By-laws of Faculty Senate

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Section 1. Faculty Senate

Section 1.1 Purpose.

As an advocacy body, the Faculty Senate develops and recommends policies and procedures that will foster professional growth and actions along with appropriate utilization of faculty and provides advice and assistance concerning matters of the advancement of the University. In an effort to enhance the advancement of the University, the Faculty Senate will encourage collegiality among the faculty and positive interactions between the faculty and other University constituencies. To this end the Faculty Senate may from time to time provide awards and recognition, sponsor enrichment and social activities, participate in University and community events and other activities that will strengthen the University. The Faculty Senate has the responsibility with respect to academic matters to determine requirements for admission and graduation, curriculum and academic programs, scholastic standards required of its students, and exercise additional powers necessary to provide adequate instruction and supervision of its students. The Faculty Senate also bears the responsibility for advising their respective deans on "matters involving academic policy, including priorities, resource and salary allocation, and budgets". The Faculty Senate reports their recommendations to the Chief Academic Officer and President of the University or his/her designee for final approval.

Section 1.2 Organization.

The Faculty Senate shall contain members who may be elected to serve as officers and appointed to serve on committees.

1.2.1 Membership.

The Faculty Senate includes all full-time and part-time faculty from the Basic Sciences and Clinical Sciences who perform their services for the MD program. Membership shall include those duly appointed persons whose titles, however otherwise modified, are: Lecturer, Instructor, Assistant Professor, Associate Professor, or Professor. Faculty members who have been appointed to an Assistant Dean or Dean position (excluding the Dean of Basic Sciences and the Dean of Clinical Sciences) retain their rights as voting members of the faculty. The president of XUSOM, the CAO, the Dean of Basic Sciences and the Dean of Clinical Sciences are non-voting ex officio members of the faculty. This means that they can attend meetings if they choose to but do not vote on official matters involving the faculty senate.

1.2.1 Officers.

The Officers of the Faculty Senate shall include a President, Vice President and Secretary. The Executive Committee of the Senate is a standing committee and shall consist of the Officers of the Senate. The Executive Committee shall plan the meetings and activities of the Senate and will be responsible for conveying proposed changes to the administration. The executive committee provides a direct connection between the faculty and the administration.

1.2.2 Committees.

The Faculty Senate shall maintain Standing and Ad Hoc Committees as needed to perform its purposes.

1.2.3 Line of Authority.

The Faculty Senate shall report to the Chief Academic Officer.

1.2.3.1 Officers.

1.2.3.2 Nomination.

In the month of October of each year, a Nominating Committee shall present to the Faculty Senate the names of candidates for the positions of President, Vice President and Secretary. Nominees are required to have been at XUSOM for a minimum of TWO consecutive semesters to serve on a committee.

1.2.3.3 Election.

In the month of December of each year, a meeting of the Faculty Senate shall be convened to elect Senate Officers. The names of the nominees submitted by the Nominating Committee shall have been made known to the faculty one week in advance of the meeting. The current President shall convene the meeting, announce the names of the nominees and call for the nomination of additional candidates for all offices. Upon approval of a motion to close nominations, each faculty member shall cast one vote for a candidate for each office. The votes shall be cast by ballot. The ballots shall be counted by the Secretary and the candidates for each office receiving the largest number of votes shall be announced at the meeting. In the event of a tie, the balloting for that office shall be repeated until a candidate receives a majority of the votes.

1.2.3.4 Effective Date of Office.

Elected officers will take office at the end of the meeting in which they were elected.

1.2.3.5 Duties of the Officers.

(a) The President leads the Executive Committee and shall convene the Faculty Senate in regular and special sessions. The President shall, in consultation with the members of the Executive Committee, prepare an agenda for Senate meetings. The President as the leader of the Executive committee shall conduct the meetings of the Senate.

(b) The Vice President shall perform the duties of the President of the Senate in the absence of the President. The Vice President shall also act as the chairperson of the Faculty Handbook Review Committee, as well as the Treasurer of the Faculty Senate.

(c) The Secretary shall cause that the actions of the Senate be recorded and dispersed to the Faculty and the Chief Academic Officer of the University. Items that were voted on and approved by the Faculty Senate that await action by the President of the University should be summarized after the minutes.

1.2.3.6 Duration of Office.

All officers will serve for a period of one year unless their employment as a faculty member ends, they resign as an officer, or are removed from office by a vote of 2/3 of the faculty.

1.2.3.7 Filling an Unexpired Term.

If an office becomes vacant, the Executive Committee shall recommend to the Dean of Basic Sciences an ad interim officer until a special election can be conducted within thirty days after the vacancy occurs. The newly elected officer will take office immediately.

1.2.3.8 Successive Terms.

No officer shall serve more than three successive terms.

Section 1.3 Committees of Faculty Senate.

1.3.1 Appointment and Ratification of Committees Members.

The President of the Faculty Senate in consultation with the Officers shall appoint the members of the committees. At the meeting following the appointment of a member to a committee the members of the Senate will be invited to ratify the appointment of the committee members with a hand vote. The CAO will assign the Committee Chairs.

1.3.2 Committee description.

1.3.2.1 Standing Committees:

The standing committee of the faculty senate are:

The Executive Committee of the Senate is a standing committee and shall consist of the Officers of the Senate. The Executive Committee shall be formed at the conclusion of the meeting at which the Officers were elected and shall function for one year. The Executive Committee shall plan the meetings and activities of the Senate. The Secretary will cause minutes of the Executive Committee to be recorded and distributed to the members of the faculty at the discretion of the President of the Senate.
Curriculum Committee shall evaluate the Curriculum and recommend to the Faculty Senate, policies, procedures, actions and plans pertaining to the curriculum. Students from both the Basic and the Clinical Sciences usually serve on the committee (By-laws Section 2).
Admissions Committee The purpose of the committee is to select a sufficient number of well-qualified students that best represent the mission of the Institution. The Committee has the complete and final authority to evaluate and admit medical students. The selection of students will be unbiased and not be influenced by political or financial factors (By-laws Section 3).
CARQI Committee was established as a part of Continuous quality improvement policy to ensure that the medical education program activities and the administrative activities align with the XUSOM’s mission, vision, goals and Strategic Plan, and to ensure compliance with accreditation standards (By-laws Section 4).
Research Committee oversees all the research activities and to promotes research which can improve teaching-learning activities in the institution. The committee actively seeks the cooperation of other organizations in the island and abroad to develop research skills and aptitude (By-laws Section 5).
Faculty Development Committee shall recommend to the Faculty Senate, policies, procedures, actions and plans on such issues as faculty recognition and professional enrichment (By-laws Section 6).
Grievances Committee is in charge of hearing all appeals/grievances, hearing cases of alleged unethical behavior within or outside the classroom and outside the school premises pertaining to all disciplinary matters recommending resolution of appeals/grievances. (By-laws Section 7).
Financial Aid and Scholarship Committee (By-laws Section 8)

