Policy on Academic Policies

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IUSM-PO-EDU-MIS-0001

Full Policy Contents

Scope
Policy Statement
Reason for Policy
Approval
Procedures
Definitions
Sanctions

ADDITIONAL DETAILS
Additional Contacts
Forms
Related Information
History

Effective: 10/25/2016
Last Updated: 10/18/2017

Responsible University Office:
Medical Student Education

Responsible University Administrator
Chair, Curriculum Council Steering Committee

Policy Contact:
Chair, Educational Policy Subcommittee

RESPONSIBLE Educational Policy Subcommittee chair
ACCOUNTABLE Curriculum Council Steering Committee chair
SUPPORT Educational Policy Subcommittee
Continuous Quality Improvement
CONSULT General Counsel
Educational Policy Subcommittee
Curriculum Council Steering Committee chair
INFORM Educational Policy Subcommittee
Learning Technology, Medical Student Education

LCME Standards

1.1 Strategic Planning And Continuous Quality Improvement


Scope

Any individual, student, faculty member, administrator, staff member, group, or committee involved in the proposal, evaluation, development, approval, review, and revision of medical student education focused policies under the purview of the Indiana University School of Medicine Curriculum Council Steering Committee.


Policy Statement

It is the role of the CCSC Educational Policy Subcommittee to provide a common language and forum in which to discuss IUSM policies; create consistent, efficient, and complete policies related to the curriculum and student affairs; and structure the procedure by which IUSM policies become ratified. Prior to review and subsequent approval by the Curriculum Council Steering Committee, drafts of all medical student educational policies should be vetted through the subcommittee for review, modification, and recommendation to the CCSC.


Reason for Policy

Policies are the most functional when their creation, implementation, scope, procedures, and review are clear to all parties involved. This document is designed to provide a common language with which to discuss IUSM policies and a structured procedure through which IUSM policies become ratified.


Approval

Approved by the Curriculum Council Steering Committee 10/25/2016.


Procedures

When the subcommittee receives a request to review a policy, the following procedure enables a common policy language and standardized approach toward managing medical student educational policies. The subcommittee is engaged when the need arises for the creation of a new policy or substantive change to an existing policy (see “Definitions” for more information on the classification of substantive).

Policy Requirements. IUSM policies are formatted and managed consistently:

  1. Adherent to the common format of the IUSM policy template.
  2. Approved through the IUSM policy-approval process described in this document.
  3. Contained and maintained in documents in a central location, such as Mednet, and made accessible to those in the Responsible-Accountable-Support-Consult-Inform table, including the affected audiences of the policy.
  4. Updated on the IUSM website.
  5. Oriented and linked to other policies and procedures.

Stages of Policy Development and Approval.

  1. Development: Policies are drafted by the relevant department and in coordination with relevant members from the RASCI document and, if needed, with the Educational Policy Subcommittee.
    1. Submission of policy proposal: All policies should use the standard IUSM policy template format, available on Mednet.
    2. Research and due diligence: The RASCI section of the document should be completed to the best of the author’s ability and authors should use due diligence in ensuring that the new policy is mutually exclusive to, and does not contradict, existing policies. If the new policy overlaps with an existing policy, authors should work to integrate or reference the new policy into the existing policy template on Mednet.
  2. Formal review: New policies or policies with substantive changes should be submitted for review by the Educational Policy Subcommittee and approval from the CCSC. When necessary, policies will be reviewed by IUSM legal counsel.
    1. Risk assessment. Policies will be reviewed for potential risk to IUSM and all other relevant parties.
    2. Mission alignment. Policies will be reviewed for alignment with the charter of the CCSC and the mission of IUSM.
    3. University alignment. Policies will be reviewed to ensure alignment with relevant university policies. IUSM policies do not supersede university policies.
  3. Approval: Policies recommended by the subcommittee will be submitted to the CCSC for approval. The flowchart file can be found on EPSC Mednet.
  4. Storage and dissemination: Policies are stored in a centralized Mednet location and are disseminated and made accessible to appropriate parties, including via the appropriate public webpage. Policies also are made available for future editing and adjustments by the policy owner and the subcommittee.
    1. File management. Mednet policies are managed centrally by a designated staff member whose role is to provide clearinghouse services, ensuring appropriate format, indexing, storage, naming conventions, version control, file security, and archiving. The Mednet environment is the authoritative source for all policies.
      1. File names. File names should be short but meaningful and should avoid unnecessary redundancy in file names and file paths. Use capital letters to separate words (not underscores, dashes, or spaces). When a number is included in the name, it should be written as a two-digit number, i.e. 01-99, unless it is a year. When writing dates, use four-digit years, two-digit months and two-digit days: YYYYMMDD or YYYYMM. Use the phrase “Auth” to delineate an authoritative version of a policy. Use the phrase “Draft” to delineate a draft version of a policy. E.g., “AuthAcademicPoliciesPolicy201609.docx”
    2. Policy numbering. The first example is for a policy in administrative services in the finance unit. The second example is for a policy in education. The XXX refers to all the subcategories within Ed Affairs/Education. IUSM-PO-AS-FIN-0001, IUSM-PO-EDU-XXX-0001.
      1. Statewide Preceptor Development for Educational Affairs and Faculty Development = SPD
      2. Centers for Medical Education = CEN
      3. Continuing Medical Education = CME
      4. Graduate Medical Education = GME
      5. Continuous Quality Improvement = CQI
      6. Health Professions and Pre-Doctoral Programs (MSMS and HPP) = HPP
      7. Medical Student Education = MSE
      8. Ruth Lilly Medical Library = LIB
      9. Research in Medical Education = RES
      10. Admissions and Student Financial Aid Services = ADM
      11. Operations Educational Affairs = to be determined pending meeting with Ed-Ops (they already have these in AS)
    3. IUSM website. As appropriate, policies should be made available via the IUSM Student Handbook website, pointing to the Mednet portal. Policies should be submitted for website publication only after approval from the Curriculum Council Steering Committee and after the file has been published and made public on Mednet. Updates can be sent to Learning Technology, Medical Student Education.
  5. Maintenance. Policies should be reviewed and revised as appropriate, no less than every five years by the policy owner and the subcommittee.

