Student Rights, Professionalism, and Responsibilities

Conduct and Responsibilities

KHSU-KansasCOM requires all students to be responsible individuals who possess the highest standards of integrity, honesty, and personal conduct. These traits are pre-requisites to independent learning, professional development, the successful performance of academic and clinical assignments, and the conduct of one's personal life. Accordingly, students are expected to adhere to a standard of behavior consistent with KHSU-KansasCOM's high standards both on and off campus. Compliance with institutional policies, rules, and regulations, in addition to city, state, and federal laws, is required of all students.

Professional Code of Conduct

It is not possible to enumerate all forms of inappropriate behavior. The following, however, are examples of behavior that may constitute a violation of KHSU policy. Accordingly, KHSU has established the following Professional Code of Conduct, indicating behavior that is subject to disciplinary action.

1. Harassment, harm, abuse, intimidation, discrimination, retaliation, damage, or theft to or of any individual or property.
2. Physical violence,  verbal abuse, threating behavior, coercion, stalking, bullying, or conduct that creates an unsafe, hostile, or disruptive environment.
3. Damage to, theft of, misuse of, or unauthorized possession of property belonging to the University, affiliated institutions, patients, employees, student, or others.
4. All forms of dishonesty, cheating, plagiarism, falsification, fabrication, forgery, alteration, misrepresentation, unauthorized collaboration, or unauthorized use of records, materials, or information.
5. Unauthorized use of artificial intelligence tools, recording devices, transcription services, electronic systems, or other technologies in a manner inconsistent with academic integrity, institutional policy, patient confidentiality, privacy expectations, faculty, instruction, or professional standards.
6. Unauthorized recording, photographic, distribution, disclosure, or sharing of academic, clinical, institutional, patient-related, or confidential information or activities.
7. Entering, accessing, or using University, hospital, clinic, research, simulation, or affiliated facilities, systems, records, or resources without authorization.
8. Disruption of teaching, learning, research, clinical care, administrative, student functions, or other institutional functions.
9. Failure to comply with university policies, institutional directives, interim measures, remediation plans, safety requirements, clinical site requirements, or reasonable instructions from authorized University or affiliated institution personnel.
10. Conduct resulting in arrest, criminal charges, or legal action that raises concerns regarding professionalism, judgement, safety, ethical conduct, or fitness for participation in medical education, and/or failure to report such matters to the University within 48 hours, excluding minor traffic violations.
11. Participation in academic, clinical, research, or professional activities while impaired by alcohol, illicit substances, nonprescribed controlled substances, misuse of prescription medications, or any condition that compromises safety, judgment, or performance. 
12. Unlawful use, possession, manufacture, distribution, or sale of illegal drugs, controlled substances, or alcohol.
13. Conduct that places patients, peers, faculty, staff, or others at unnecessary risk of harm including failure to follow appropriate supervision, safety standards, clinical protocols, or scope of training expectations.
14. Unauthorized disclosure, misuse, or access of privileged, confidential, protected, educational, research, institutional, or patient information, including violations of HIPAA, FERPA, or applicable privacy standards.
15. Behavior, communication, appearance, or electronic conduct that demonstrates disrespect, hostility, exploitation, negligence, poor judgment, unprofessionalism, or lack of appropriate professional boundaries toward faculty, staff, employees, students, patients, healthcare personnel, or members of the public.
16. Misrepresentation of one's identity, credentials, training level, institutional affiliation, authority, participation, or professional role.
17. Failure to fulfill academic, clinical, administrative, legal or professional responsibilities, including repeated failure to respond to institutional communications, attend required activities, complete required documentation, or comply with reporting obligations.
18. Misuse of social media, electronic communication, or online platforms in a manner inconsistent with professional, ethical, or institutional expectations.
19. Failure to report known or suspected violations of university policy, threats to safety, professional misconduct, impairment, mistreatment, discrimination, harassment, or other serious concerns through institutional channels.
20. Retaliation against, intimidation of, interference with, or attempted influence of any individual involved in reporting, investigation, participating in, or resolving institutional concerns, complaints, or proceedings.
21. Conspiring, attempting, assisting, encouraging, or facilitating any violation of the Professional Code of Conduct.

Professional Behavior Expectations

Professionalism is foundational to the practice of osteopathic medicine and to the educational mission of KHSU. Students are expected to demonstrate professional behavior in all academic, clinical, administrative, social, and interpersonal settings. Professionalism is not limited to the avoidance of misconduct; rather, it is reflected through consistent behaviors, sound judgment, ethical decision-making, accountability, communication, and respect for others.

As physicians-in-training, students are expected to conduct themselves in a manner that reflects positively upon the osteopathic profession, the College, healthcare partners, patients, peers, faculty, staff, and the broader community. Professional expectations apply both on and off campus, including online and social media environments, whenever a student may reasonably be identified as affiliated with KHSU or the medical profession. These expectations are grounded in the Osteopathic Oath and align with competencies established by the American Osteopathic Association (AOA) and the Commission on Osteopathic College Accreditation (COCA), including Professionalism, Patient Care, Interpersonal and Communication Skills, Practice-Based Learning and Improvement, Systems-Based Practice, and Osteopathic Principles and Practice.

The examples below are intended to clarify expectations regarding professional behavior. They are illustrative and not exhaustive. Failure to demonstrate these expectations may result in supportive intervention, remediation, referral to the Student Performance Committee, interim measures, disciplinary action, or other institutional responses deemed appropriate by the University.  See the section on Student Performance Committee for more information.

Honesty and Integrity

Students are expected to demonstrate honesty, integrity, and ethical conduct in all academic, clinical, and professional activities. This includes submitting original work, accurately documenting information, taking responsibility for mistakes, and communicating truthfully with faculty, staff, patients, and peers.

Examples of unprofessional behavior may include, but are not limited to:

• Cheating, plagiarism, or unauthorized collaboration;
• Falsification of records, attendance, patient encounters, or documentation;
• Misrepresentation of information to faculty, staff, clinical sites, or administration;
• Fabrication of excuses, documentation, or explanations; and/or
• Failure to accept accountability for one’s actions.

Accountability and Responsibility

Students are expected to fulfill academic, clinical, and professional obligations reliably and independently. Professional accountability includes attending required activities, responding to institutional communications, meeting deadlines, complying with policies, and following through on commitments without repeated reminders.

Examples of unprofessional behavior may include:

• Repeated absences, tardiness, or missed deadlines;
• Failure to respond to College communications in a timely manner;
• Failure to comply with institutional, clinical, or legal requirements;
• Failure to report required incidents or legal charges; and/or
• Repeated patterns of avoidant, unreliable, or disengaged behavior.

Respect for Others and Cultural Competency

Students are expected to treat all individuals with dignity, respect, professionalism, and cultural competency/humility. This expectation applies to interactions with patients, peers, faculty, staff, standardized patients, clinical personnel, and community members.

Examples of unprofessional behavior may include:

• Bullying, harassment, discrimination, or intimidation;
• Disrespectful, dismissive, hostile, or demeaning communication;
• Gossiping, humiliating, or undermining others;
• Inappropriate jokes, comments, or conduct targeting individuals or groups; and/or
• Failure to maintain appropriate personal and professional boundaries.

Patient Care, Safety, and Clinical Conduct

Students are expected to prioritize patient safety, dignity, confidentiality, and wellbeing at all times. Students must work within their level of training, seek supervision appropriately, and demonstrate sound judgment in clinical environments.

Examples of unprofessional behavior may include:

• Acting beyond one’s authorized scope or level of competence;
• Ignoring supervision or clinical instruction;
• Conduct that places patients at unnecessary risk;
• Failure to communicate honestly or respectfully with patients;
• Demonstrating negligence, recklessness, or poor judgment in patient care settings; and/or
• Performing clinical skills/procedures without permission of attending physician.

Confidentiality and Privacy

Students are expected to maintain the confidentiality of patient, institutional, and educational information in accordance with HIPAA, FERPA, institutional policy, and professional ethics. Violations of this expectation may result in having students removed from Clinical Placement sites and ineligibility for placement elsewhere.

Examples of unprofessional behavior may include:

• Sharing confidential information in public or unsecured settings;
• Accessing records or information without authorization;
• Posting patient, institutional, or sensitive information on social media or public platforms; and/or
• Failing to safeguard confidential information appropriately.

