and/or the Course Director will reach out to the student with a detailed request for additional documentation.
3. The student’s excused absence request is delivered to the Office of Student Affairs for review. The Office of Student Affairs staff will review the request, including the Course Director’s feedback, and will communicate the decision to the student.    
4. The decision for approval or denial of an excused absence request will be given to the student and other appropriate parties within 48 hours of submission or the same day if the situation warrants.  At times, due to the nature of the request, a review may be escalated to a higher authority for review.  If so, the student will be notified of the delay and a decision will be made as quickly as possible.
5. An excused student may not be penalized for the absence and must be allowed to take an examination or complete an assignment, from which the student is excused, within 3 business days after the absence.  Although the missed activity may not be replicated, the faculty member may still require course work, of their choosing, to be done for the student to earn the grade points associated with the missed activity. 

The Course Director may take appropriate action if a student fails to satisfactorily complete an assignment or examination by the stated period. Students who miss required classes, without an excused absence, may be required to make-up the activity, but will receive no grade points, and may be referred to the Office of Student Affairs for professional review.

Attendance Policy OMS III & OMS IV

Attendance at all clerkship-and-rotation-related activities is mandatory; therefore, any absence requires an excuse and documentation. Failure to notify Clinical Education and/or the clerkship site/preceptor of any absence from a clerkship, regardless of the reason or number of hours absent, may result in a meeting with Clinical Education regarding lack of professionalism and could result in a failing grade of the clerkship.

An Absence Request Form and supporting documentation must be submitted directly to KHSC-KansasCOM clinical clerkship representative. All submitted absence forms must include a detailed make-up plan for the absence to be considered. Only completed, signed forms are processed. Decisions rendered through this process are final. There are no exceptions to this policy and failure to follow the process will be considered an unexcused absence. A representative from Clinical Education will notify the student, via email, when a decision has been reached. Scheduled absences are not and should not be considered approved until the official Absence Request Form is signed by the appropriate leader in clinical education.

Class Cancellation

In very rare circumstances, there may be a situation that arises that requires a faculty member to cancel a course session. If this occurs, you will be notified electronically of the cancellation as well as when that course lecture will be rescheduled.

Kansas Health Science Center’s (KHSC-KansasCOM) President and/or designee of KHSC-KansasCOM may declare KHSC-KansasCOM closed or delay opening due to inclement weather. In the event this should occur, a decision will be made no later than 7:00 a.m. and announced to the campus community.

Electronic announcements will be sent to all students, faculty, and staff via email and other electronic announcement systems. If an announcement is not made regarding the closing or delay of opening of KHSC-KansasCOM, students should assume that KHSC-KansasCOM is open and attend class at the regularly scheduled times.

In cases of extended class cancellations/delays, such as the result of a campus emergency, natural disaster, or public health crisis, KHSC-KansasCOM will work with the Commission on Osteopathic Accreditation (COCA) to develop alternative educational plans that will be communicated to all KHSC-KansasCOM students.

Religious Holiday Policy for Students

Approved Religious Holidays for the 2024-2025 Academic Year

KHSC-KansasCOM makes every effort to honor specific religious holy days throughout the academic year, while recognizing that it is not possible to recognize all holidays equally and provide the curriculum in its totality. KHSC-KansasCOM will seek to reasonably honor students’ wishes to celebrate recognized holy days. This includes making an effort to not schedule exams on specific dates. Should a student wish to be excused from classroom, lab, or exam activities on a specific holy day, they will need to follow the excused absence request policy and procedures.

The following days are dates recognized by KHSC-KansasCOM as acknowledged holy days. Students may request to be excused from class activities for the following dates only:

• Eid al Adha (Islam)
• Rosh Hashanah (Jewish)
• Yom Kippur (Jewish)
• Diwali (Hindu, Jain, and Sikh)
• Hanukkah (Jewish)
• Christmas (Christian)
• Easter (Christian)
• Eid al Fitr (Islam)

Student Absence Due to Observation of Approved Religious Holy Day

A student may be excused from attending classes or other activities, including examinations, for an observance of an approved religious holy day, including travel for that purpose.