1.3.2.2 Ad hoc Committees:

Bylaws Committee is an ad hoc committee and shall be appointed by the President of the Senate in consultation with the Executive Committee as needed, to consult with standing committees to review and recommend revisions to these Bylaws. The Committee shall consist of not less than two members.
Faculty Handbook Review Committee is an ad hoc committee, and shall be appointed by the President of the Senate in consultation with the Executive Committee
Faculty Enrichment/Entertainment Committee is an ad hoc committee, and shall be appointed by the President of the Senate in consultation with the Executive Committee and chaired by the Secretary of the Faculty Senate

1.3.4 Committee Reports.

Each standing and ad hoc committee should be invited to report its progress at each regularly scheduled meeting of the Faculty Senate.

1.3.5 Meetings

1.3.5.1 Schedule of Meetings.

The Faculty Senate will meet each December to conduct elections. The Senate should meet monthly in regular sessions. Special meetings may be called by the President or upon the request of five or more Members.

1.3.5.2 Rules of Order.

All meetings shall be conducted in accordance with the most recent edition of Robert's Rules of Order.

1.3.5.3 Meeting Agendas.

Agendas of Senate meetings will be prepared by the President of the Senate in consultation with the Executive Committee. Additional items may be introduced from the floor and added to the agenda upon the majority vote of the Senate.

Section 1.4 Quorum.

A simple majority of the total membership of the Faculty Senate shall constitute a quorum. A quorum shall be required to take any action.

1.4.1 Faculty Senate Actions.

1.4.1.1 Amendments to Bylaws.

The Bylaws shall be amended as deemed necessary by the Executive Committee. Proposed amendments to the Bylaws shall be presented to or developed by the Bylaws Committee which may submit proposed amendments in writing to the President of the Senate. Bylaws may be amended upon approval by two-thirds of the members of the Faculty Senate provided that the proposed amendments have been distributed to the Senate not less than ten days in advance of the vote. Amendments to the Bylaws require approval by the President of the University or his/her designee.

1.4.1.2 Faculty Policies and Procedures.

The Faculty Senate will maintain a periodical review of policies and procedures that pertain to the faculty. Proposed revisions to the policies upon approval by a majority of the members of the Senate, must be submitted to the Chief Academic Officer for approval.

1.4.1.3 Faculty Handbook.

The Faculty Senate, with assistance from the Faculty Handbook Review Committee, shall assist the Deans in maintaining a Faculty Handbook that shall contain these Bylaws, the Code of Conduct and other information, policies, procedures and guidelines that are commonly used by the faculty. The Faculty Handbook Review Committee should assist the Deans in ensuring that all faculty members have access to a current edition of the Faculty Handbook.

1.4.1.4 Faculty Collegiality.

In an effort to enhance the advancement of the University, the Faculty Senate will encourage collegiality among the faculty and positive interactions between the faculty and other University constituencies. To this end the Faculty Senate may from time to time provide awards and recognition, sponsor enrichment and social activities, participate in University and community events and other activities that will strengthen the University.

1.4.1.5 Faculty Senate Funding.

To accomplish those functions designed to advance the University, the Faculty Senate may request funding for Senate projects and activities. Such requests shall be submitted by the President of the Senate to the Chief Academic Officer. The Executive Committee of the Faculty Senate shall submit a yearly budgetary request to Administration by the 1st of November of each year for anticipated expenditures for the subsequent year.

Section 2. Curriculum Committee

Section 2.1 Mandate and Responsibilities

2.1.1 Mandate

Curriculum Committee is responsible for identifying the curricular content, integration and implementation of all components in both Basic and Clinical science program. Along with this the committee sets up the Educational objectives required in each course, method of instruction and assessment methods to measure the achievement of these objectives. The mandate of the Curriculum Committee is to coordinate the design, management, approval, integration, evaluation and enhancement of a dynamic curriculum that ensures students are equipped with the necessary knowledge, skills and attitude and behavior to get into the residency program. This Mandate of Curriculum Committee is in alignment with standard 6.2 of the revised ACCM standards.

2.1.2 Organization of the committee:

The following organizational chart defines the organizational hierarchy of the committee:

Table 2.1: Organization of the Curriculum Committee

Table 2.2: Functions / Responsibilities of Curriculum Committee

Section 2.1.3. Responsibilities:

The functions/ responsibilities of the curriculum committee are formed in alignment with standards 6.2, 6.3 and 6.4 of revised ACCM standards.

2.1.3.1 Curriculum Designing: The Curriculum Committee is responsible for structuring the curriculum in a manner that addresses the established goals, competencies and educational objectives of the medical school. The curriculum committee designs the academic program for the semester approves the academic Calendar which will guide the system chairs to coordinate the activities of the organ system. The committee will ensure that the curriculum complies with the accreditation standards and provide evidence for such compliance.

2.1.3.2 Curriculum Review: The committee will constantly review, evaluate and periodically update the curriculum ensuring that there is comprehensive coverage of all the content/competencies throughout the curriculum. The efficient way of reviewing the curriculum is by mapping of learning objectives of each organ system and clerkships to educational objectives, educational objectives to competencies and competencies to the school’s mission. The committee works closely with all the system chairs and discusses whether the content or competencies distribution in the organ system is logical and coherent.

2.1.3.3 Curricular Integration: The committee will ensure that there is adequate vertical and horizontal integration of the curriculum. This integration will ensure that the students are taught everything from a clinical perspective. This two-way integration will also help students understand the content better, as correlation and interpretation are better.