Professional Communication

Professional communication is expected in all verbal, written, electronic, and online interactions. Students are expected to communicate respectfully, constructively, and professionally, even during periods of disagreement, stress, or conflict.

Examples of unprofessional behavior may include:

• Rude, hostile, sarcastic, dismissive, or emotionally reactive communication;
• Inappropriate tone, slang, profanity, or disrespectful language;
• Failure to respond to important communications;
• Escalating conflict rather than attempting professional resolution; and/or
• Inappropriate use of email, text messaging, or social media.

Students are generally expected to respond to institutional communications within a reasonable timeframe, typically within 24 to 48 hours when feasible and appropriate.

Professional Appearance and Engagement

Students are expected to present themselves in a manner appropriate to academic, clinical, and professional environments. Professional appearance and engagement contribute to patient trust, institutional reputation, and effective participation in the learning environment.

Examples of unprofessional behavior may include:

• Inappropriate or noncompliant attire;
• Poor hygiene impacting professional interactions;
• Sleeping, excessive phone use, or disengagement during required activities; and/or
• Conduct demonstrating a lack of attentiveness or participation.

Substance Use and Impairment

Students must remain unimpaired during all academic, clinical, research, and professional activities. Any impairment that affects judgment, professionalism, safety, or performance may constitute a violation of University policy.

Examples of unprofessional behavior may include:

• Attending academic or clinical activities while impaired;
• Misuse of alcohol, prescription medications, controlled substances, or illicit drugs;
• Behavior demonstrating impaired judgment or unsafe conduct; and/or
• Substance-related conduct negatively affecting professional responsibilities.

Technology and Social Media

Students are expected to use technology and social media responsibly and professionally. Online behavior may impact patient trust, institutional reputation, and professional standing. Students should assume that all online activity may become public and permanent.

Examples of unprofessional behavior may include:

• Posting offensive, inappropriate, or unprofessional content;
• Sharing patient or institutional information online;
• Online harassment, bullying, or threatening conduct;
• Misrepresentation of the College or profession online; and/or
• Electronic conduct inconsistent with professional expectations.

Collegiality and Teamwork

Medicine is inherently collaborative. Students are expected to work respectfully and effectively with peers, faculty, staff, healthcare professionals, and interdisciplinary teams.

Examples of unprofessional behavior may include:

• Refusal to collaborate appropriately;
• Undermining colleagues or team functioning;
• Excluding or marginalizing peers;
• Taking credit for the work of others;
• Creating disruptive or divisive learning environments; and/or
• Exhibiting behaviors towards colleagues which could be perceived as harassing or bullying.

Commitment to Learning and Self-Improvement

Students are expected to demonstrate insight, adaptability, and commitment to personal and professional growth. This includes accepting feedback professionally, engaging in self-reflection, and demonstrating improvement after concerns are identified.

Examples of unprofessional behavior may include:

• Persistent resistance to feedback;
• Repeated problematic behavior without demonstrated effort to improve;
• Lack of insight regarding one’s impact on others; and/or
• Failure to engage meaningfully in remediation or professional development efforts.

Professional Identity and Osteopathic Values

Students are expected to recognize that they are physicians-in-training whose conduct reflects upon the osteopathic profession and the University. Students should demonstrate compassion, empathy, ethical behavior, and respect for the whole person, mind, body, and spirit, in alignment with osteopathic principles and values.

Examples of unprofessional behavior may include:

• Conduct that brings discredit upon the profession or institution;
• Failure to demonstrate empathy, compassion, or respect;
• Behavior inconsistent with the Osteopathic Oath; and/or
• Actions that undermine patient trust or professional credibility

Duty to Act and Report

Students share responsibility for maintaining a safe, ethical, and professional learning environment. Students are expected to report concerns related to safety, misconduct, mistreatment, professionalism, impairment, or violations of College policy through appropriate institutional channels.

Failure to report known or serious concerns, enabling unsafe behavior, or interfering with institutional processes may itself constitute a professionalism concern or policy violation.

Transition from Undergraduate Education to Medical Professionalism

Students should recognize that expectations in medical education and the healthcare profession differ significantly from many undergraduate educational environments. Behaviors that may have been tolerated or considered informal in prior academic settings may be inconsistent with expectations for physicians-in-training. Medical students are expected to demonstrate heightened accountability, professionalism, reliability, maturity, ethical conduct, and respect for professional standards at all times.

Professional Judgment Standard

When uncertain whether conduct is appropriate, students are expected to consider:

• Does this behavior protect patient safety, dignity, and trust?
• Does this behavior reflect the values of the osteopathic profession?
• Would I be comfortable if this behavior were publicly reviewed by patients, faculty, or licensing boards?
• Does this behavior align with expectations of a physician-in-training?

If the answer to these questions is no, the conduct is likely inconsistent with professional expectations.

Student Disciplinary Assurances

The following practices are provided to all students in the handling of all alleged violations of the Professional Code of Conduct:

1. Disciplinary Notification: Any student charged with an alleged violation of the Professional Code of Conduct will be provided written notice either in person or via their KHSU-KansasCOM issued email address. This includes the alleged Professional Code(s) of Conduct that have been violated as well as an overview of the process.
2. Hearing: Every student alleged to have violated the Professional Code of Conduct has a right to a hearing. The KHSU-KansasCOM disciplinary system is a dual-dimensional system that allows the student the right to a formal hearing through the Student Performance Committee (SPC) or an informal hearing through the Office of Student Affairs and Services. Which group hears the student’s case is decided by the Assistant Dean for Student Affairs.

3. Appeal: All students who receive an academic related decision from the SPC or who are charged and found responsible for a violation of the Professional Code of Conduct have the right to appeal the SPC decision or any decision made by staff members within the Office of Student Affairs and Services. Refer to the appeal procedures located under the SPC Policy.  

Student Disciplinary Procedures

Complaints involving alleged misconduct by students will be handled according to the following procedures except in those cases where different procedures are prescribed by another KHSU-KansasCOM policy (e.g., allegations of sexual harassment, research misconduct, etc.)

KansasCOM has established a dual-dimensional approach to adjudicating student misconduct, poor academic performance, and/or disciplinary issues. The following steps are to be followed in any case where a student is alleged to have violated the Professional Code of Conduct as enumerated in this handbook:

1. All reports of alleged code violations shall be reported to Student Affairs and/or to the Assistant Dean of Student Affairs. Reports must be filed in writing by the reporting party, who can be a member of the KHSU-KansasCOM faculty/staff, in addition to a KHSU-KansasCOM student. KHSU-KansasCOM will make efforts to protect the identity of the reporting party, to the extent possible. However, it is not possible to ensure 100% confidentiality in all cases.
2. Student Affairs will review the report and determine if the charge merits an investigation of the allegation(s).
3. If the allegation in the report is of a nature to merit an investigation, Student Affairs, along with the Assistant Dean of Student Affairs, will gather, analyze, and investigate the information. The student who is accused will be given an opportunity to respond to the allegations as part of the investigative process. (This will be done as quickly as possible, but sometimes the nature of such investigations takes longer than expected to gather evidence and speak with potential witnesses.)
4. After all information is gathered, the Assistant Dean of Student Affairs will apply a preponderance-of-the-evidence standard in making a judgment about the validity of the report and how best the alleged misconduct should be adjudicated. The Assistant Dean of Student Affairs will apply the preponderance of evidence standard to the evidence and details within the alleged complaint. If the details indicate that the incident is more than likely than not to have occurred based upon the details, the Assistant Dean of Student Affairs will refer the case to the appropriate hearing body and will instruct that the student be notified of an alleged violation of the Code of Professional Conduct. The dual-dimensional nature of KHSU-KansasCOM’s disciplinary system allows for cases to be heard by the Student Performance Committee (SPC) as a formal hearing resolution or by administrators within the Office of Student Affairs (informal resolution).
5. The Assistant Dean of Student Affairs will make the final decision, using the preponderance-of-the-evidence standard, as to how the case will be heard (administrative or formal resolution) and will make a referral to the specific adjudicating body for disposition of the case. All evidence and the severity of the alleged violation will be reviewed as part of this decision. The student will also be notified in writing to appear before the appropriate body to have their case heard.
6. The student has the right to respond to any complaint and provide information and evidence on their own behalf. The student also has the right to provide witness testimony as part of their defense.
7. In cases where the information does not merit referral to the SPC, the case will be investigated, documented, and resolved and/or dismissed by Student Affairs staff.
8. Once the case has been resolved, the outcome will be communicated to the student.  For formal hearings, the SPC will communicate the finding.  In informal hearings, the Assistant Dean of Student Affairs will communicate, in writing, the outcome to the student.