1. The student should review KHSC-KansasCOM’s list of approved religious holidays in advance of making an excused absence request.
2. If the holiday is an approved holiday, the student should then notify the Office of Assessment, as early in the academic year as possible, of their need to have an excused absence for said holiday.
3. If the Office of Assessment approves the excused absence request, the Course Director will be notified of the student’s absence.
4. An excused student may not be penalized for the absence and must be allowed to take an examination or complete an assignment from which the student is excused within a reasonable period after the absence. The faculty member may take appropriate action if a student fails to satisfactorily complete an assignment or examination within the stated period. **

** This policy applies to all OMS I and OMS II students. OMS III and OMS IV students are subject to the holiday schedules of the site(s) at which they are rotating. Students rotating in OMS III and OMS IV should expect to have to work on most holidays, consistent with medical practices nationwide.

Academic Performance Policy

Students will have their academic performance reviewed and assessed consistently while attending KHSC-KansasCOM. Students whose academic performance is failing or falls below an acceptable level will be reviewed by the Student Support Team (SST) and/or the Student Performance Committee (SPC).

Students who fail a course, board examination, and/or clinical rotation are subject to academic review by the SPC. The review is conducted to assist the student in determining what might be hindering their academic performance, receive advice on how to adjust their performance, and assess whether additional KHSC-KansasCOM resources are needed to assist the student. SPC also reviews students’ progress towards graduation and plays a key role in approving all students to move from one year to the next within the curriculum, as well as approving all students to graduate from KHSC-KansasCOM.

Students should refer to the Student Rights, Professionalism, and Responsibilities section in the Student Handbook and Academic Catalog to understand the process of any SPC review. In addition, students should review the Cumulative Failure Policy outlined in the Student Handbook and Academic Catalog to ensure they understand how multiple course/board exam/clinical rotation failures can impact their course of study at KHSC-KansasCOM.

Student Performance Committee (SPC)

The SPC is a committee made up of KHSC-KansasCOM employees and students, charged with being the primary team responsible for review of the totality of students’ academic and behavioral performance.

The SPC reviews the academic records of students who have failed specific required elements for graduation and/or any student who has failed to show substantive academic progress in the path of study including demonstrated lapses in professionalism. For more details about the SPC and its policies and procedures, see the student handbook portion of this document.

KansasCOM Failure Policy

The academic related failures and/or the circumstances that fall under this failure policy include the following: 

• Course/section/module/remediation failure 
• COMLEX Level 1 & Level 2-CE failure 
• Clerkship rotation failure (Students must having a passing grade on both their rotation and their subject COMAT exam in order to pass a rotation)

The failures described above accrue cumulatively over a student’s academic career at KHSC-KansasCOM. If the student has an academic failure(s) from a previous year, then the failures accrue in a cumulative manner. For example, if a student has failed one course in OMS I and fails another in OMS II, the failure is considered the student’s second failure.  

For academic related failures and reviews, the Student Performance Committee (SPC) process is listed below. Please note that course failures affect Satisfactory Academic Progress (SAP). Please review the SAP policy in the Financial Aid section of the Student Handbook and Academic Catalog. 

A failure of a course/section/module/exam is still considered a failure, for the purposes of this policy, even if the student successfully remediates the course/section/module/exam.

First Failure

Students obtaining their first failure are automatically granted the opportunity to remediate said failure. The student should expect to be contacted by KansasCOM faculty and/or staff to discuss their academic progress and what support systems can be put in place to assist the student in improving their academic progress. The student may be required to create a Learning Enhancement Plan as part of these conversations.

Second, Third, and Fourth Failures

Students obtaining their second, third, and fourth failures are automatically required to go before the SPC committee for academic review. The Office of Student Affairs will notify the student of the date/time of their meeting with the committee and will advise them on how to prepare for the hearing. Any student obtaining their second, third, or fourth failure are subject to academic review and may be considered for being required to repeat an academic year or be considered for academic dismissal.   

Students who accumulate three failures in a single academic year are subject to being required to repeat that academic year. This is done to ensure the long-term retention of the student by having them strengthen their didactic knowledge levels. The student is required to pay full tuition and fees for the repeated year. This avenue is not available to all students and is determined on a case-by-case basis.  