2.1.3.4 Curriculum Delivery and Monitoring

2.1.3.4.1 Scheduling: The curriculum committee is responsible for preparing and dynamically revising checklists that define action plans/expectations for system chairs for the smooth running of the system. The curriculum committee in liaison with the sub-committee will prepare a schedule for 2 weeks. This schedule is discussed in the bi-monthly integration meeting for any conflicts, identify lacunae of topics and prevent unwanted redundancy.

2.1.3.4.2 Timely Assessment: The curriculum committee creates, approves and shares the Academic Calendar with the system chairs and the faculty. This calendar will guide the system chairs and the faculty on the conduction of Assessment. Students are assessed by both formative and summative assessment, but the academic outcome is decided by the summative assessment.

2.1.3.4.3 Monitoring: The committee closely monitors the content of the syllabi of individual systems. These syllabi specify the content and workload of the respective system. The syllabi will clearly state the standard for the content depth and content relevance dynamically and temporally.

2.1.3.5 Curriculum Evaluation

The curriculum committee work and provide relevant evidence towards the school's compliance with those accreditation standards that are directly or indirectly relevant to the curriculum. Timely Evaluation of curriculum is one of the major standards set by most of the accrediting agencies and hence this component becomes a very important responsibility of the curriculum committee.

Curriculum Evaluation is done under 3 subheadings

Process Evaluation: Student feedback at the end of every clerkship or at the end of every organ system is used to prepare a report on the process. Block Evaluation report for every organ system (in Basic Sciences) and Clinical Clerkship Data report at the end of a specific clerkship (in Clinical Sciences) are the tools to review the Educational process. These reports are used by the curriculum committee to find the lacunae in the process and address them subsequently.
Outcome Evaluation: Student summative scores in the assessments form the basis for outcome evaluation. The following assessment scores are used by the committee for its outcome evaluation.

Student scores on internally developed examinations
Results of USMLE / NBME Exams
Student performance in CCSA1 / CCSA2

Need Evaluation: Any deficiencies/shortcomings noted either in process evaluation or outcome evaluations are noted, discussed and addressed under "Need Evaluation.

Section 2.1.4 Policy Development and Communication

2.1.4.1 Defining and implementation of policies: The Curriculum Committee defines and implements policies for Curriculum design, Curriculum content, Methods of delivery of the curriculum, Duration of delivery of the curriculum, Review of the curriculum and recommends them to the Deans, for perusal and approval.

2.1.4.2 Directing the functioning of the sub-committees: The curriculum committee is authorized to direct the functioning of the basic science and clinical science sub-committees and to request the sub-committees to convene meetings when required.

2.1.4.3 Liaising with teaching faculty: Establishing a faculty leadership structure that functions towards the achievement of curricular goals and compliance with accreditation standards

Timely communication to all teaching faculty either directly or through the established faculty leadership, about revisions, if any, to the curricular structure and content.

Section 2.2 Leadership & Membership

2.2.1 Appointment: The members and the chair of the committee are appointed by the Chief Academic Officer based on their academic qualification, academic rank in the institution and experience in Medical education.

2.2.2 Leadership: The Curriculum Committee is led by the Chair. Where the Chair is absent for any reason, an Acting Chair may be appointed by the Chair.

2.2.3 Responsibilities of Members: All members will participate actively in the committee by reviewing all pre-circulated material. The members will ensure to attend at least 70% of the meetings and also participate in working groups as requested by the chair.

2.2.4 Term of Membership: Appointed members will normally serve a three-year term following which their membership can be renewed.

Section 2.3 Meeting Procedures

2.3.1 Frequency and Duration of Meetings: Meetings will be held at least once every semester. Additional meetings may be convened in a semester at the call of the Chair.

2.3.2 Conflict of Interest: Members are expected to declare a conflict of interest if their real or perceived personal interests might be seen to influence their ability to assess any matter before the committee objectively. The declaration may be done at a meeting or in writing to the Chair. If the declaration is accepted by the Chair, the concerned member/s will be excused from the respective meetings and excuses will be recorded in the minutes.

2.3.3 Decision-Making:

Decisions that establish modifications to the curriculum/ curriculum committee policies, directions to subcommittees, directions to faculty members will be discussed in the context of specific motions.
Motions shall be passed by a majority vote of members and recorded in the minutes.
Where consensus-based decision-making is required, everyone involved in the decision must agree on the individual points discussed before they become part of the decision. The following principles apply during consensus-based decision making:
Not every point will meet with everyone’s complete approval. Unanimity is not the goal, although it may be reached unintentionally.
Everyone may not be satisfied with consensus-based decisions but everyone’s ideas should be reviewed thoroughly. The goal is for individuals to understand the relevant data, and if need be, accept the logic of differing points of view.
Arguments over individual ranking or position will be avoided. However, a position will be presented as lucidly as possible, respecting the feelings of all groups
A ‘win-win’ approach will be adopted. When an impasse occurs, the next most acceptable alternative for both parties will be looked at.
Views that have no basis in logic or the supporting data shall not be entertained.
Holding of different views by group members shall be considered natural and healthy.

2.3.4 Communication

Agenda and minutes of committee meetings are to be distributed to the committee members by Secretary.
Minutes are normally distributed electronically to all members within one week of meetings.

Section 2.4 Evaluation

Terms of reference will be reviewed by the Curriculum Committee periodically

2.5 Responsibilities of sub-committees:

2.5.1 Basic science sub-committee:

All system chairs are members of the basic science sub-committee by default.
System chairs are appointed every semester by the Dean, Basic science, in consultation with the Chair, curriculum committee.
The Secretary of the main curriculum committee will chair the sub-curriculum committee by default.
Student representatives of Years 1 and 2 are appointed by the CAO based on the academic performance of the student.
The basic science sub-committee will support the main curriculum committee by convening meetings as requested by the latter.
The basic science sub-committee will support the main curriculum committee by proposing suggestions for dynamic modifications of the basic science curriculum.
A consensus reached during the sub-committee meetings will be passed to the main committee for final approval.