Informal Resolution of Behavioral and Professional Issues 

KHSU-KansasCOM reserves the right to informally handle behavioral and professionalism student issues outside of the stated disciplinary process outlined within the Student Handbook/Academic Catalog.  The Office of Student Affairs staff and key University leadership are empowered to meet with students, review issues, and make judgments about students’ behavior that falls outside of the Professional Code of Conduct and/or outside of formal disciplinary processes.  Often, this may include a student being required to resolve an issue through mandated services such as counseling, academic support, health services, and/or meetings with other professionals on- or off-campus.  Students should expect that the Office of Student Affairs has the authority to informally handle these issues and should understand that in some cases students will be required to adhere to expectations and follow through appropriately.  

Formal Resolution of Behavioral and Professional Issues

Issues of behavioral or professional concern may be referred to the Student Performance Committee (SPC) for formal resolution. The SPC is a committee made up of KHSU-KansasCom faculty and staff, charged with being the primary team responsible for the review of the totality of students’ academic and behavioral performance.  Thiks committee is detailed elsewhere in this document and may be found at this link.

Interim Measures and Protective Actions

KHSU is committed to maintaining a safe, secure, and orderly educational environment that supports the wellbeing of students, faculty, staff, patients, and the broader campus community. In situations where the Office of Student Affairs determines that immediate action may be necessary to protect the health, safety, welfare, academic environment, or integrity of institutional operations, KHSU may implement interim measures prior to the resolution of a student conduct matter.

Interim measures are administrative and protective in nature and are not considered a determination of responsibility, disciplinary finding, or sanction. These measures may be instituted before, during, or after a review, investigation, or student conduct process when deemed reasonably necessary by the College.

The Office of Student Affairs may implement one or more interim measures when:

• A student’s continued presence may pose a risk (imminent or perceived) to the safety or wellbeing of any member of the campus or clinical community;
• There is concern regarding disruption to the educational, clinical, or operational environment of KHSU;
• There is concern regarding interference with witnesses, complainants, reporting parties, or institutional processes;
• KHSU determines that protective actions are appropriate pending resolution of the matter;
• A student may pose a risk to themselves or others; or
• The allegations, if substantiated, could reasonably result in significant institutional action.

Interim measures may include, but are not limited to:

• Temporary suspension;
• Restrictions from entering campus, classrooms, laboratories, simulation spaces, clinical sites, student housing, events, or other University-controlled facilities;
• Administrative removal from clinical rotations or experiential learning activities;
• Restrictions on participation in student organizations, leadership positions, athletics, or extracurricular activities;
• No Contact Orders between individuals or groups;
• Changes to class schedules, seating assignments, or campus access;
• Required meetings with University officials;
• Temporary limitations on use of institutional technology systems or resources;
• Directed behavioral agreements or conditions for continued participation in University activities; and/or
• Any other interim action deemed appropriate to support safety, wellbeing, institutional operations, or the integrity of the process.

A No Contact Order may prohibit direct, indirect, written, electronic, verbal, physical, or third-party communication with another individual.  Students are expected to comply fully with the terms of any No Contact Order.  Violations of such directives may constitute separate violations of University policy and may result in additional action.

Students subject to interim measures will generally receive written notice of outlining:

• The interim measures being implemented;
• The effective date of the measures;
• Any applicable restrictions or expectations; and
• Information regarding the next steps in the process, when appropriate.

Interim measures may remain in effect pending the outcome of a student conduct process, behavioral assessment, threat assessment, Title IX process, criminal investigation, medical/psychiatric evaluation, or other institutional review. KHSU reserves the right to modify, expand, continue, or remove interim measures at any time based upon evolving information and institutional needs.

Nothing in this section limits the authority of KHSU to take immediate action in emergency situations or to comply with applicable laws, accreditation requirements, clinical partner expectations, or safety obligations.

The implementation of interim measures does not create a presumption that a violation of KHSU policy has occurred. The student conduct process will proceed according to applicable institutional procedures and standards outlined elsewhere in this Handbook.

Possible Sanctions Related to Violations of the Professional Code of Conduct

The merits of each case will be considered before sanctions are levied. It is the intent of the Code of Professional Conduct that the sanction(s) imposed are in response to the academic record, student’s professional behavior, any patterns of inappropriate personal behavior, and/or disciplinary history of the individual student.

The following are examples of sanctions imposed by the Office of Student Affairs or the Student Performance Committee (SPC). These sanctions are imposed as a result of the disciplinary and/or academic review process and may be levied as a result of a informal or formal resolution hearing. Some sanctions may be required of the student without a hearing. These sanctions are typically in response to poor academic performance and are designed to enhance a student’s academic progress. This list is not exhaustive, and sanctions are based on the circumstances of the charges.

No Action

An official response from the disciplinary body indicating that no action be taken regarding the student’s case.

Verbal/Written Warning

Documented warning that the behavior/academic performance demonstrated was unacceptable, including students failing their first and second courses within a single academic year.

Required Corrective Academic Action

Corrective academic action is required only after a student has failed a course, section, clerkship and/or national examination. Remediation/retesting is not guaranteed for any student who has failed a course, section, clerkship and/or national examination. Should a professionalism issue arise, and remediation/retesting is an action, the details of that remediation/retesting will be developed by Student Affairs and KHSU-KansasCOM academic leadership and implemented in an appropriate period.

Remediation/retesting being granted does not guarantee successful completion of program requirements.

Conditional Requirements

Official stipulations require the student to reconcile their behavior. Stipulations may include, but are not limited to the following:

• Clerkship Alterations: Required change(s) to a student’s clerkship that might increase the student’s likelihood of successful completion of said clerkship (e.g., changing location, repeating the clerkship, repeating an entire year, repeating a shelf exam, completing an independent study).
• Counseling Intervention: Required referral to a mental health provider for counseling when a student’s behavior indicates that counseling may be beneficial.
• Disciplinary Probation: An official state of warning from KHSU-KansasCOM, which states that if the student violates any KHSU-KansasCOM policy during the probationary time, they could face up to suspension or dismissal depending upon the severity of the violation. The probationary status of the student may be communicated to the student’s academic advisor, faculty, or any other person who has legal access to this information. The information is maintained within the Office of Student Affairs and the Office of the Registrar.
• Loss of Holiday/Scheduled Break: Required remediation/retesting or study time for remediation/retesting over a previously scheduled holiday break.
• Partial Suspension: A partial suspension of a student’s normal right to participate in extra-curricular, co-curricular, and other nonacademic activities. The student will continue to attend classes and may use all academic resources. The student will not be in good standing during the time of the suspension.
• Referral to Outside Agency: KHSU-KansasCOM may refer a student to the Kansas Physician’s Health Program (KPHP) or other similar programs for assessment and treatment.
• Required Tutoring/Learning Support: KHSU-KansasCOM has the authority to require a student to seek mandatory tutoring and/or assistance from a learning specialist if it is deemed appropriate in assisting the student with academic performance issues.
• Restrictions/Stipulations of Behavioral Activity: KHSU-KansasCOM may restrict a student’s behavioral activity that is deemed appropriate, including but not limited to restricting the student’s contact with another student.
• Restitution or Monetary Fine: Financial accountability for damage to property caused by the student, or a fine that is deemed appropriate for the offense.
• Restorative Service: A project or amount of community service hours served by the student for the good of the community. This is usually completed within the community. If the service is approved to be done off-campus, it must be at a not-for-profit organization, and the student cannot receive pay for their work.
• Disciplinary Suspension: A formal separation of the student (without tuition and fees being refunded) from KHSU-KansasCOM during a specific period of time. The period of suspension can range from one trimester to an indefinite period of time. The student will not be in good standing during the suspension and therefore is not allowed to attend coursework or be on-campus.
• Disciplinary Dismissal: Permanent separation of the student from KHSU-KansasCOM (without refund). Dismissal is permanently noted on the student’s KHSU-KansasCOM transcript.
• Other Appropriate Actions: KHSU-KansasCOM reserves the right to place a variety of disciplinary and/ or academic sanctions upon a student that are not specifically outlined above, if they are approved by the SPC and/or a member of Student Affairs. Additional sanctions can only be placed upon a student through the disciplinary process that is outlined in the KHSU-KansasCOM Student Handbook and Catalog. Sanctions cannot be placed upon the student arbitrarily.