Students who have two failures in OMSI/OMS II and then a third failure due to failing the COMLEX Level I exam may be subject to being required to repeat their OMS II year due to their poor performance on the COMLEX. 

There is no guarantee of a specific number of failures which leads to a student being considered for academic dismissal. Any course/section/module/remediation failure can trigger a review of a student’s record and academic progress and is considered by SPC.

SPC Appeal Process

The student must submit an appeal in writing to the Dean and Chief Academic Officer (the student can notify KHSC-KansasCOM of their intent to appeal by either emailing the Associate Dean for Student Affairs and Services or by submitting their appeal in writing to the Dean and Chief Academic Officer of KHSC-KansasCOM). That written appeal must be submitted for review within five business days of receipt of the initial decision. Appeals must clearly outline the sanction(s) the student is appealing along with any additional information that includes new evidence, evidence of improper procedure or new arguments that could not be provided at the time of the original hearing. Disagreement with KHSC-KansasCOM policy is not considered a compelling argument for appeal.

The appeal is considered by the Dean and Chief Academic Officer with the autonomy to uphold the appealed decision, reverse the decision altogether, or change the decision by making the sanction(s) either more or less severe. Students can expect a decision on their appeal within a reasonable period from the appeal submission date. Once the Dean/Chief Academic Officer has rendered a decision on an appeal, the decision is final with no additional options for appeal.

Repeat the Academic Year

Students may have to repeat an academic year. KHSC-KansasCOM reserves the right to approve a request to repeat a year or require students to repeat a year of the curriculum.

This is done in one of two ways:

1. The student requests a leave of absence, or,
2. The student is required to repeat a year of the curriculum due to poor academic performance.

In the case of potential leaves of absence, students may find themselves in unique circumstances which may require them to take time off which results in repeating an academic year. These circumstances are reviewed on a case-by-case basis and follow the Leave of Absence (LOA) Policy in the Student Handbook and Academic Catalog. There is no guarantee that a student’s request to go on a leave of absence will be granted.

In the case of students who may find themselves in a difficult position due to poor academic performance, some students may be required to repeat an academic year consistent with the Course Cumulative Failure Policy.

All leaves of absence requests are reviewed by the Associate Dean for Student Affairs and Services, who reviews the request and makes a recommendation to the Dean and Chief Academic Officer, who has final approval.

In the case of students who have multiple course failures in a year, the Student Performance Committee (SPC) reviews all circumstances and makes the final decision. Any student not satisfied with the decision of the SPC may appeal the decision to the Dean and Chief Academic Officer.

Any student considering the ramifications of repeating an academic year, regardless of reason, should reach out to the Office of Student Affairs and Services for answers to their questions.

Academic Probation

Academic probation is an official status from KHSC-KansasCOM , stating that the student is under the most sensitive academic monitoring and improvement plan, which becomes part of the student’s academic record for the period they are on probation. This status is typically applied when one or more of the following occur:

• One or more course failures.
• Failure of a national board examination.
• Student’s grades in courses fall below a concerning threshold (at or near 70%).

Students placed on academic probation have their academic status monitored. In addition, students on academic probation must attend all classes. Students on academic probation are suspended from participating in a dual-degree program or other additional academic commitments and will be administratively withdrawn. Academic probation may also include the suspension of the student’s normal rights to participate in extracurricular, co-curricular, and other nonacademic activities, including but not limited to the student not being allowed to hold a leadership position in a student organization. Typically, students who are placed on academic probation cannot fail any other course, section, clerkship, shelf exam, and/or national examination. The typical length of academic probation is one year, unless otherwise specified, from the time the student is formally notified of being placed on this status.

Students placed on academic probation are subject to a Satisfactory Academic Progress (SAP) review, for Title IV funding purposes, via the Office of Financial Aid.

Academic Warning

Academic warning is a state of warning from KHSC-KansasCOM to the student indicating that the institution is concerned about the student’s academic performance. This status is typically applied when one or more of the following occur:

• Multiple course exam failures.
• Student’s grades in courses fall below a concerning threshold (at or near 70%).
• Behavioral cues by the student which may indicate academic or personal distress.

