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Academic Grade Point Average

Student academic performance in the PA Program is measured by the computation of the GPA. The GPA is calculated by dividing the accumulated number of grade points earned by the accumulated number of credit hours attempted.

Grading Scale:

• A= 4 Quality Points (89.5 – 100) 

• B= 3 Quality Points (79.5 – 89.4) 

• C= 2 Quality Points (70 – 79.4)

• F= Below 70 

• I = Incomplete

Grading Criteria for Didactic Phase It is the Course Director’s decision to determine the grading components and associated weights for a course. The Course Director will determine the type of assessment instrument(s) to be used in the classroom. Course syllabi provide course content and course expectations. It is the student’s responsibility to become familiar with this information. The cumulative average is calculated as all course averages multiplied by semester hours per course, then divided by total semester hours

Grading Criteria for Clinical Phase A final score of 70% is required to pass this course. Grades will be assigned based on the following percentages:

End-of-Rotation Exam

The last Friday of each SCPE, students will be required to return to campus for testing. For our grading purposes, the exam scores will be converted using a student Z-score and the minimum acceptable adjusted grade is 70%.

1. How to Find The Z-Score

2. Using the Z-Score to Convert the EOR Test Grade

At the end of the SCPE, the preceptor will evaluate the student on their attainment of the course learning outcomes and professionalism. The performance evaluation accounts for 30% of the SCPE grade.

Direct Observation of Procedural Skills (DOPS)

During each SCPE the clinical phase PA student should review their past performance of clinical and technical skills with their preceptor and set goals for developing additional skills and reinforcing maintenance of prior skills. When a preceptor observes a student proficiently demonstrate a clinical procedure or clinical/technical skill listed on the Direct Observation of Procedural Skills (DOPS) form they should sign and date the form attesting to proficient performance of the clinical procedure during the Family Medicine SCPE. Individual preceptors should only sign the form once per SCPE. Student submission of the DOPS accounts for 5% of the SCPE grade.

Completing Course Related Administration Requirements

This portion of the grade is based on the student’s demonstration of professional behaviors expected of all PA students while on the SCPE and appropriate and timely communication with the program. Please reference the Student Handbook for all policies related to student expectations while participating in SCPEs. 

Mid-Rotation Preceptor Evaluation of the Student

By the end of week 2, the preceptor will evaluate the student on areas of needed improvement in regard to attainment of the course learning outcomes. Failure to complete the mid-rotation evaluation results in a grade of 0% completing course related administrative requirements grade for this mandatory formative assessment of their learning.

End of Rotation Evaluation of Students

The End of Rotation Evaluation of Student is required prior to the end of week 4 and is weighted as 30% of the student’s rotation grade. If the final evaluation is not received by the completion of business on the Monday following the end of the 4-week rotation period, the student will receive an Incomplete as their final evaluation grade until the evaluation is returned. An Incomplete on the student’s transcript may delay or prevent them from: 1) advancing from one semester to the next, or 2) graduation. The Program recommends that preceptors review their evaluations with students. 

The End of Rotation Evaluation of Student rates students directly on their performance of learning outcomes stated in the course syllabus. The expected rating of the average clinical year PA student is a “3” and is a 90%.

Academic Standing Definitions

1. Good Standing without Academic Warning:

Status of a student who has met course and clinical requirements in a satisfactory manner, and has demonstrated appropriate professional behavior.

To remain in good academic standing, all PA students must maintain a minimum semester GPA (grade point average) of 3.0 better or and a “P” (pass) in all performance-grade rated courses at all times throughout the program.

As a Master’s level program, attaining grades of “B” or above in all courses is considered passing and maintaining satisfactory performance.

A student must complete the program within a time period of three calendar years or less unless due to a medical leave or leave of absence approved by the PA program. Therefore, a student will only be permitted to sit out and repeat a course (courses) one time.

2. Good Standing with Academic Warning:

Status of a student whose performance in an academic course or clinical rotation grade places him/her in jeopardy of falling below the minimum stated standards, or who has exhibited inappropriate professional behavior.

Obtaining a grade of less than a “C” on any assessment and regardless of your overall GPA, will result in academic warning.

Example includes but not limited to: A student who receives a grade less than a 70% on any assessment will receive an academic warning and should meet with the Course Director or designee.

3. Academic Probation:

Status of a student whose performance in the program has fallen below acceptable academic standards or who has exhibited unacceptable professional behavior.

Examples include but are not limited to:

• Students with semester GPA of less than 3.0

• Student with final grade in a course below 79.5%

• Failing a SCPE 

Students placed on academic probation will be referred to the APC committee. The academic probation will be in effect for the duration of the subsequent semester. At that time the probation will be removed, assuming the student’s performance has improved to the minimum expectation that led to the probation status.

4. Dismissal:

Action whereby a student is dismissed from the XULA Physician Assistant Studies Program due to failure to adhere to program standards including but not limited to academic, clinical, and/or professional standards.