Sexual Misconduct

Sexual misconduct is an umbrella term covering sex discrimination, sexual harassment, and sexual violence, and this term will be used in a variety of documents when collectively referring to these types of conduct. For more information on this term and how KHSU-KansasCOM handles such conduct, please see the Anti-Discrimination, Anti-Harassment, and Title IX Policy.

Key Professionalism Policies and Procedures

Academic Integrity

KHSU-KansasCOM holds its students to the highest standards of intellectual and professional integrity. Therefore, the attempt of any student to pass any examination by improper means, present work which the student has not created/performed, or aid and abet a student in any dishonest act will result in disciplinary action, which may include dismissal from KHSU-KansasCOM. Any student witnessing or observing a perceived violation of academic integrity is required to report the behavior. Students failing to report an observed violation will also be subject to disciplinary action up to and including dismissal.

Examples of academic dishonesty include, but are not limited to:

• Cheating on examinations, quizzes, practical, or assignments
• Copying or using another student’s work, answers, notes, or materials without authorization
• Presenting work, research, assignments, reflections, documentation, or clinical experiences that the student did not personally create, perform, or complete
• Plagiarism, including failing to properly cite or acknowledge sources
• Fabrication or falsification of academic, clinical, attendance, research, patient, or institutional records
• Sharing, distributing, photographing, recording, reproducing, or obtaining examination materials or secure academic content without authorization
• Collaborating on assignments or projects when independent work is required
• Impersonating another individual or allow another individual to impersonate oneself for academic purposes
• Using unauthorized devices, materials, websites, applications, or resources during examinations or academic activities
• Knowingly providing false information to faculty, staff, preceptors, or institutional officials regarding academic matters
• Assisting, facilitating, encouraging, or aiding another student in committing an act of academic dishonestly
• Knowingly purchasing what are normally proctored, college-only available examination information or questions of high-stakes exams such as COMSAE, COMLEX, COMAT, etc. and utilizing said informations to increase one’s score

Unauthorized or improper use of artificial intelligence (AI) tools, generative AI platforms, transcription software, or automated technology may also constitute academic dishonesty.  Examples include, but are not limited to:

• Submitting AI generated content as one’s own original work without explicit faculty permission
• Using AI tools to complete assignments, discussion posts, reflections, assessments, documentation, or examinations when prohibited
• Using AI applications to paraphrase, rewrite, or generate responses in a manner that misrepresents the student’s own knowledge, effort, or competency
• Uploading or sharing course materials, examinations, patient information, lecture recordings, institutional content, or other protected materials into unauthorized AI systems or third party platforms
• Using AI-powered transcriptions, recording, note-taking, or meeting bots in classrooms, laboratories, clinical settings, Zoom sessions, or institutional meetings without explicit autorization from the institution and instructor
• Using AI tools during examinations, quizzes, practicals, clinical assessments or other restricted academic activities

Students are responsible for understanding and complying with course-specific expectations regarding the use of AI and related technologies.  Instructors may further restrict or permit the use of such tools within their courses or assessment.

Any student witnessing or observing a perceived violation of academic integrity is required to report the behavior. Students failing to report an observed violation will also be subject to disciplinary action up to and including dismissal.  Academic dishonesty allegations will be reviewed through institutional procedures and may result in academic sanctions, professionalism sanctions, remediation requirements, suspension, or dismissal.

Alcohol and Drugs

A link to the Drug and Alcohol Policy is available in the Catalog and Handbook under the Drug and Alcohol Policy.

KHSU-KansasCOM is committed to providing a safe, healthy learning community for all its members. KHSU-KansasCOM recognizes that the improper and excessive use of alcohol and other drugs may interfere with the KHSU-KansasCOM mission by negatively impacting the health and safety of students, faculty, and staff.

Under the Drug-Free Schools and Communities Act (DFSCA) and in accordance with the Drug-Free Schools and Campuses Regulations (EDGAR), KHSU-KansasCOM is required to have a drug and alcohol abuse and prevention policy and distribute this policy annually to all employees and students. This policy must outline KHSU-KansasCOM’s prevention, education, and intervention efforts, and consequences that may be applied by both KHSU-KansasCOM and external authorities for policy violations. The law also requires that individuals be notified of possible health risks associated with the use and abuse of alcohol and other drugs, and sources of assistance for problems that may arise because of use.

Scope

This policy applies to all employees, students, applicants for employment, customers, third-party contractors, and all other persons who participate in KHSU-KansasCOM’s education programs and activities, including third-party visitors on-campus. This policy addresses drug and alcohol abuse and prevention efforts.

KHSU-KansasCOM Alcohol and Other Drugs Policy

For the purposes of this policy, the term “drug” include

• Illegal drugs and substances
• Inappropriate use of drugs, substances, and compounds that remain illegal on the federal level despite decriminalization in some states
• Controlled substances, as defined in 21 USC 802, which could be legally or illegally obtained,
• Legally controlled substances that are being used illegally or inappropriately
• Prescribed drugs issued to another person
• Prescribed drugs are used contrary to the prescription.
• Prescribed drugs when the prescription is no longer valid (e.g., use of medication after a course of treatment is completed).

All members of the campus community are also governed by law, regulations, and ordinances established by the state and local municipalities, and will be held accountable by law enforcement representatives of those entities for any illegal activity. It is the responsibility of all campus members to be aware of these laws. The dispensing, selling, or supplying of drugs or alcoholic beverages to a person under 21 years old is prohibited.

Employees, students, faculty, and campus visitors may not unlawfully: manufacture, consume, possess, sell, distribute, transfer, or be under the influence of alcohol, illicit drugs, or controlled substances on KHSU-KansasCOM property, while driving a KHSU-KansasCOM vehicle, or while otherwise engaged in KHSU-KansasCOM business. KHSU-KansasCOM property, as defined in this policy, includes all buildings and land owned, leased, or used by KHSU-KansasCOM, and motor vehicles operated by employees, including personal motor vehicles, when used in connection with work performed for or on behalf of KHSU-KansasCOM unless approved by the Dean and/or President and Chief Executive Officer.

Any person taking prescription drugs or over-the-counter medication is personally responsible for ensuring that, while taking such drugs or medications, they are not a safety risk to themselves and others while on KHSU-KansasCOM property; while driving a KHSU-KansasCOM or privately-owned vehicle; or while otherwise engaged in KHSU-KansasCOM business. It is illegal to misuse prescription medication, e.g., continue to use medication when the prescription is no longer valid, use prescribed drugs contrary to the prescription, or give or sell prescribed drugs to another person. Misusing prescription drugs can result in disciplinary action at KHSU-KansasCOM and, potentially, a criminal conviction with jail time.

Additional information pertaining to employee drug and alcohol use along with KHSU-KansasCOM’s right to require post-accident drug and alcohol screening or screening based on reasonable suspicion can be located in the Employee Handbook.

Drug and Alcohol Abuse Prevention Strategies

KHSU-KansasCOM uses evidence-based strategic interventions, collaboration, innovation, and the incorporation of wellness programs to reduce the harmful consequences of alcohol and other drug use. Strategies include:

• Providing education and awareness activities.
• Offering substance-free social, extracurricular, and public/community service options.
• Creating a health-conscious environment.
• Restricting the marketing and promotion of alcohol and other drugs.
• Limiting the availability of alcohol.
• Developing and enforcing campus policies and laws to address high-risk and illegal alcohol and other drug use.
• Providing early intervention and referral for treatment.

For more detailed information on KHSU-KansasCOM alcohol related and other drug-related prevention strategies, contact the Offices of Student Affairs or Human Resources.

Drug Screens

• In addition to the drug screen that is required for admissions, all KHSU-KansasCOM students are required to complete a drug screen at additional times during their enrollment within the medical school including: prior to the beginning of their OMS III clinical clerkships. These are done at the student’s own expense.  Additional randomized drug screening may be conducted by the university at the student’s expense.
• For more information on the background check and drug screen process, see the policy located in the KHSU-KansasCOM Clinical Education Handbook.