Students placed on academic warning may be required to take actions deemed necessary to help improve academic performance. These actions may include but are not limited to regular meetings with Learning Enhancement staff, sessions with KHSC-KansasCOM affiliated psychologists/counselors, required course attendance, meetings with tutors and/or faculty members, temporary loss of student leadership privileges, and providing frequent status updated to key faculty/administrators.

Students placed on academic warning status are subject to a Satisfactory Academic Progress (SAP) review, for Title IV funding purposes, via the Office of Financial Aid.

Dismissal

KHSC-KansasCOM has the highest expectations for student professionalism and personal behavior. KHSC-KansasCOM reserves the right, at its sole discretion, to dismiss any student, at any time prior to graduation, in the event of a breach of the Professional Code of Conduct, any policy or directive set forth in the KHSC-KansasCOM Student Handbook and Academic Catalog, or failure to satisfy any requirement for graduation; provided, however, that all procedures for review or action be adhered to accordingly.

Repeated Coursework

Courses in which a student has received a failing grade may be repeated and may be eligible for financial aid. However, a student may receive aid for repeating a previously passed course only once with prior approval from the SPC and Office of Financial Aid. All course enrollment and earned grades will remain on a student’s official transcript. Once a student successfully repeats a course, both grades will remain on the transcript, but only the most recent grade will be used for the purpose of earned credit.

Course Drops & Withdrawals

Students who wish to drop/withdraw from a single course or multiple courses, but not withdraw completely from KHSC-KansasCOM, must adhere to the following procedures:

The deadline to drop a course is the end of business the day of the fifth day of classes. Students who wish to drop a course must officially communicate their request to their department and/or the Office of the Registrar within the prescribed time requirements and prior to the deadline. A student who drops a course within the prescribed time requirements will have no record of the course on their transcript.

Students may withdraw from certain courses with the permission of the Dean and Chief Academic Officer after the drop deadline and up to the last day to withdraw as defined by the academic calendar. Course withdrawals are recorded as a W on the student’s academic transcript. Students may not withdraw from a course with a W after the withdrawal date. Students who withdraw from courses after the withdrawal date will receive a failing grade. Students are not eligible to withdraw from a course after the course has ended.

Students need to understand that withdrawing from a KHSC-KansasCOM course may have significant ramifications for their course schedule and progression within the curriculum. Course withdrawal may also have financial aid implications. Students are advised to talk with Financial Aid prior to dropping a course.

Exceptions to this policy may be granted based on extenuating circumstances only. Appeals to the withdrawal deadline are only granted following submission of a written petition, with the approval of the course director and the Dean and Chief Academic Officer of KHSC-KansasCOM.

KansasCOM Course Remediation Policy (OMS I and OMS II)

A student will be required to remediate any course in which they do not receive a passing grade (69.99% or lower course score) as their overall course grade. In an academic year, students may remediate only when given permission by the Student Performance Committee (SPC). Students may remediate no more than two courses in a single year. Students can only accumulate five course, rotation, or board exam failures in their four years of medical school. 

Remediation of a course requires the student to pass a remediation exam that is created by the course director of the failed course. The content within the remediation exam is at the sole discretion of the course director but will align with the original exam’s content and level of difficulty. The student will be expected to pass that remediation exam, at a 70% or higher, to successfully remediate the failed course. 

Successful remediation of a course failure requires an average, minimum score of 70% or higher, without any curve adjustments to the exam scores, in all components of the remediation. All courses must be successfully remediated prior to the student being promoted to the next academic year. Students who have not successfully remediated a failed course(s) are not eligible to sit for COMLEX-Level I or Level II. 

Students may remediate only during the designated remediation periods that have been established by Academic Affairs. Those remediation times often include, but are not limited to, key holidays and often run contiguous to holidays on the calendar such as Thanksgiving, the December holiday time period, and Spring Break.

Remediation Process 

• Final grades are determined for an exam and course after a review of the exam questions by the Office of Assessment and the course director. 
• Following a course failure, the student will be notified, in writing, of the failure by the Office of Student Affairs. 
• The communication to the student will include instructions and requirements. The student should ensure close adherence to all instructions. The letter will also outline when and if the student will appear before the Student Performance Committee (SPC). 
• If the student is required to appear before the SPC, and completes that meeting with the committee, the SPC will send a letter to the student notifying them if they are allowed to remediate and provide them the date of the remediation and any other requirements that are part of that notification. 
• Failure to comply with any requirements will be shared with the Student Performance Committee (SPC) for disposition. 
• Prior to the date of remediation, the Office of Assessment will notify the student of the date/time of their remediation and provide any testing related details that are pertinent to the examination. 