2.5.2 Clinical science sub-committee:

All Clinical chairs are members of the clinical science sub-committee by default.
Clinical science chairs are appointed by the Dean, Clinical science, in consultation with Dean, Basic science and Chief academic officer. The term of clinical chair-ship will continue for as long as deemed necessary by the Dean, Clinical science.
The Chair and the Secretary of the clinical sub-committee are appointed by the Dean, Clinical science in consultation with the Dean, Basic science and Chief academic officer on an annual basis.
Student representatives of Years 3 and 4 are appointed by the CAO based on the academic performance of the student.
The Clinical science sub-committee will support the main curriculum committee by convening meetings as requested by the latter.
The Clinical science sub-committee will support the main curriculum committee by proposing suggestions for dynamic modifications of the clinical science curriculum.
A consensus reached during the sub-committee meetings will be passed to the main committee for final approval.

2.5.3 Promotions and Progress Review Committee

2.5.3.1 Purpose

The Promotions and Progress Review Committee monitors the progress of students throughout the MD program and promotes only those students to a higher term, who are performing at an acceptable level, and graduates only those who successfully complete the program. In the process of these reviews, the Promotions and Progress Review Committee will make the final decision as to whether a student is allowed to advance with or without probation or if a student will be repeating a semester with academic probation.

The decisions made by the Committee can be appealed to the Grievances Committee or the Chief Academic Officer. The decision made by the CAO is final.

2.5.3.2 Duties and Responsibilities

The Promotions and Progress Review Committee shall ensure the formulation and application of effective procedures for the evaluation of student performance, which is defined to include both academic achievement and professional competence.
Upon receipt of the final course grades, the Committee shall review the progress of all students and shall certify that each student has met the stated criteria for academic advancement in all phases of the curriculum.
Academic advancement must be certified by the Committee for the promotion of students into each phase of the curriculum following matriculation.
The Committee shall determine, a course of remediation for each student for whom performance deficiencies have been identified, and shall notify those students and the faculty mentor with performance deficiencies, and in writing, of the required course of remediation.
The Committee shall have the authority to:

place a student on academic probation or warning,
establish the duration of warning or probation,
prescribe appropriate steps for the remediation of a student's performance deficiencies,
remove a student from academic probation or warning, and
recommend suspension/dismissal of a student to the Deans and CAO.

The Promotions and Progress Review Committee in association with the Appeals Committee shall have the authority, to hear grade change appeals and provide appropriate recommendations.
The Committee shall meet with any student whose academic progress is a cause of concern that future difficulties may ensue, and may provide recommendations to the student to ensure a greater chance of success.
The Committee shall seek to ensure that course grades are reported to the student and the School of Medicine Registrar in a timely manner.
Annually, the Committee shall recommend to the Faculty Senate the candidates for the degree of Doctor of Medicine.
The Committee shall prepare a comprehensive report of the number of students promoted, required to repeat a course, placed under probation, suspended, dismissed, every semester. This report has to be submitted to the Chair of Curriculum Committee, Dean of Student Affairs and CAO.

2.5.3.3 Membership:

Membership consists of 3-5 members from the following:

Assistant Dean of Student Affairs is the Chair of the Committee
Chair of Curriculum Committee
Assistant Deans
Clinical Chairs or Organ System Chairs
Senior Faculty or Administrators

2.5.3.4 Meetings

The Promotions and Progress Review Committee meets twice a semester OR at the call of the Chair. Members are expected to attend all meetings in person or via teleconference.

2.5.3.5 Quorum

A quorum of the committee shall consist of either 3 members or 5 members to conduct business.

2.5.3.6 Lines of Accountability

The Promotions and Progress Review Committee is accountable to the Curriculum Committee, Deans and the Chief Academic Officer. The Bylaws of the committee will be reviewed by its members annually and changes may be suggested to the Bylaws committee and the Faculty Senate.

2.5.3.7 Minutes and Reports

Minutes of notes of all meetings are kept in the Office of the Student Affairs. Minutes are circulated to all members.

2.5.3.8 Academic Sanctions:

2.5.3.8.1 Letter of warning

The following is a list of reasons why a student would automatically be issued a letter of warning:

Fail in a single course
Attendance shortage in the first course of the semester or during mid-semester review
Have professionalism or ethical issue
When a student is noted to have a deficiency in their clinical skills over several clerkships or courses (e.g., difficulty synthesizing clinical information)
When students take more than 4 months of LOA after their Basic Sciences and/or Clinical Rotations

2.5.3.8.2 Academic probation

The following is a list of academic difficulties for which a student would automatically receive academic probation:

Students who have two or more backlogs at any stage in Basic Sciences shall be required to repeat a semester with academic probation.
Attendance shortage for 2 or more courses in a semester
Repeated ethical and professional misconduct as deemed by the Promotions and Progress Review Committee
During clinical rotations, if they receive F in a clerkship or course. The student will not progress in the phase until they have completed remediation of the clerkship or course. The period of probation will continue until they have successfully completed the phase.
Any student who repeats a phase will be recommended to be placed on academic probation while they are repeating the phase.

2.5.3.8.3 Academic probation serves the following functions:

It is official documentation that the student is deficient in areas related to academic performance;
It provides a pathway and defines a timeline that the student must follow to regain good standing. This may include, but is not limited to, remediation, maintaining appropriate performance standards and/or adhering to professional expectations;
It describes the consequences that will result if a student does not meet stated expectations during the period of academic probation.
Self-reflection after discussion with the faculty mentors, Deans and/or Chair of Promotions Committee and submit an academic plan of remediation to the Promotions and Progress Review Committee in writing.

2.5.3.8.4 Repetition

Repetition allows the student to repeat a phase of the curriculum.

There are two primary reasons for repetition.

Students may voluntarily repeat a semester/course because of specific events (e.g., health, personal or family issues). This voluntary repetition should be submitted to the Grievance's Committee and Promotions and Progress Review Committee. In these cases, the student can be allowed to repeat the semester/course without any academic penalties at the discretion of the Grievances Committee.

Repetition of a semester/course as recommended by the Promotions and Progress Review Committee, due to a concern that the student has not mastered the academic skills of that semester/course. The following is a list of actions for which the Promotions and Progress Review Committee would require a student to repeat a phase or course in the curriculum:

Required remediation of two or more courses at any stage in Basic Sciences
Grade of F during clinical rotations.