Criminal Background Check

In addition to the required background check for admission, students are required to complete criminal background checks at other points during their time at KHSU-KansasCOM: 

1. As a new accepted student.
2. As an OMS III student participating in clinical rotations. 
3. As needed, based on rotation site requirements in OMSIV

Students needing a reminder of the criminal background check process should refer to the Admissions section. 

Dress Code

Dress Code for Classroom Courses

Students are expected to dress business casual for all classroom courses unless otherwise directed. Pants, slacks, khakis, skirts, or dresses are appropriate. Jeans and shorts are prohibited. Legs should be covered to the knee. Dress shoes with a low or a flat heel are recommended; avoid open-toed shoes, flip-flops, Crocs, or porous shoes. Hats are not permitted during class hours. If wearing scrubs, students must wear KHSU-KansasCOM approved scrubs as required.

Dress Code for Clinical Clerkship Rotations

All students on rotation are expected to dress professionally. White coats are required. Collared shirts with ties, dresses, slacks, and professional skirts are appropriate for clinical settings. Closed-toe dress shoes are required. Specialty rotation or specific training sites may designate specific clothing to be worn, such as scrubs and/or tennis shoes. Any clothing, hair color, jewelry, body piercing(s), perfumes, deodorant, or other scented products that may cause a concern with affiliated faculty, hospitals, or patients must be avoided. A Student may be asked to alter their appearance to conform to the dress code of the rotation sites.

Dress Code for Lab Activities

The nature of lab activities may require students to wear clothing that is comfortable. Both anatomy activities and OMM-specific activities may dictate clothing such as scrubs, shorts, and t-shirts. Anatomy and OMM faculty will communicate dress expectations at the beginning of each term verbally and in the course syllabus. Students are expected to adhere to the expectations of the anatomy and OMM faculty.

Dress Code in Osteopathic Manipulative Medicine and Physical Diagnosis Laboratories

It is imperative to the educational process that the specific body region being examined and/or treated will need to be exposed for observation, palpation, and treatment. The dress requirement in clinical skills training sessions is designed to promote learning by providing optimal access to diagnostic observation and palpatory experience to the specific region of the body being examined. Wearing inappropriate clothing interferes with a partner’s experience of diagnosis and treatment. Garments worn for religious reasons are acceptable dress in OMM laboratory experiences; however, students will need to follow the OMM adaptations policy outlined in the Student Handbook and Academic Catalog.

OMM Lab Adaptations 

Osteopathic Manipulative Medicine requires physical touch and the ability to actively participate in physical touch of all gendered patients, observation, palpation, and treatment, including occasional physical exertion to ensure effective and professional care. All students need to refer to the Minimum Technical Standards policy in the Student Handbook/Academic Catalog to ensure they understand the physical requirements of Osteopathic Medicine.

  
Students who are requesting exceptions to expected OMM Lab activities and common practices should submit a request to the Office of Student Affairs.  The Office of Student Affairs will review the request to determine if it fits within an ADA or non-ADA accommodation.  ADA related requests will be directed to the Disability Services Coordinator.  Non-ADA related requests will be discussed with the Chair of OMM. 

 A decision regarding the request will be communicated to the student from the Office of Student Affairs. Any adaptation provided for OMM Lab is for the OMM Lab only and does not apply to other course requirements, settings, or policies.  

Clothing Symbols and Messages

Clothing having caricatures, messages, and/or symbols, that can be construed based on societal norms to be vulgar, offensive, or contribute to creating an unsupportive learning environment are unacceptable and unprofessional and can be subject to review and action by the Office of Student Affairs.

Communication with KHSU-KansasCOM

KSHC-KansasCOM students are expected to prioritize communication in the following ways:

• Use the KSHC-KansasCOM email account for all KHSU-KansasCOM-related correspondence. Use of personal email accounts in lieu of the KHSU-KansasCOM email is not permitted.
• Check email and Canvas daily, routinely read, and respond.
  • Respond to faculty/staff correspondence within 48 hours (about 2 days) of receipt.
  • Recurrent issues may lead to referral to a KHSU-KansasCOM administrator related to professionalism.
• Be aware of all information disseminated by KHSU-KansasCOM.
• Comply with all KHSU-KansasCOM policies within communications.
• Keep contact information, including mailing address and telephone numbers, updated with KHSU-KansasCOM.
• Understand that emails to faculty and staff members that are sent after 5 p.m. may not be answered until the next business day.

Emergency Plan Procedures

• Students who are on rotations should follow the emergency procedures and protocols at their specific clinical site at all times. In the event a rotation schedule is interrupted due to hazardous weather conditions or another emergency situation, students should notify the Office of Clinical Education as soon as possible.
• In the case of inclement weather, students on clerkships are expected to follow the schedule of the site where they are rotating. If the site is closing due to inclement weather, the student is excused until the site reopens. If the student is at a site that remains open during inclement weather, the student is expected to report and remain on-service until the end of their shift. Students should use caution and allow plenty of time for travel to their destination.
• In the case of an emergent situation outside normal business hours that requires students to evacuate the location, relocate for a period of time, or any other emergency, please notify the Office of Clinical Education.

Employment

Students studying in the KHSU-KansasCOM are strongly discouraged from seeking off-campus employment during the academic year. Any health care employement must be approved the Dean or designee. A request should be submitted through Guardian. Curriculum requirements preclude off-campus employment.

Firearms, Explosives, and Weapons

The possession or use of firearms, weapons, or explosives is prohibited. This includes, but is not limited to, firecrackers, torpedoes, skyrockets, rockets, roman candles, sparklers, or other devices containing any combustible or explosive substance used to propel another object.

The policy prohibiting bringing or possessing weapons on KHSU-KansasCOM property does not apply in the following circumstances:

• Local, state, or federal law enforcement personnel coming onto KHSU-KansasCOM’s property in their law enforcement capacity or in accordance with other lawful authority.
• Use or possession for a legitimate educational purpose under the sponsorship of a faculty member or other institution official, provided the faculty member or official has first obtained appropriate approvals, including the approval of the institution’s leadership team.
• Use or possession for a lawful purpose within the scope of a person’s employment at the institution (e.g., campus security, police).
• KHSU-KansasCOM’s Chief Finance Officer is the delegated contact for any exceptions to the above-stated prohibitions for authorized activities.

Health Insurance Portability and Accountability Act (HIPAA) Regulations and Patient Encounters

All students are required to become familiar with and adhere to all aspects of the Health Insurance Portability and Accountability Act (HIPAA) of 1996, Public Law 104-191, including the Privacy Rule published by the U.S. Department of Health and Human Services (HHS).  More specific information may be obtained at HIPAA for Professionals | HHS.gov.

As a medical student, these standards pertain to all individually identifiable health information PHI encountered during medical training with KHSU-KansasCOM including, but not limited to, medical records and any patient information obtained.

HIPAA regulations prohibit the use or disclosure of PHI unless permitted or required by law; therefore, each student must utilize reasonable safeguards to protect any information they receive. Each student is responsible for ensuring the safety and security of any written or electronic information they receive, create, or maintain. The misplacement, abandonment, or loss of any information in the student’s possession will result in disciplinary action. At no time should a medical student alter, remove, or otherwise tamper with medical records. Specific rules and regulations with respect to student entries in medical records must be clarified during orientation or on the first day of the clerkship.

Furthermore, each student is responsible for ensuring that PHI is used or disclosed only to those persons or entities that are authorized to have such information. Students are expected to maintain the strictest confidentiality in their patient encounters; to protect the physician-patient privilege; and to ensure that there are no unauthorized uses or disclosures of PHI.

Any unauthorized use or disclosure of PHI including but not limited to digital images, video recordings, or any other patient-related materials, committed by a student, or any observation of the same by a student or employee, should immediately be reported to the Office of Clinical Education.

During clerkships, it is mandatory that students strictly adhere to all HIPAA regulations. What are perceived to be innocent discussions about clinical cases can become major HIPAA violations and jeopardize the hosting institution, the student, and KHSU-KansasCOM. 

Medical Professional Liability Insurance

KHSU-KansasCOM provides medical professional liability insurance commensurate with industry standards. Coverage extends only to clinical activities specifically determined by KHSU-KansasCOM as requirements for successful clerkship completion. Nonclinical claims (e.g., property or equipment loss or damage) do not fall under this policy. Changes made to clerkship dates, type, and/or location without prior Office of Clinical Education approval can jeopardize coverage.