Promotion and Graduation Process and Criteria

The record of each student will be reviewed each year to evaluate the student’s potential for continuance. At the end of the academic year, the Student Performance Committee (SPC) may recommend promotion to the next year of the curriculum, makeup examinations, summer remediation, or dismissal.

KHSC-KansasCOM only graduates students who meet and surpass the minimum expectations outlined and required by COCA accreditation. At a minimum, a graduate must be able to:

• Demonstrate basic knowledge of osteopathic philosophy and practice osteopathic manipulative treatment.
• Demonstrate medical knowledge through one or more of the following:
  • Passing course tests.
  • Standardized tests of National Board of Osteopathic Medical Examiners (NBOME) and end-of-clerkship tests.
  • Research activities, presentations, and participation in directed reading programs and/or journal clubs.
  • And/or other evidence based medical activities.
• Demonstrate interpersonal and communication skills with patients and other health care professionals.
• Demonstrate knowledge of the profession, ethical, legal, practice management, and public health issues applicable to medical practice.
• Demonstrate basic support skill as assessed by nationally standardized evaluations.

To demonstrate these expectations have been met in an objective manner, each student must demonstrate minimum knowledge in each discipline prior to graduation. This includes the basic science disciplines (anatomy, biochemistry, behavioral science, bioethics, embryology, genetics, histology, immunology, microbiology, neuroscience, pathology, pharmacology, and physiology) and clinical sciences (osteopathic clinical skills, family medicine, internal medicine, obstetrics and gynecology, pediatrics, psychiatry, surgery, and emergency medicine).

Student Promotion and Recommendation for Graduation

The Student Performance committee (SPC) shall review each student’s record to make sure promotion and graduation requirements have been met. The committee will be responsible for recommending candidates for promotion and graduation to the Dean’s Council. The Dean’s Council will review eligible candidates and recommend a final slate of students for promotion and graduation to the Dean and Chief Academic Officer. The Dean and Chief Academic Officer can accept or reject the Dean’s Council’s recommendations. All decisions of the Dean and Chief Academic Officer are to be considered final. The Promotion and Graduation procedure are described in detail in the Student Promotion and Graduation Policy.

Student Promotion and Graduation Policy

Successful transition OMS I to OMS II

• Students who have completed the following requirements will be eligible to be promoted to OMS II of the program:
• Successful completion of all required OMS I coursework.
• Documentation of current health insurance on file with the Office of Student Financial Services; and
• Professional good standing - not under disciplinary action(s) for unprofessional conduct as defined in the Student Professionalism Policy.

Students meeting these requirements will be reviewed by the Student Performance committee (SPC). Upon review, a slate of student candidates will be forwarded to the Dean’s Council who will make recommendations regarding individual student promotion to the Dean and Chief Academic Officer. The Dean and Chief Academic Officer will make the final decision on student performance.

Successful transition OMS II to OMS III

Students who have completed the following requirements will be eligible to be promoted to OMS III of the program: 

• Successful completion of all required OMS II coursework. 
• Completion of/or passing Score on the COMLEX Level 1 examination prior to June 30. 
• Updated and negative drug screening on file with the Office of the Registrar. 
• Documentation of all required health records on file with the Office of the Registrar. 
• Documentation of current health insurance on file with the Office of Student Affairs and Services. 
• Updated background check on file with Office of the Registrar. 
• Professional good standing not under disciplinary action(s) for unprofessional conduct as defined in the Student Professionalism Policy. 

Students meeting these requirements will be reviewed by the SPC. Upon review, a slate of student candidates will be forwarded to the Dean’s Council who will make recommendations regarding individual student promotion to the Dean and Chief Academic Officer. The Dean and Chief Academic Officer will make the final decision on student performance. 