2.5.3.8.5 Suspension

Suspension is considered for serious academic issues when the Promotions and Progress Review Committee has information regarding the student’s academic performance or professional behavior that would support the student benefitting from a period to manage external distractions or other concerns. The period of suspension is recommended by the Promotions and Progress Review Committee and will include the conditions for restarting the medical school curriculum. Students who are on academic suspension cannot proceed to the next phase, and can only re-start their program after the concerns that placed them on suspension have been resolved.

2.5.3.8.6 Dismissal

Dismissal is considered for either serious breaches in professional conduct or academic concerns including repeated failure of a course and/or clerkship.

The following is a list of actions that would automatically lead to dismissal:

Any student in the Basic Sciences who has repeated a course/semester consecutively 3 times.
In the Clinical Rotation, any student who receives F in any courses 2 times consecutively.
A total of 4 F’s during the MD program accrued from the Basic Sciences.
The Promotions and Progress Review Committee would recommend dismissal for a professionalism violation that the Promotions and Progress Review Committee members consider gross negligence which could include negligence that, in the mind of the committee, could have led to the death or serious injury of a human, or behavior in the clinical setting that is grossly inappropriate by the standards of the profession.
When students take more than the recommended time (as mentioned in the student handbook) to complete their Basic Sciences, Clinical Rotations, USMLE Step 1 and/or USMLE Step 2

Section 3. Admissions Committee

Section 3.1 Description and Charge

The charge of the Admissions Committee is to select a sufficient number of well-qualified students that best represent the mission of the XUSOM, Aruba
The Committee has the complete and final authority to evaluate and admit medical students.
The selection of students will be unbiased and not be influenced by political or financial factors.
The Committee reports to the Deans (Basic Sciences and Clinical Sciences) and Chief Academic Officer

Section 3.2 Membership

The admission committee is a standing committee. Members are recommended by the Deans and the Chief Academic Officer makes the appointment.
Committee members serve one-year terms and may be reelected with no maximum term of service.
The committee consists of Chair, Secretary, Admissions Coordinators, Faculty, and general members

Section 3.3 Duties

The Chair will have authority of the committee and designate assignments as needed. The Chair will be the signatory on all acceptance letters and welcome the students to the University.
The secretary will take the minutes for the meeting and distribute the minutes to the committee prior to the next scheduled meeting. They will review applications and move forward with those students that meet our qualifications for the interview process. The Secretary will review all acceptance and rejection recommendations from the faculty and make their recommendation to the Chair.
The Admissions Coordinators will be required to attend all meetings. They will review applications and move forward with those students that meet our qualifications for the interview process. They will keep the committee aware of trends in applications, issues with applications, common questions from applicants, and general questions from prospective students.
Faculty members, including the Chair, are required to attend all committee meetings. Faculty members will be responsible for interviewing prospective students that have been recommended for interview by the Secretary and the Admissions Coordinators. Faculty members will complete a prospective student interview assessment and make their recommendation to the committee of acceptance, rejection, or defer. Faculty members will report back to the committee trends in interviews, issues, or areas of improvement to the interview process, and recommend changes that will benefit the students and the University.
General members will be responsible for making recommendations to the committee, updating the committee on possible improvements based on feedback.

Section 3.4 Actions

The faculty members of the committee are responsible to interview each applicant, evaluate each interviewed applicant, complete the file and send a recommendation for admission or rejection.
The committee is responsible for periodic evaluation of the policies and procedures of admission and suggests changes

Section 3.5 Procedures

All applicants whose primary application has been verified by the admission staff in the Aruba office, are invited to complete the application file.
Applicants are assigned to a member of the admission committee for an interview.
The interviews may be by telephone, Skype, Zoom, or in-person at the office in Woodbury, NY, or in Aruba.
The faculty members use a standardized form to give a rating to each student. The scoring considers the academic qualifications, attributes and personal experience along with evaluation of personal statements and LOR.
The members, each independently, review and render their decisions (accept, defer, or reject) and provide supporting comments.
With a combination of acceptable GPA and acceptable interviews, the applicant is offered conditional acceptance
Once accepted, the student is informed of the process of registration and travel to Aruba for the Basic Sciences
Details of admission policies and procedures are published on the school website and included in the faculty handbook.

Section 3.6 Meeting Procedures

3.6.1 Frequency and Duration of Meetings

Meetings will be held at least once every semester. Additional meetings may be convened in a semester at the call of the Chair.

Section 3.6.2 Quorum

A simple majority of the total membership of the committee shall constitute a quorum. A quorum shall be required to take any action.

Section 3.6.3 Conflict of Interest

Members are expected to declare a conflict of interest if their real or perceived personal interests might be seen to influence their ability to assess any matter before the committee objectively. A declaration may be done at a meeting or in writing to the Chair. If the declaration is accepted by the Chair, the concerned member/s will be excused from the respective meetings and excuses will be recorded in the minutes.

Section 3.7 Lines of Accountability

The Admissions Committee is accountable to the Deans and the Chief Academic Officer.

Section 3.8 Minutes and Reports

Minutes of notes of all meetings are kept with the Chair of Admissions. Minutes are circulated to all members.

Section 3.9 Revision

By-laws will be reviewed and revised by the Admissions Committee annually, and presented in Faculty Senate for approval.

Section 4. CARQI (Continuous Review of Accreditation Standards and Quality Improvement) Committee

Section 4.1 Purpose

1. 1. 1. The CARQI Committee will identify and establish priorities for CQI efforts that are founded on accreditation standards and that directly impact undergraduate medical education at XUSOM.
    2. Evaluating elements that are the focus of current quality improvement efforts which may be identified by the ACCM standards or identified internally.
    3. Establishing action plans/working group/task force in preparation for the submission of self-study documents.
    4. To ensure that XUSOM complies with Accreditation Commission on Colleges of Medicine (ACCM) standards.
    5. To ensure that XUSOM complies with other relevant components of accrediting bodies such as the NYSED, in particular those pertaining to educational effectiveness, assessment, and program evaluation.
    6. To ensure that all of the above supports the XUSOM’s achievement of its programmatic and institutional goals and objectives.