Students may wish to participate in volunteer activities, such as health fairs, during their medical training. Student professional liability coverage does not extend to non- KHSU-KansasCOM approved activities (volunteer or otherwise). It is the student’s responsibility to personally determine that any activity in which they participate outside of clerkship assignments is covered by alternative coverage. The student is personally responsible should an issue of medical liability arise during activities not covered by KHSU-KansasCOM professional liability insurance.

KHSU-KansasCOM Property and Responsibility

Students will be held responsible for damage to KHSU-KansasCOM property caused by their negligence or a willful act. Students must pay for all damages within 15 days (about 2 weeks) after receipt of the invoice through the Office of Finance. Damage to KHSU-KansasCOM property is charged to the responsible student(s) at the total cost of repair or replacement. The student(s) may be subject to disciplinary action, dismissal, and/or prosecution given the details of the situation. KHSU-KansasCOM is not responsible for any loss or theft of individual property on campus.

Off-Campus Activities

Off-campus activities are subject to the same laws and penalties governing all citizens. “Campus” refers to all entities owned and operated by KHSU-KansasCOM or its associated corporations.

Solicitations, Vending, and Student Petitions

Solicitations on campus are prohibited. KHSU-KansasCOM-endorsed organizations must complete a fundraising event approval form with the Office of Student Affairs before selling anything on or off campus. All requests seeking donations from alumni, corporations, local businesses, or other external constituents must be approved in advance by the Office of Advancement. Any person or group not endorsed by KHSU-KansasCOM who wishes to make a presentation, sell products, or distribute information must submit a request in writing to the Office of Student Affairs. This policy includes the distribution of information, posting information on bulletin boards, and any use of the facilities.

Students are prohibited from soliciting on behalf of vendors using the KHSU-KansasCOM email system. All petitions, surveys, and questionnaires (with the exception of those distributed by KHSU-KansasCOM departments) being distributed to students must be approved by the Office of Student Affairs.

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.

Technology at KHSU-KansasCOM

Access to Electronic Systems

Each KHSU-KansasCOM student is provided with a school-sponsored email account. The student is responsible for all information communicated through email in the same way and to the same extent as if published in hard copy and distributed through other means. The student must regularly check this account for information transmitted by various departments of the school. The school will not direct electronic correspondence from official school email accounts to personal email addresses; the student is expected to utilize the institutional email addresses for all electronic communication about school matters. To maintain the privacy of school and student information, students are asked not to forward school-sponsored emails to personal email addresses.

Files and email messages that travel using the school’s network are not private. A user’s privacy is superseded by the school’s requirement to maintain the network’s integrity and the rights of all network users. For example, should the security of the network be in danger, user files and messages may be examined by the Department of Information Technology. The school reserves its right, as owner of the network and the computers in question, to examine, log, capture, archive, and otherwise preserve or inspect any messages transmitted over the network and any data files stored on school-owned computers or systems and platforms provided by the school, should circumstances warrant such actions.

All members of the community must recognize that electronic communications are by no means secure, and that during ordinary management of computing and networking services, network administrators may inadvertently view user files or messages.

Should a student withdraw or be dismissed from KHSU-KansasCOM, access to the institution’s electronic systems including, but not limited to, the library databases, the campus access control system, Canvas, Zoom, and other systems will be removed. Withdrawn or dismissed students will continue to have access to the Microsoft 365 platform and their associated institutional email for 90 days.  Approval from the Assistant Dean of Student Affairs will be required from any withdrawn or dismissed students requesting access.

Graduates will maintain their KHSU-KansasCOM email post-graduation. Access to other electronic systems, including other Microsoft 365 features and licensing for the Office Suite, is removed after graduation. Students will be notified of the inaccessibility to any files in One Drive upon graduation and will be given a 90-day grace period to retrieve all files. Files will become unrecoverable after 90 days.

In cases where a graduate is dismissed from a subsequent enrollment, KHSU-KansasCOM reserves the right to revoke alumni benefits if/when necessary.

Photo/Video Release

All registered students consent to allow KHSU-KansasCOM to take, record, reproduce, digitally modify for enhancement and refinement, or use photographs, voice, video or video still, digital audio quotes, public displays, public performances, or otherwise of a student’s likeness associated with KHSU-KansasCOM and its activities for the purposes related to marketing, social media, or promotion of KHSU-KansasCOM, including its classes, activities, or other events without limitation. Students who do not wish to have their image used should contact the Office of the Registrar and request a FERPA hold to be placed on their student information/data. Once the proper forms have been signed by the student, the Office of the Registrar will notify KHSU-KansasCOM marketing of the hold, which will block any identified student images from being published.

Further information on the recording of class and non-class events is available from the Office of Student Affairs. Private conversations and/or meetings may not be recorded without the informed consent of all parties involved. Failure to obtain permission to record may result in disciplinary action.

Recording, Transcription, and Artificial Intelligence Technology Policy

Purpose

KHSU is committed to protecting the privacy, confidentiality, integrity, and security of educational activities, institutional communication, student information, and university operations.  To maintain a professional and legal compliant learning environment, the university maintains the following expectations regarding recordings, transcripts, and artificial intelligence technology.

General Prohibition on Unauthorized Recording

Students may not record, photograph, screenshot, transcribe, duplicate, distribute, or otherwise capture university classes, meetings, educational activities, advising appointments, examinations, institutional events, clinical discussions, or communication without express authorization from the university and all appropriate participants.  This prohibition applies to audio recordings, video recordings, screen recordings, photographs or screen shots, live-streaming, automated note-taking systems, written or AI-generated transcripts, AI-generated summaries or meeting notes, or any other method of capturing or reproducing institutional communications or educational content.

Electronic Recording of Learning Activities

Electronic recording of learning activities is the responsibility of the KHSU-KansasCOM staff who adhere to institutional guidelines for obtaining appropriate permissions from those involved. “Learning activities” at KHSU-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 KHSU-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 KHSU-KansasCOM administration for unprofessional conduct.

Artificial Intelligence and Third-Party Meeting Tools

The use of unauthorized third-party artificial intelligence tools, transcription systems, meeting assistants, or automated note-taking technologies is prohibited during university-related activities unless expressly approved by the university.  Students may not allow AI bots or automated meeting assistants to join institutional meetings or classes; upload institutional recordings or discussions into external AI systems; generate transcripts, summaries, notes, or recording through unapproved tools; or shared institutional content with external AI platforms.

Institutional Recording and Approved Accommodations

Certain classes, meetings or events may be officially recorded or distributed by the university using institutionally approved systems managed through Information Technology or other authorized offices.  Only recording methods expressly approved, managed, or authorized by KHSU may be used for institutional purposes.  Students approved for accommodations related to recording or assistive technology must work through the appropriate accommodation process.  Approved accommodations do not permit unrestricted sharing, distribution, storage, or external upload of recordings or transcripts.  Faculty, staff, and students may not independently authorize recordings on behalf of the university.

Confidentiality and Professional Expectations

University related activities may involve FERPA protected educational records, HIPAA related or patient sensitive information, confidential student matters, examination or assessment materials, counseling or wellbeing discussions, personnel or institutional business information, and protected education content and intellectual property.  Unauthorized recording or transcription may violate university policy, professional conduct expectations, FERPA, HIPAA, confidentiality standards, and applicable laws.

Violations

Failure to comply with policy may result in removal from class or institutional activities, referral to Student Affairs, professionalism or conduct review, and/or disciplinary action under applicable university policies.

Electronic Communication Etiquette

Electronic communication is the posting or exchange of information via email, social media, discussion forums or other online course media, video conferencing, instant messaging, text messaging, phone, fax, and other virtual means. A student is expected to demonstrate professional behavior when communicating electronically and is advised to follow the standards listed below in all interactions with KHSU-KansasCOM community members.