Failure to meet Minimum Academic Standards

1. Students with semester GPA (grade point average) of less than 3.0 will be placed on academic probation and referred to the Academic Progression Committee. The academic probation will be in effect for the duration of the subsequent semester. At that time the probation will be removed, assuming the student’s performance has improved to the minimum expected cumulative GPA of 3.0. If the student’s GPA at the end of the subsequent semester remains less than a 3.0, then student is dismissed from program. 

2. Grades of “F” in any course are not acceptable for progression in the program and are grounds for dismissal from the program.

3. A "C" is a course grade that requires remediation and students can only remediate one course in the didactic phase and one SCPE. A second "C" in the phase may be grounds for dismissal.

4. Earning more than one grade of “C” or less any time during the didactic phase may be grounds for possible dismissal from the program.

5. A second failed SCPE (either a repeat of an initially failed SCPE or a failed SCPE in another discipline) may be grounds for possible dismissal from program.

5. Request for Readmission

In general, a student may seek readmission to the PA Program via the College of Pharmacy’s Academic Standing Committee. The COP Academic Standing Committee convenes during the Fall, Spring and Summer terms. Upon dismissal, a student will complete the COP Request for Readmission Form and submit to the COP Office of Student Affairs Rm. 100.

If a student’s appeal for readmission is denied by the COP Academic Standing Committee, (s)he may submit an appeal to the University Academic Standing Committee that meets in July only, so a student who is academically dismissed after the fall semester is unable to file an appeal for readmission for the spring semester that immediately follows. The University readmission appeal form is located at:

Academic Appeal Form

If a student is denied by both committees, the student may reapply as a new student and must update all program requirements including but not limited to immunizations, health insurance, criminal background checks, and drug screening. 

Matriculation into and Progression through the Didactic Phase

In order to successfully enter into and progress through the didactic phase of the PA program, each student must complete or meet the following requirements:

1. Successfully complete the admission requirements including submission of proof of a physical examination, profile information (phone number, address, emergency contact information), and required immunizations as well as successfully complete and pass the Xavier University of Louisiana Physician Assistant Program Orientation. 

• Failure to complete these requirements prior to matriculation could result in dismissal from the program or failure to progress. 

• A plan to demonstrate compliance with any outstanding requirements must be determined and approved by the program during orientation. 

2. Successfully complete each PA-designated course in the prescribed sequence.

• Course sequences are published on the University website and are sequenced as deemed appropriate by the faculty on a year-to-year basis.

3. Successfully achieve a minimum of 3.0 out of 4.0 GPA each semester (semester GPA) throughout the didactic phase of the PA program.

• Failure to achieve a GPA of 3.0 or better out of 4.0 during any didactic semester will result in dismissal from the program without the opportunity to reapply or re-enter. 

4. Earn a grade in any PA-designated course of “C” or better in every course during the didactic phase of the program. 

• Grades of “F” are not acceptable for progression in the program and are grounds for immediate dismissal from the program with no opportunity to re-enter the program. 

• Earning more than one grade of “C” or less any time during the didactic phase shall result in dismissal from the program. 

5. Attend all events noted as mandatory by the Physician Assistant program which may include but is not limited to conferences, meetings, and dinners; guest lectures; seminars; Xavier University of Louisiana and Physician Assistant program events including accreditation responsibilities, PA week; University convocations; and other activities unless officially excused.

6. Pay all fees associated with courses for supplies/etc. as stated in each syllabus or as notified by the program before progressing to the next semester. 

Matriculation into the Clinical Year

1. In order to matriculate into the clinical phase of the PA program, each student must complete the following unless the timing of activities is altered by the PA program. Failure to complete the following will result in the inability to begin the clinical year and/or dismissal from the program. 

2. Successful completion of all didactic Physician Assistant program coursework.

3. Successful completion of a comprehensive examination practical within one month of the beginning of the clinical phase of the program.

4. Obtain current ACLS and BLS training that will remain current throughout the duration of the clinical phase of the program.

5. Successfully complete a background check.

6. Complete HIPAA compliance paperwork.

7. Successfully complete OSHA training.

8. Update his/her physical examination, including immunizations as required by the PA program and clinical sites.

9. Complete an emergency contact form.

10. Maintain proof of current health insurance coverage.

11. Pass a urine drug screen test.

12. Assure that they have the appropriate student ID badge.

13. Attend all clinical orientation meetings as scheduled.

14. Demonstrate the development of professional and ethical maturity. 

Progression through the Clinical Phase of the Program
In order to successfully progress through the clinical phase of the Physician Assistant Program, each student must complete the following (unless the timing of activities is altered by the Physician Assistant Program): 

1. Successful completion of Supervised Clinical Practice Experiences (SCPE)

2. Maintenance of ACLS and BLS certification

3. Maintain a PA program overall GPA of a 3.0 or greater

4. Successful completion of courses that take place in addition to the SCPEs

5. Earn a grade in any PA-designated course of “C” or better in every course during the clinical phase of the program.

> Grades of “F” or below are not acceptable for progression in the program and are grounds for immediate dismissal from the program with no opportunity to re-enter the program.

> Earning more than one grade of “C” or less any time during the clinical phase shall result in dismissal from the program. 