Section 4.2 Membership

Membership to the CARQI Committee should reflect a broad range of stakeholders across all aspects of the educational program. The makeup of the Committee is intentionally flexible in order to respond effectively to the needs of the medical school. The Committee will be composed of 5-9 members. It is also expected that appropriate members who serve on the Committee will also serve as members of the Executive Task Force during Institutional Self-Study periods, whenever possible.

At a minimum, membership should consider stakeholders from the following areas:

1. 1. 1. Administrative leadership Deans, Assistant deans, Chairs and co-chairs of standing committees
    2. Faculty representation with preclinical and clinical teaching/educational roles
    3. Administrative Staff and/or Registrar
    4. Medical Students

Membership shall be reviewed annually and final decisions regarding membership will be made by the CAO.

Decisions to add or remove members will be at the discretion of the CAO, in consultation with the Chair of CARQI.

Section 4.3 Lines of Accountability

The CARQI Committee is accountable to the Curriculum Committee, Deans and the Chief Academic Officer.

Section 4.4 Procedures:

1. Reviewing performance and monitoring the data including, but not limited to, the most recent version of the ACCM annual database, cohort database, previous accreditation reports, ACCM standards, Independent Student Analyses, and internally generated data.

2. Providing support to committees or areas where a CQI recommendation has been made

3. Based on the deficiencies, areas of need and priorities, develop and recommend Quality Improvement Action Plan (QIAP) to the CAO. QIAP report consists of the following

the purpose and scope of the plan
the quantifiable goals and outcome measures
responsible individuals
description of how the effectiveness of the QIAP will be measured

4. Monitor the results from QIAPs regularly.

5. Establish and support Executive Task Force during Institutional Self-Study periods.

Section 4.5 Meeting Procedures

4.5.1 Frequency and Duration of Meetings

Meetings will be held at least once every semester. Additional meetings may be convened in a semester at the call of the Chair. The Chair will send out the agenda before each meeting.

4.5.2 Quorum

A simple majority of the total membership of the committee shall constitute a quorum. A quorum shall be required to take any action. The members from remote locations will partake in the committee proceedings via web conferencing.

4.5.3 Conflict of Interest

Section 4.6 Minutes and Reports

The secretary will take minutes to summarize each meeting and distribute the minute electronically to all Committee members within one week after the meeting.

Section 4.7 Revision

By-laws will be reviewed and revised by the CARQI Committee annually, and presented in Faculty Senate for approval.

Section 5. Research Committee

5.1 Mandate:

The Research Committee of Xavier University School of Medicine has the mandate to promote research in the institution especially research that can improve teaching-learning activities in the institution and which can benefit the local Aruban community. The committee actively seeks the cooperation of other organizations on the island and abroad to develop research skills and aptitude.

5.2 Composition:

Chair: The chair of the Committee is appointed by the Chief Academic Officer.
3-5 faculty members: The Chair, in consultation with the deans, appoints the other members to the committee.
Students.

5.3 Responsibilities:

The committee works closely with the institutional review board to promote ethical research in the institution.
To monitor the research activities.
The committee requests the school administration to support research by providing modest requirements, such as the software and other support. Authors may also be supported by the publication charges.
The committee has student members to encourage research among students.
The committee works closely with the student-run Society for Research to encourage research events.
One of the members is in charge of sessions on Critical Appraisal of Scientific Literature which is important in inculcating a critical attitude of scientific inquiry among students.
The committee in association with the Society for Research organized a XUSOM Research Day. After an introductory session about a research topic faculty and students present their posters in the school auditorium. The posters are judged by invited judges from outside the institution and prizes are awarded to the best poster in the faculty and the student section.
The committee works closely with the editorial team of Xavier times, the school newsletter and the Dean of Student Affairs to disseminate information about research events and research projects conducted in the institution and published in various journals.

Section 5.4 Meeting Procedures

5.4.1 Frequency Meetings

Meetings will be held at least once every semester. Additional meetings may be convened in a semester at the call of the Chair. The Chair will send out the agenda before each meeting.

5.4.2 Quorum

5.4.3 Conflict of Interest

Section 5.5 Lines of Accountability

The Research Committee is accountable to the Deans and the Chief Academic Officer.

Section 5.6 Minutes and Reports

The secretary will take minutes to summarize each meeting and distribute the minute electronically to all Committee members.

Section 5.7 Revision

By-laws will be reviewed and revised by the Research Committee annually, and presented in Faculty Senate for approval.

Section 5.8 Institutional Review Board

5.8.1 Mandate:

The Institutional Review Board (IRB) of Xavier University School of Medicine has the mandate to ensure that all approved research proposals meet internationally agreed standards for conducting research and that all research is conducted ethically and no harm to the research subjects ensures due to the conduct of the research.

5.8.2 Terms of Reference:

The chair of the IRB is appointed by the Chief Academic Officer (CAO). The chair in consultation with the CAO appoints other IRB members. The IRB has designed a proposal submission form that researchers can use to submit research proposals. The researcher has to complete the form and submit to the IRB for review as xirb@xusom.com. The IRB has also prepared a form that reviewers can use for reviewing proposals. The reviewer submits their reviews to the chair through email. Based on the recommendations of the members, a proposal may be either accepted or the authors may be asked to revise the same. All correspondence is electronic and the IRB aims to provide a first decision within 2 weeks of proposal submission.

The IRB works in close co-operation with the research committee to promote ethical research in the institution. As the institution is small, there may be a certain degree of overlap of membership between the Research Committee and the IRB.

Section 6. Faculty Development Committee

6.1 Mandate

The chief academic officer, the Deans, both Basic Science and Clinical science and the assistant dean of curriculum committee assign the XUSOM Faculty development Committee the responsibility in the planning, organization, promotion and advancement of the professional development of faculty members across the Xavier University School of Medicine in consistence with accreditation and current educational standards.