Successful transition OMS III to OMS IV

Students who have completed the following requirements will be eligible to be promoted to OMS IV of the program:

• Successful completion of all clinical rotations by June 30
• Updated background check on file with the Office of Clinical Education
• Updated and negative drug screening on file with the Office of Clinical Education
• Documentation of all required health records (including current PPD) on file with the Office of Clinical Education
• Documentation of current health insurance on file with the Office of Student Affairs; and,
• Scheduling of/or passing score on the COMLEX level 2 CE and PE examinations
• Professional good standing not under disciplinary action(s) for unprofessional conduct as defined in the Student Professionalism Policy.

Students meeting these requirements will be reviewed by the Student Performance Committee, or SPC. Upon review, a slate of student candidates will be forwarded to the Dean’s Council, who will make recommendations regarding individual student promotion to the Dean and Chief Academic Officer. The Dean and Chief Academic Officer will make the final decision on student performance.

Students who fail to complete any requirement may not be allowed to engage in audition/sub-internship externships until the requirements are completed and they are certified for OMS IV.

Graduation

Students who have completed the following requirements will be eligible to be considered for graduation.

• Successful completion of all academic requirements
• Passing score on COMLEX - USA Level 1 and Level 2CE
• Professional good standing not under disciplinary action(s) for unprofessional conduct as defined in the Student Professionalism Policy.

Students meeting these requirements will be reviewed by the SPC committee. Upon review, a slate of student candidates will be forwarded to the Dean’s Council, who will make recommendations regarding individual student graduation to the Dean and Chief Academic Officer. The Dean and Chief Academic Officer will make the final decision on student graduation status.

Commencement attendance is a part of the graduation requirements.

Graduation Requirements

The degree of Doctor of Osteopathic Medicine (DO) is conferred upon candidates of good moral character who have successfully completed all academic requirements, satisfied all financial obligations, and have successfully passed the required national licensing exams.

Conferral of Degrees

The official conferral of degrees is determined and voted on by the KHSC-KansasCOM Board of Trustees. 

Electronic Recording Policy

Electronic recording of learning activities is the responsibility of the KHSC-KansasCOM staff who adhere to institutional guidelines for obtaining appropriate permissions from those involved. “Learning activities” at KHSC-KansasCOM involve all scheduled curricular activities including lectures, labs, small groups, presentations, reviews, demonstrations, and any activity in which faculty members, patients, or off-campus visitors are participating.

Due to technical issues, privacy, intellectual property rights, and/or the decision of the faculty member, the recording of any class, lecture, etc. is not guaranteed. Recordings are intended to supplement the education of the student, not to replace attendance at the presentation. Some students may have accommodations that permit lecture recording.

Recording any of these events using video recorders, cameras, camera devices, digital recorders in any form including cell/mobile phones or any type of mobile device, is not allowed without the express written consent of all persons involved and KHSC-KansasCOM’s administration. Posting of any material for “personal use” to any website also requires written consent in advance.

Students who initiate electronic recording of faculty, staff, visitors, or a curriculum activity without permission will be asked to discontinue the activity immediately. Additional action may involve referral to the KHSC-KansasCOM administration for unprofessional conduct.

Extracurricular Clinical Experiences & Physician Shadowing Policy

KHSC-KansasCOM provides the structure for medical student shadowing while promoting career exploration. This policy ensures that insurance and liability issues, the KHSC-KansasCOM curriculum, and student wellness are prioritized. Shadowing refers to an activity whereby students wish to achieve clinical exposure through relationships with physicians outside of KHSC-KansasCOM-sponsored curricular activities. This policy applies to all KHSC-KansasCOM OMS I and OMS II students.

KHSC-KansasCOM recognizes that shadowing is a valuable component of career discovery for medical students. KHSC-KansasCOM supports students who shadow for learning, exposure to new specialties, and self-reflection for decision-making regarding clerkship electives and career trajectory.

• Shadowing is not a requirement for students. While some students may want to shadow to narrow down their interests, others may not feel the same need.
• Shadowing a practicing physician is a privilege. Those students who do shadow should not abuse this privilege or their physician preceptor’s time.
• Shadowing should not be prioritized over curriculum requirements, wellness, or health. KHSC-KansasCOM recommends that students guard against hampering their wellness by excessive shadowing, particularly during curricular breaks and holidays.