General Standards

• Be respectful, professional, and careful about what is said and how it is said.
• Be aware of the image being projected. As message recipients cannot read nonverbal cues or may not be able to easily interpret the tone of electronic communication, words and manners of expression must clearly indicate the intended meaning. This is particularly important when using humor, sarcasm, or similar techniques.
• Be concise and to the point.
• When disagreeing, be professional and collegial.
• On message boards or in discussion forums, use the subject line appropriately, employing meaningful and succinct labels so that recipients may immediately grasp the topic being advanced.
• Use clear writing and good form, including proper spelling, grammar, and punctuation.
• When someone else errs or does not follow proper protocol, consider whether it is necessary to provide correction. If correction is in order, be polite and, if discretion is advised, address the issue privately rather than in a public way.
• Avoid using ALL CAPS, especially when disagreeing. This is perceived as shouting and considered rude.
• Comply with all copyright laws.
• Be mindful of compatibility concerns. Be sure that files uploaded to online platforms can be viewed by others.
• Be aware of issues that might arise due to cultural and languages differences.
• Do not violate the privacy of others. Do not send commercial advertisements or SPAM.
• Respect the chain of command when seeking assistance, raising questions, or sharing concerns. A student is encouraged to communicate with their course instructor, faculty mentor, or student support counselor first when trying to obtain information or solve a problem.

E-mail Communication Standards

• Use a meaningful subject, professional greeting, and appropriate closing signature. Start an email with the appropriate salutation to set the tone for communication. Choose a subject that accurately describes the content of the email. A student’s signature block should include their name, degree program, and preferred contact information.
• Use a standard structure, font type and size, punctuation, and layout. Generally, writing in short paragraphs and inserting blank lines between each paragraph is appropriate. When making points, number them or mark each point by inserting a bullet in front of each item in a list. Limit the use of exclamation points, question marks, and other special punctuation.
• Avoid using abbreviations, emoticons, emojis, or non-standard characters. The use of such items is not appropriate in professional emails.
• Review an email before sending it to ensure that it is clearly written and error free. Consider asking another person to review the communication before sending, if appropriate. Include the contents of the original email message with a reply. Use the ‘Reply All’ function only when the message is relevant to all copied parties.
• Avoid discussing confidential information, such as protected health information, personally identifiable information, or privileged information via e-mail.
• Expect that it may take a community member up to one to two business days to respond to an email. References to self-harm, violence, sexual misconduct, or similar matters will be referred to the appropriate school personnel for action.

Instructional Technology

TV carts, laptops, cameras, and other equipment are available for use by a student, staff, and/or a faculty member. Contact the IT Help Desk to inquire about borrowing specialty items. Equipment may be available on a first come, first-served basis but it is not guaranteed. The student is responsible for any lost or damaged equipment.

Use of Computing Resources

The Department of Information Technology (IT) provides access to the school network for students, faculty, and staff. The network consists of an institution-wide backbone network, a wireless network, and many shared computers in addition to personal desktop computers. It provides communication as well as academic and administrative functions.

Technology Related Rights

Members of KHSU-KansasCOM community have certain rights regarding the school’s network and its services.

• Intellectual Freedom: The school is a free and open forum for the expression of ideas; the school’s network is the same. Opinions may neither be represented as, nor construed as, the views of KHSU-KansasCOM.
• Improper Contact: While the school cannot control unwanted or unsolicited contact, network users who receive threatening or other improper communications should bring them to the attention of the Senior Associate Dean for Student Affairs and Strategic Academic Programs. All electronic communications are treated in a similar fashion to voiced or written communications. If the threatening or other inappropriate message was sent by another student, staff or faculty, the Office of Student Affairs should be notified in addition to the Office of Human Resources, should the communication include a faculty or staff member.
• Privacy: Data files and messages traversing the school’s network are private. However, a user’s privacy is superseded, for example, by the school’s requirement to maintain the network’s integrity and the rights of all network users. Should the security of the network be in danger, or for other good reason, user files and messages may be examined under the direction of the Information Technology management team. As owner of the network and computers in question, the school reserves the right to examine, log, capture, archive, inspect, and preserve any messages transmitted over the network in all cases, as well as any data files stored on school-owned computers, should circumstances warrant such actions. All members of the community must recognize that electronic communications are by no means secure and that during ordinary management of computing and networking services, network administrators may inadvertently view user files or messages.

Technology Related Responsibilities

Network users are expected to comply with the responsibilities delineated below. A student who violates a network responsibility risks suspension of network access. Depending on the seriousness of the violation, the student could be referred to the Office of Student Affairs. Acts that violate federal, state, or local laws will result in referral to the appropriate legal authority, as well as subject the user to institutional discipline.

The following illustrates the types of responsibilities that a student is expected to uphold regarding network use:

• A student is responsible for the use of their own personal network ID (“user ID”) and password. The student may not give anyone else access to the personal user IDs or computer accounts, which includes allowing anyone else access to log in and post, retrieve, download, upload, or copy any content from any KHSU-KansasCOM password-protected domain including, but not limited to, the school’s learning management system. A student is prohibited from using a user ID or a KHSU-KansasCOM computer account other than the account assigned. A student may not try to obtain a password for another user’s user ID or computer account in any way. The user ID remains the property of the institution.
• A student may not misrepresent themselves or their data on the network.
• A student is responsible for the security of their passwords. This includes not writing them down or sharing passwords with other people. Students are required to make sure no one else knows them.
• A student must not use KHSU-KansasCOM’s network resources to gain or attempt to gain unauthorized access to remote computers.
• A student must not deliberately perform an act that will impair the operation of computers, terminals, peripherals, or the network.
• A student must not run, install, or give to another a program that could result in the eventual damage to a file or computer system and/or the reproduction of itself on any of the institution’s computer systems, leading to a damaging result or the removal of institutional data from the network.
• A student must not attempt to circumvent data protection schemes or exploit security loopholes.
• A student is encouraged to participate in training programs sent out by IT, including but not limited to training related to phishing and social engineering.
• A student must not change their computer or mobile device’s physical or logical addressing with the intent to spoof or circumvent technical or administrative security controls.
• A student must abide by the terms of all software licensing agreements and copyright laws. The student may not make copies of, or make available on the network, copyrighted material, unless permitted by a license.
• A student must not be wasteful of computing resources or unfairly monopolize resources to the exclusion of other users.
• A student must not attempt to monitor another user’s data communications, nor may any student read, copy, change, or delete another user’s files or software, without permission of the owner.
• A student who withdraws, is dismissed, or otherwise leaves the institution may not use KHSU-KansasCOM facilities, accounts, access codes, network privileges, or information for which they are not authorized in their new circumstances.
• A student must maintain appropriate technology requirements for the degree program.
• KHSU-KansasCOM may offer software to a student at no cost. While software may be provided at zero cost, it is not free. KHSU-KansasCOM pays for the appropriate licensing in order to provide this software. As such, if a student chooses to install and use such software, the student is responsible for maintaining the integrity of the license by not sharing it or any activation/license key with anyone. By installing the software and the license key provided by KHSU-KansasCOM, the student agrees to this responsibility. If the student does not protect the provided key, the licensing of the software will be at risk for everyone. Violations may make a student ineligible for future software installations provided by KHSU-KansasCOM.
• Computing and networking resources are provided to support the mission of the school. These resources may not be used for commercial purposes. All KHSU-KansasCOM computing and networking facilities are provided for use by faculty, staff, and students solely for relevant academic, research, or administrative use.

Violations of computer regulations policies and information about potential loopholes in the security of any computer system or network at KHSU-KansasCOM should be reported to the Senior Associate Dean for Student Affairs and Strategic Academic Programs. Depending on the nature of any violations, the Senior Associate Dean for Student Affairs and Strategic Academic Programs may consider disciplinary/professionalism charges.

Technology Requirements

A student must have access to and maintain appropriate technology while enrolled at KHSU. Technical training resources are available on the Information Technology website on the community gateway. It is recommended that students use a Windows or Apple MacOS laptop so that they can take advantage of software used throughout the curriculum.

Students at KHSU-KansasCOM may be required to sit for a remotely delivered exam. It is the student’s responsibility to ensure that their WIFI is appropriate to take such an exam. KHSU-KansasCOM does not assume any responsibility for the strength and reliability of students’ connections. 

Chromebooks and Linux Operating Systems

Google Chromebooks and Linux machines are not sufficient to navigate the curriculum. These systems cannot run some essential software programs that are required for courses.

Professionalism Assessment

Professionalism is one of the pillars of students’ training as future physicians, and its presence is critically important as student doctors develop their knowledge and skills. KHSU-KansasCOM expects all KHSU-KansasCOM graduates to demonstrate professionalism in all aspects of their training, as well as when they are outside of the classroom/lab.