Section 6.2 Purpose

To facilitate the acclimatization of new XUSOM faculty to the school, the place and the academic system
To improve the quality of XUSOM faculty in creating resource materials for learning, in facilitating student learning in the classroom, providing comprehensible information at lectures and other instructional sessions, in inspiring students to be independent learners of additional information and as innovators in providing medical education
To improve the quality of XUSOM faculty as student assessors and evaluators
To equip XUSOM faculty with high throughput and advanced technologies for teaching
To encourage research and scholarship among XUSOM faculty and encourage XUSOM faculty to be proactive facilitators to tap the research and scholarly acumen of students

Section 6.3 Policy

The faculty development committee shall present multiple development modules to the faculty under five broad categories-

Professional development: This is a category that includes two modules- an acclimatization module and an orientation module.
1. The acclimatization module is a 'Welcome to XUSOM' gesture by the committee to help a new faculty get adjusted to the new school and the new place. The Chair of the Faculty Development committee shall identify a few existing faculty and convene a meeting with these faculty and the newly joined faculty on the new faculty's first day at XUSOM. The Chair shall delegate roles to the identified existing faculty to familiarize the new faculty to the school and the school's working team, to check on the faculty's problems and needs in the first month.
2. The orientation module is a mandatory module to be completed by the faculty. The Chair, Curriculum committee shall academically mentor the new faculty about the curriculum, teaching-learning methodologies and assessment policies followed in XUSOM. The new faculty shall also be given a soft copy of the Faculty handbook.
Instructional development: This is a category that offers multiple modules in teaching-learning and student evaluation. Every faculty is expected to complete all mandatory modules and 50% of the optional modules as specified in the activities table for every semester.
Organizational development: This is a category that offers mandatory journal club sessions and online CME modules on Access Medicine. Every faculty is required to complete 10 credits each year.
Leadership development: This is a category that offers outdoor team-building and leadership sessions at least once a year. Every faculty is mandatorily required to attend these sessions.
Faculty remediation: The Senior administration (CAO and Academic Deans) shall be responsible for the identification of faculty performance problems at an early stage and suggesting faculty remedial sessions to be implemented by the Faculty development committee. System feedback by students, Faculty feedback by students and faculty annual appraisal form submitted by the faculty shall be identification benchmarks of faculty performance.

Section 6.4 Leadership & Membership

Chair: Assistant Dean of Student Affairs
Secretary: Appointed by the CAO
Faculty Representatives: Appointed by Chair in consultation of CAO
Expert Advisor, Faculty Development

Section 6.5 Responsibilities:

Advising on the planning, development, implementation and evaluation of a professional development program for faculty members, clinical preceptors and residents as teachers.
Promote the professional development of faculty members in their roles as educators, researchers, service providers and administrators.
Advice on innovations, best-evidence, scholarship and special initiatives/approaches to advance faculty development, foster faculty engagement and enhance access to faculty development.
Update and share information related to accreditation standards and/or professional initiatives that impact faculty development.

Section 6.6 Term of Membership:

Appointed members will normally serve a three-year term and extendable for another term

Section 6.7 Meeting Procedures

6.7.1 Frequency of Meetings: Meetings will be held at least once every semester. Additional meetings may be convened in a semester at the call of the Chair.

6.7.2 Conflict of Interest: Members are expected to declare a conflict of interest if their real or perceived personal interests might be seen to influence their ability to assess any matter before the committee objectively. A declaration may be done at a meeting or in writing to the Chair. If the declaration is accepted by the Chair, the concerned member/s will be excused from the respective meetings and excuses will be recorded in the minutes.

6.7.3 Decision-Making

Decisions that establish modifications to the committee policies, directions to faculty members will be discussed in the context of specific motions.
Motions shall be passed by a majority vote of members and recorded in the minutes.
Where consensus-based decision-making is required, everyone involved in the decision must agree on the individual points discussed before they become part of the decision. The following principles apply during consensus-based decision making:
1. Not every point will meet with everyone’s complete approval. Unanimity is not the goal, although it may be reached unintentionally.
2. Everyone may not be satisfied with consensus-based decisions but everyone’s ideas should be reviewed thoroughly. The goal is for individuals to understand the relevant data, and if need be, accept the logic of differing points of view.
3. Arguments over individual ranking or position will be avoided. However, a position will be presented as lucidly as possible, respecting the feelings of all groups.
4. A ‘win-win’ approach will be adopted. When an impasse occurs, the next most acceptable alternative for both parties will be looked at.
5. Views that have no basis in logic or the supporting data shall not be entertained.
6. Holding of different views by group members shall be considered natural and healthy.

6.7.4 Communication

Agenda and minutes of committee meetings are to be distributed to the committee members by Secretary.
Minutes are normally distributed electronically to all members within one week of meetings.

6.8 Revision of By-laws

By-laws will be reviewed and if necessary revised by the Faculty Development Committee periodically and presented in Faculty Senate for approval.

Section 7: Grievances Committee

Section 7.1a Mandate:

The Grievances Committee holds the responsibility of addressing all the student grievances related to academic, non-academic, and disciplinary issues, and violation of professionalism, teacher learner environment, code of conduct and non-compliance towards ACCM accreditation standards. It is of utmost importance to maintain the learning environment free of harassment, discrimination and provide fair and equal opportunities to all students by providing them a forum to express their grievances and seek redressals.

Section 7.1b Membership: The Grievance Committee shall abide by the University statement on Academic Freedom, Responsibilities and Policies that govern the School of Medicine.

Xavier University maintains an ongoing Grievances Committee. The Committee shall consist of three to five (3-5) members of the Faculty Senate:

Dean of Student Affairs is an ex-officio member and chair of the Committee
Two Faculty members from the Basic Sciences Program
Two Faculty members from the Clinical Sciences Program
Where required, Deans of Basic and Clinical Sciences shall be requested to act as an ex officio, non-voting member

In addition, the Clinical Chairs Committee shall serve as a subcommittee of the Grievances Committee and shall provide a recommendation for appeals involving any student in the Clinical Sciences.

Section 7.2 Responsibility: Matters appropriate for consideration by the Grievance Committee include, but are not limited to matters relating to:

Discrimination, harassment, improper treatment related to gender, race, religion, sexual orientation, or disability.
Non-compliance with accreditation standards
Alleged unethical behavior within or outside the classroom and the school premises
Violation of established academic policies and regulations (e.g. examination policies, advisory policies, registration policies, probation, dismissal, etc.);
Violation of student’s academic freedom;
Failure to meet obligations;
Arbitrary and capricious grading practices;
Grievance related to ethical or behavioral violations or Sexual harassment;
The appeal of being placed on Academic Probation or dismissal from the program.
Disciplinary matters on and off-campus
Violation of policies mentioned in the Student and Faculty Handbooks
Non-compliance towards ACCM standards
Financial and procedural matters may not be appealed to the Promotions and Grievances Committee

Section 7.3 Procedures of the Committee

It is a recognized right of the student to be granted due process following any disciplinary action. Students have a right to appeal any adverse action.