Procedures for shadowing experiences include the following:

• Students are only permitted to shadow if in good academic standing and in full compliance with all health and safety requirements required by the KHSC-KansasCOM.
• All shadowing opportunities and locations must be approved through the Office of Student Affairs and the Clinical Education Department.
• All students wishing to shadow should complete a Clinical Shadowing Approval Form and submit it to the Student Affairs Department and Clinical Education Department at least two weeks before beginning any shadowing opportunities.
• KHSC-KansasCOM recommends that Pre-Clerkship students shadow no more than two half days per month.
• Shadowing is not permitted during mandatory curriculum hours. Students may not use an excused absence to shadow. If a mandatory curricular activity becomes scheduled when a previously booked shadowing session is scheduled, the shadowing schedule must be canceled or rescheduled.
• KHSC-KansasCOM strongly recommends that students attend to their wellness on days off and during breaks. However, we recognize that wellness is subjective and comes in many forms. Therefore, shadowing is permitted for Pre-Clerkship students on days off and during all breaks. However, students are encouraged to limit their shadowing during breaks to prevent burnout.
• Shadowing should primarily be viewed as an observational experience with the physician preceptor’s permission and supervision. With the physician preceptor’s permission, shadowing may occur with virtual care/telehealth delivery.
• Students may shadow KHSC-KansasCOM clinical faculty and board of trustee members.
• The shadowing organization frequently requires immunization records and background checks. It is the duty of the student to ensure that these records are provided ahead of the shadowing experience. As many of these records are also required by KHSC-KansasCOM, the office of Student Affairs and Services may be able to package these records for distribution.
• Students are responsible for contacting physician preceptors and scheduling shadowing sessions.
• Students must be directly supervised by their physician preceptor at all times.
• Students must wear their ID badges and professional attire in all clinical settings. White coats are at the discretion of the physician preceptor.
• Students must maintain strict confidentiality and privacy regarding patient information.
• Students must respect patient’s rights to refuse to have students present.
• Students must treat all patients and staff with respect and dignity, regardless of age, sex, gender, race, ethnicity, national origin, religion, disability, or sexual orientation.
• Students must be aware of and follow the hosting institution’s policies in which they are an observer.
• Students are expected to utilize infection precaution strategies and PPE as appropriate for the safety of patients and other students/employees.
• Students must ensure patient safety by remaining at home if they are ill; they must notify the physician/coordinator of an absence due to illness.

Any questions regarding shadowing experiences should be directed to the Assistant Dean of Clinical Education and/or the Associate Dean of Student Affairs and Services.

Medical Student Performance Evaluation (MSPE)

The Medical Student Performance Evaluation (MSPE), formerly known as the Dean’s Letter, is an important document designed to assist students in obtaining admission to postgraduate programs, specifically internships and residencies. Data utilized in the creation of the MSPE include the student’s academic progress, assessment of professionalism, COMLEX results, faculty recommendations, clerkship evaluations, and comments from preceptors. Information regarding volunteer service, leadership opportunities, research, and/or membership in service organizations is noted. Academic Affairs personnel solicit information from students during OMS II by having them submit a composite resume, curriculum vita, and/or portfolio for inclusion in the MSPE.

Professionalism and the MSPE

The national residency match process requires documentation within the MSPE of any adverse action(s) imposed on a student by KHSC-KansasCOM, as well as information about the student’s professional attributes. This includes documentation of any demonstrations of a lack of professionalism. Academic Affairs, in consultation with the Dean and Chief Academic Officer, will determine what is written in the MSPE regarding a professionalism-related issue.

National Licensing Exam Policy (COMLEX)

COMLEX examination applications are available online at www.nbome.org.

In order to become eligible to sit for COMLEX Level 1, second-year medical students must first take and pass an institutionally required Comprehensive Osteopathic Medical Self-Assessment Examination (COMSAE) exam.  All second-year students will be required to sit for the COMSAE exam in the winter of their second year, on a date determined by the Dean/Chief Academic Officer.  The Dean/Chief Academic Officer will also set the minimum score that students must reach in order to be considered as “passing”.  Those students who meet or exceed that minimum score will then be eligible to sit for COMLEX Level 1.  Students who do not pass the COMSAE exam may be required to take the exam again.  In addition, the non-passing student may be required to meet with the SPC Committee to discuss their COMLEX preparation and progress and/or be required to actively participate in additional COMLEX prep organized by KansasCOM. 