Students within KHSU-KansasCOM may be assessed on their level of professionalism term through the completion of a Professionalism “Rubric” (Grade Card), should a professionalism issue arise. Students who demonstrate unprofessionalism will be expected to remediate and improve those behaviors. This professionalism assessment is designed to provide students with a clear understanding of their progress towards meeting professionalism standards, acknowledged nationally as those that student physicians need to meet to transition successfully on to residency.

Students’ professionalism assessment will also be considered as part of the Medical School Performance Evaluation (MSPE)/Dean’s Letter process, when students have their Dean’s letter produced for residency applications. All KHSU-KansasCOM students must exceed all minimum professionalism expectations in order to graduate from the KHSU-KansasCOM. Details about the assessment of student professionalism will be discussed with each KHSU-KansasCOM class annually.

Examples of unprofessional behavior include, but are not limited to, the following: cheating, dishonesty, disrespect, tardiness, abuse (verbal and physical), illegal activity, discrimination, breach of privacy, substance abuse/impairment, unethical behavior, foul language, and disrespectful or unprofessional use of social media will not be tolerated.

Professionalism In Patient Physical Examinations

During clinical clerkships, students are routinely required to see and examine patients. It is necessary that all examinations of patients be appropriately structured, supervised, and consented to in the interests of all parties, including the patient, student, and attending physician. Students must wear their KHSU-KansasCOM picture identification badge and introduce themselves to patients as a medical student.

Patient consent for a student to perform an intimate examination must always be voluntary. Consent for an intimate examination must be either verbal and/or written. Regardless of the gender of the student performing the exam and the patient being examined, a chaperone (defined as another medical professional, preferably the preceptor) is required during all intimate examinations. A chaperone is not an accompanying person (e.g., friend, relative of the patient, another medical student). Students are highly encouraged to record the date, time, and the results of the examination, as well as the name of the chaperone in the medical record.

Social Media

The term “social media” is intentionally broad, and students should consider that fact before interacting in any internet public forum, including, but not limited to, Facebook, Instagram, X, LinkedIn, YouTube, Reddit, TikTok, blogs, comment sections of news sources, and similar online social media or networking sites.

When interacting on social media, students, who are training to be future physicians, are urged to think critically about how they would like to be perceived publicly, or by a broader audience, than they may initially anticipate. Asking questions like, “Would I want my parents, grandparents, friends, co-workers, school administrators, clinical evaluators, program directors, patients, etc. to see this?” before posting is a helpful exercise. Avoid engaging in conduct that could be viewed by others as defamatory, harassing, or an infringement on the rights of others.

Students should use caution when referencing their experiences in or events associated with KHSU-KansasCOM or with patient care. Always be transparent, making clear that your posts are your opinion unless you are authorized to speak on behalf of the medical school. The use of the official KHSU-KansasCOM logo must be approved by KHSU-KansasCOM prior to any post. Furthermore, students must adhere strictly to other policies of the KHSU-KansasCOM, clinics, and hospitals on their social media. It is extremely important to remember the sharing of personal health information is strictly prohibited under the Health Insurance Portability and Accountability Act (HIPAA), including the sharing of any images that are patient-related. Any violations of these guidelines using social media will be handled according to the Professional Code of Conduct.

Student Grievance Policy and Procedures

KHSU-KansasCOM is committed to treating all members of the educational community (administrators, faculty, staff, students, applicants for employment, third-party contractors, and all other persons that participate in KHSU-KansasCOM’s academic programs and activities, including third-party visitors on campus) fairly regarding their personal and professional concerns. The student grievance policy ensures that concerns are promptly dealt with and that resolutions are reached in a fair and just manner. KHSU-KansasCOM’s grievance procedure enables students to bring complaints and problems to the attention of the institution’s administration. KHSU-KansasCOM forbids any retaliatory action against students who present concerns and complaints in good faith.

KHSU-KansasCOM has created multiple avenues for students to informally report concerns. Those include meeting with an administrator or faculty, sending an email expressing a concern, utilizing the Open Door online form, utilizing the appropriate forms via the Guardian App, providing feedback through Student Government Association. If a student feels as if their concerns have not been addressed through these informal avenues the student may engage with the university through this formal grievance process.  

Definition

A grievance is a complaint arising out of any alleged unauthorized or unjustified act or decision by an individual (e.g., student, faculty, staff, administrator) that in any way adversely affects the status, rights, or privileges of a member of the student body.

Such complaints may include, but are not limited to, the following:

• Academic programs or courses
• Accreditation standards or processes
• Discrimination
• Financial aid
• General mistreatment
• Harassment, including sexual violence
• Mentoring
• Privacy of student educational records
• Privacy of student health records
• Parking
• Research
• Security and safety
• Student health

The KHSU-KansasCOM Student Grievance policy strongly encourages students who believe they have a concern/grievance to use all appropriate avenues for informal resolution, before initiating the formal grievance procedure. Students wishing to informally resolve an issue can contact the Office of Student Affairs or any other academic or administrative office on campus, which might appropriately handle said issue. If the office contacted cannot resolve the issue for the student, they will refer the student to the appropriate office and provide the student with a specific faculty/staff member who can assist them. Students can also provide informal concerns through the KHSU-KansasCOM Open Door online form. 

Should such an informal resolution be impossible, the student may pursue the following options if they wish to file a formal grievance:

Formal Procedure

Grievances relating to sex discrimination, sexual harassment, or sexual violence fall under the purview of the Anti-Discrimination, Anti-Harassment, and Title IX policy and will be dealt with under separate procedures. For further details on the basis for these kinds of grievances, see the Anti-Discrimination, Anti-Harassment, and Title IX Policy.

All other formal grievances should be submitted in writing to the Office of the Dean. The Dean, acting in their professional capacity, will review all formal grievances, with the goal of attempting to resolve the issue for the student.

Students submitting a formal grievance to the Dean should be as specific as possible regarding the action that precipitated the grievance:

• Date
• Location
• Individuals involved (including witnesses)
• Summary of the incident
• Efforts were made to settle the matter informally
• Remedy sought.

Except as noted above or as otherwise stated in KHSU-KansasCOM’s policies, grievances will be evaluated and investigated in accordance with the Student Conduct Procedures. If deemed necessary, the issue will also be referred to Human Resources or other appropriate administrative leadership team member.

A record of all formal grievances, including written findings of fact and any transcripts or audio recordings, will be kept on file in the Office of the Dean and in the student’s permanent educational file.

An annual report of formal student complaints will be provided to the leadership team by June 1 of each year. Reports will be provided to KHSU-KansasCOM’s leadership team on a more frequent basis if necessary. The College of Osteopathic Medicine uses student complaints in its ongoing performance improvement process.

Filing a Complaint with the Kansas Board of Regents.

If a satisfactory resolution cannot be reached after exhausting KHSU’s complaint procedure, students may file a complaint with the Kansas Board of Regents at:

Kansas Board of Regents
1000 SW Jackson, Suite 520
Topeka, KS 66612-1368
Phone: (785) 430-4240
Email: https://www.kansasregents.gov/academic_affairs/private_out_of_state/complaint_process

The filing of this complaint can be done in confidence, without identification.

Filing a Complaint with KHSU-KansasCOM’s Accrediting Agencies

The Commission on Osteopathic College Accreditation (COCA) recognizes its responsibility to provide complainants the opportunity to utilize its organization as a vehicle to deal with specific grievances as well as being a mechanism for reviewing and finally resolving complaints. Any party can file a complaint about an issue that affects an accreditation standard directly and in confidence with KHSU-KansasCOM’s accreditation agency, COCA, at the location below:

Department of Accreditation American Osteopathic Association
142 East Ontario Street Chicago, IL 60611-2864
1.800.621.1773
Toll-Free 312.202.8200
Email: predoc@osteopathic.org

The COCA’s accreditation complaint policies and complaint form can be found at https://osteopathic.org/accreditation/accreditation guidelines/. The filing of this complaint can be done in confidence, without identification.

Vaccinations and Immunizations

A student who cannot provide an official up-to-date immunization record, in accordance with KHSU-KansasCOM requirements, will not be allowed to begin or continue with clinical training and will be referred to the appropriate institutional official for disciplinary action. See Immunization Requirements in the Admissions section.

Worker’s Compensation Insurance

Medical students are not employees of KHSU-KansasCOM; therefore, KHSU-KansasCOM does not provide worker’s compensation insurance. The purchase of required coverage may be offered at the facility where the student might be rotating. Any expense incurred is the student’s responsibility.