Definitions

Academic policies.

  1. Schoolwide. These policies pertain to faculty, administration, instruction, and student activities. Policies at this level are generally approved by the CCSC and pertain to two or more (campuses/programs) at IUSM. Consequently, academic affairs-level policy subject matter includes but is not limited to:
    1. Academic admissions, programs, curriculum, advancement, and graduation.
    2. Student matters, including student services, student affairs, complaints, evaluations, and financial aid.
    3. Residents and fellows.
  2. Program and campus-level policies. These policies may apply to one or more academic programs, departments, or campuses within IUSM and apply only to the students enrolled in those programs. These policies pertain to their respective division’s mission, structure, rules, and responsibilities. These policies typically take effect after approval by the dean and or directors of the division affected by the policy and the CCSC.

Administrative policy. Administrative policies refer to rules that facilitate non-academic operations or legal compliance. These policies generally pertain to members of the IUSM community. Administrative policies are reviewed by the appropriate administrative leader, then formally reviewed by legal counsel, as well as the offices of Risk Management and/or Compliance as appropriate. Approval of administrative policies is subject to approval by the appropriate approval authority, which is the CCSC, the dean or the IU Board of Trustees. Institutionwide and internal-unit policies are specific types of administrative policies.

  1. Institutionwide. Violations of these policies may result in legal or other risks to IUSM continuity, integrity, safety, or accreditation. These policies typically are germane to physical structures, property, and both academic and non-academic infrastructure and operations.
  2. Internal unit. These policies refer to the operations of an internal unit or department (i.e. clinical services) or to specific faculty and staff. Respective internal units have the authority and responsibility to author, implement, and maintain these policies and procedures, subject to the approval of executive leadership.

Authoritative version. This version of a policy is necessarily 1) formally approved by an appropriate entity; 2) maintained on the IUSM intranet website Mednet; and 3) made publicly available on the IUSM website for the respective office and, if applicable, the online Student Handbook.

Policy. A policy is a document that describes organizational rules and guidelines. An easy way to determine if one is writing a policy is whether or not the document answers these questions: What are the organizational rules and guidelines? Why are the organizational rules and guidelines necessary?

Procedure. A procedure is a document that captures specific steps or actions for accomplishing tasks. An easy way to determine if one is writing a procedure is whether or not the document answers these questions: How is the task accomplished? Who is responsible to perform the steps?

Rogue policy. A policy that is created after the effective date of an authoritative policy, which has been developed and/or disseminated without adhering to the governance parameters and process established herein. Rogue policies do not require stakeholder compliance and, upon discovery, they shall be removed from any and all websites, handbooks, and other stakeholder communication vehicles.

Substantive change. A substantive change is a significant modification to the content or scope of a policy document. Examples of substantive changes to a policy might include the addition of considerable stakeholder fees (where no fee was included in a previous draft); expansion of the class or number of stakeholders whose compliance is mandatory; alterations to procedure, if included in the policy itself; the addition of responsible offices and/or associated duties; or heightened accountability for responsible office(s) and/or noncompliant stakeholders. Examples of non-substantive changes include reformatting policy content for clarity while making minor changes to content; title or room number changes; modification of fee schedules; rephrasing, where the meaning or impact of the clause is not altered; removal of words or sentences that expose IUSM to legal or other appreciable risks without fundamental alteration of the policy’s purpose or impact; and addition of wording that reduces/eliminates legal or other appreciable risks.


Sanctions

Failure to adhere to this policy may result in delays in the review and approval of medical student education policies.


Additional Contacts

Subject Contact Phone Email
Assistant Dean for Medical Student Education Antwione Haywood, Ph.D. (317) 278-2891 haywooda@iu.edu
Deputy General Counsel Joseph Scodro, J.D. (317) 274-5277 jscodro@iu.edu
IUSM Website Andy Foster N/A fosteran@iu.edu

Forms

Policy template, available via Mednet Library at https://Mednet.iu.edu/_layouts/15/WopiFrame.aspx?sourcedoc=/MasterDocLibrary/PolicyTemplateAuth201609.docx&action=default.


Related Information

Policy on Adherence to Policy.


History

Policy revisions reviewed and edited 10/12/2016.
Policy revised and approved by the CCSC 10/25/2016.
Policy number added 01/25/2017.
Policy approval process updated: 02/01/2017.
Template correction and removal of the reference to faculty members under the academic policies definition 10/18/2017.

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