7.3.1 Referral/Appeal to the Grievances Committee

1. All matters to be addressed to the Committee must be submitted in writing to the Chair of the Committee (appeals@xusom.com) and all materials must be fully documented.
2. The statement must include a summary of not more than one typewritten page stating the specific policy or policies violated or the exact nature of the grievance, the specific actions upon which it is based, and the remedy being sought. Supplementary materials may be presented to support the grievance.

7.3.2 Informal Resolution

Before submission of a written complaint, the student/faculty member should attempt to resolve the matter through negotiation with the appropriate party or immediate superior (e.g., Faculty, Clinical Preceptors, Chairs). If negotiation is unsuccessful, the student/faculty member may take the matter to the next in authority (e.g., Deans or the CAO).

7.3.3 Formal Complaint

The student shall discuss the grievance with the faculty member involved who shall attempt to resolve the grievance and shall render a written decision to the student promptly after receipt of the grievance. Copies of the grievance shall also be forwarded to the Deans and the Grievances Committee. The grievance should be presented to the faculty member involved, as soon as possible after the grievant feels that an abridgment of the grievant rights has occurred, but in no case shall it be later than (5) working days following the grievant knowledge of the act, event, or commencement of the conditions which is the basis for the grievance, except in the case of final grades then no later than the fifth (5) day of the next semester.

If the grievance is not resolved, the student may submit the grievance in writing, within five (5) working days of the grievant receipt of the decision of the faculty member involved, to the Grievances Committee. Within five (5) working days of receipt of the appeal, the Grievances Committee will schedule a hearing, notifying the student and the faculty member(s) of the time and place of the hearing (see hearing Procedure). In the case of a dismissal, the student must submit a written appeal outlining the reasons for the appeal to the Chair of the Grievances Committee within five (5) days of receiving the dismissal letter. Within five (5) working days of receipt of the appeal, the Grievances Committee will schedule a hearing, notifying the student and the faculty member(s) of the time and place of the hearing through emails and telephone calls (see Hearing procedure). Students awaiting action on their dismissal appeal to Grievances Committee may attend classes, however, academic credit will only be granted if the appeal is granted.

7.3.4 Hearing Procedures

Prior to the hearing, the Chair of the committee shall notify the affected parties in writing, outlining the concerns before the committee. All written materials must be available to the committee members and affected parties forty-eight (48) hours before the hearing. The student shall notify the chair forty-eight (48) hours before the hearing who his/her advocate(s) will be.
The Chair of the Grievances Committee has the right to question all participants on pertinent matters.
The student has the right to be present throughout the entire hearing, except during the deliberation and final recommendations of the committee. She/he has the right not to testify or appear, though the committee shall proceed with its deliberations and recommendations. However, at any time any of the committee members may request an executive session in which case, all non-committee members will be asked to leave.
Students may select an advocate to appear with the student at the hearing, the advocate may be a faculty member, staff member, or student. The advocate does not have deliberation privileges. Under no circumstances will legal counsel be permitted.
Witnesses may elect not to make verbal presentations, but rather submit a written statement that must be submitted to the chair seventy-two hours prior to the hearing giving the chair time to distribute to all concerned.
Once people are finished presenting collateral information, they will leave the hearing room. Recommendations of the committee will be by majority vote, though consensus will be sought.

7.3.5 Documentation:

Prior to the hearing, the student and involved parties have the right to access information that will be used by the committee in the hearing.
All material(s) distributed at the hearing shall be returned to the chair of the committee at the conclusion of the inquiry. These materials will be stamped confidential and are not for distribution. The materials will be placed in a file in the office of the Dean of Basic Science or his/her Appointee.
The Chair of the Grievances Committee will ensure that all necessary packets of pertinent information are filed.
This is not a legal process, and the rules of evidence and discovery do not apply. The process will be guided, at the Chair’s direction, by notions of fairness and reason.

7.3.6 Voting/Report:

The Grievances Committee shall decide the merits of the complaint and, where appropriate, recommend remedial actions or sanctions. All findings and recommendations by the Grievances Committee shall be decided by a vote of two-thirds of the members of the Grievance Committee. The Chair of the Grievance Committee or his or her designee shall reduce to writing the findings and recommendations of the Grievance Committee and send the report to the Dean. The report should include the facts upon which the Committee’s decision is based. The report should be signed by the Grievance Committee members. In the event that two-thirds consensus cannot be reached, the grievance will be referred to the Deans and/or Chief Academic Officer for decision. All deliberations of the committee are, by nature, confidential.

7.3.7 Notice of Grievance Committee Findings:

The chair will send the student written notification within five (5) working days. A copy of the decision will be forwarded to the faculty advisor and Chief Academic Officer.

7.3.8 Appeals against the recommendations:

Decisions made by the Grievances Committee can be appealed.
Appeals of the recommendation(s) made by the Grievances Committee must be instituted in writing within ten (10) working days of receipt of the Committee’s recommendation to the Deans.
The appeal of the Committee’s decision to the Dean must be in writing and must explicitly identify the basis for appeal
The decision of the Dean may also be appealed to the Chief Academic Officer whose decision is final.
If a student is dismissed from the program, he/she cannot enroll in or attend classes pending resolution of the appeal process.

7.3.9 Confidentiality:

All deliberations of the Grievances Committee are, by nature, confidential.

7.3.10 Conflict of Interest:

7.3.11 Revision of By-laws

By-laws will be reviewed and if necessary revised by the Committee periodically, and presented in Faculty Senate for approval.

Non-Compliance towards ACCM standards:

Issues related towards non-compliance of ACCM standards can be directly reported to ACCM via office@accredmed.org

Last reviewed: August 2021

Approved in Faculty Senate: November 2021