Once a second-Year medical student has passed the COMSAE exam, they are eligible to sit for COMLEX Level 1 in the late spring and summer of their second year. All second-year medical students must take the COMLEX Level 1 exam no later than July 10th and must successfully pass in order to proceed on to third-year of the curriculum.

Third and fourth-year Students are eligible to sit for the following exams after successful completion of all third-year core clerkships and approval to sit for the exam is provided by the Office of Clinical Education.

• Students must register for COMLEX Level 2-CE no later than February 15th.
• Student must take COMLEX Level 2-CE no later than August 15th  .
• In the case of an initial COMLEX 2-CE failure, students must retake the COMLEX Level 2-CE no later than March 1st of the fourth year in order to qualify to graduate.

Students requesting permission to take these exams outside the required dates must have authorization from the Dean/Chief Academic Officer. Students who do not adhere to the above are referred to an appropriate KHSC-KansasCOM official for a professionalism review and may face disciplinary action. 

Program Remediation Policy

Should a student fail to academically progress while enrolled in the medical school, based upon the totality of the student’s academic performance while enrolled, the Student Performance Committee, or SPC, may recommend that a student repeat an academic year in order to establish a firm understanding of the material covered in that academic year. Students approved for re-enrollment, after a period of suspension or an approved leave of absence, may also be required to repeat previously attempted courses. A KHSC-KansasCOM student may remediate by repeating an academic year in full upon recommendation of the SPC and approval of the Dean/Chief Academic Officer. The student must retake and pass all courses regardless of previous performance. Students who fail any course or clerkship are subject to review by the SPC.

All course enrollments and earned grades will remain on the student’s transcript. For repeated coursework in KHSC-KansasCOM, the student’s most recent grade earned is used in determining the final grade for that course/clerkship. Students who repeat an academic year must still complete their DO degree within six years of matriculation.

For additional information on repeating an academic year, consult the Course Cumulative Failure Policy.

Simulation Details and Expectations

Students who are scheduled to utilize any simulation related equipment and/or facilities, should conduct themselves with the utmost professionalism, as if they are in a hospital or clinical setting. Students wishing to utilize simulation facilities must contact the Director of Simulation for permission and to reserve a date/time. For more information about the simulation at KHSC-KansasCOM, students should refer to the Simulation Handbook and/or Director of Simulation.

Study Space Policies and Procedures

Student Study Rooms

KHSC-KansasCOM has numerous rooms, on-campus, reserved for use as student study rooms. Those study rooms vary in size and can be reserved by students for use during operational hours.

Students should book study rooms via CampusGroups Room Reservation System. Only one student must book the space if multiple individuals plan to study with them. Student study rooms are available during operational hours for use by students, exclusively. All other conference rooms on-campus are reserved during business hours (8 a.m. to 5 p.m.) for use by faculty, staff, and KHSC-KansasCOM business.

All students must comply with the KHSC-KansasCOM study space policies to ensure that the reservation and use of study spaces, on-campus, is handled in as fair and equitable as possible.  There are a variety of student spaces, on-campus, which are set aside and reserved for student usage. Rooms will be reserved and noted as reserved. All students should observe the status of any room on campus and adhere to KHSC-KansasCOM policy.

There are a variety of room types that can be used as study space: open areas within the building, and library space.

All students should adhere to the following when utilizing a study space:

• Students are able to sign out or reserve a study space. The space must be reserved in the student’s name that is present in the room. 
• Students should be in their study rooms while they have the room reserved. If a student is not in their room 15 minutes after the start of the reservation, the room can be forfeited and reserved by another student. 
• Students are expected to adhere to professional behavior when utilizing any spaces on campus property. 
• Students will be professional and courteous to other students, faculty, and staff when utilizing campus study spaces. 
• Students will professionally respect all KHSC-KansasCOM property. 
• Students are expected to clean any used study space after they are finished with the space.