1. Attendance at all events noted as mandatory by the PA program which may include but is not limited to conferences, meetings, and dinners; guest lectures; seminars; Xavier University of Louisiana and PA program events including accreditation responsibilities, University convocations, and other activities unless officially excused.

2. In order to select an elective SCPE, the student must be in good academic standing, otherwise the elective will be selected by the program in a discipline felt to best prepare the student for success.

Graduation Requirements

The Master of Health Science in Physician Assistant Studies degree is granted to all students who have been recommended by the PA Program Professional and Academic Progression Committee through the Program Director and the Dean of the College of Pharmacy. In addition to the requirements set forth in the Xavier University of Louisiana Student Handbook, student will have successfully:

1. Completed the program course of study within 4 years of the date of matriculation, 

2. Completed the required curriculum of the PA Program with a minimum grade of “C” in all courses,

3. Attained a cumulative grade point average of 3.00 or higher, and

4. Passed the written comprehensive exam at the end of the didactic phase and the Summative evaluation at the end of the clinical phase. Requirements for a passing grade are described above. 

The successful completion of the above requirements demonstrates that the student has met the minimum requirements for graduation from the Xavier University of Louisiana Physician Assistant Program and is a candidate suitable to sit for the Physician Assistant National Certification Examination. Promotion and graduation is based on both academic and professional growth and development.

Students who fail to meet all promotion criteria may either be dismissed from the Program or be required to remediate any deficiencies at the discretion of the PA Program Professional and Academic Review Committee. The student must demonstrate acceptable levels of maturity, integrity, and other attitudes and behaviors expected of health professionals. The student must be free of any impediments to licensure or to performance as a Physician Assistant. Failure to meet these requirements will jeopardize continued enrollment in the program or graduation from the program.

Attendance is mandatory for all PA courses including lectures, laboratory sessions, clinical rotations, and demonstrations. Any absence will affect performance. 

• Any instructor may, at his/her discretion, include attendance (or the lack thereof) as part of the syllabus, including the impact attendance may have on the grade a student receives while enrolled in a course. 

• Students are responsible for all material and assignments covered in that particular course and all examinations including unannounced quizzes. 

• CARD SCAN – You are expected to swipe your identification card when entering class to record your attendance.  FAILURE TO SWIPE YOUR CARD DUE TO LOSING IT OR FORGETTING IT WILL RESULT IN AN ABSENCE.

• Attendance is monitored daily and absences are recorded. Random attendance checks by the staff or faculty may also be performed. 

• If a student arrives late or leaves early, s/he must document the time on the sign-in sheet. Students are not permitted to sign in for other students or write comments on the sign-in roster sheets, except late notifications. 

• Students are required to fill out an Absentee Form for an absence. 

• After two (2) consecutive or cumulative absences in a semester, students are required to meet with their advisor to discuss the importance of attendance and any difficulties with attendance the student may have. 

• The maximum number of unexcused absences may not exceed (2) absences during any semester and may not exceed 5 absences in any academic year. 

• It is the responsibility of the student to make up all coursework for unexcused absences.

• Faculty members are not obligated to accommodate make-up coursework for unexcused absences.

• If greater than five days (40 hours) are missed during anyone SCPE, the SCPE must be made up in its entirety – the student is responsible for the full cost of repeating a SCPE.

• Any student missing more than the permitted number of absence days are required to 

- Meet with their advisor to discuss reasons and the possibility of a leave of absence. 

- Meet with the Director of Didactic Education (DDE) or the Director of Clinical Education to discuss their commitment to PA school. 

• Unexcused absences will result in a required meeting with the Program Director/Director of Didactic Education or Director of Clinical Education who will review the circumstances and determine the student’s status regarding continued participation in the PA program and remediation. Any unexcused absence may be grounds for dismissal from the program.

• Consequences of repeated absence may lead to dismissal for poor academic and unprofessional behavior.

XU PA Program upholds our mission to create a more just and humane society. As such, the PA Program does not tolerate any mistreatment of students by faculty, staff, or other students. This can include but is not limited to, personal criticism of students, any discrimination, exploiting power differential to control the student or have them do personal tasks, hazing, or making remarks or decisions that stereotype learners. If the student perceives any mistreatment they should first attempt to discuss it with the offender. If the student doesn’t feel comfortable with that, they should go to their academic advisor. If there is no resolution with their advisor or the advisor is the offender they should go to the Director of Didactic Education (if in didactic phase) or Director of Clinical Education (if in the clinical phase). If there is still not resolved the student should go to the Program Director.

Xavier University Physician Assistant program is designed as a comprehensive curriculum, and all learners are required to complete the prescribed didactic and clinical coursework. The PA program does not allow for exemption from courses, clinical skills, laboratories, or clinical education regardless of prior experience, degree or credential. The program does not accept credit for courses taken elsewhere for substitution for PA courses. Students must matriculate through all aspects of the program and successfully complete all program requirements in order to graduate.

• Advanced placement is not granted into the Xavier University Physician Assistant program.

• All students must complete the full PA program.

• No external course work will satisfy PA program requirements

• Applicants who have graduated from, or attended, foreign or U.S. medical schools, or who have advanced degrees in biological sciences or similar programs, will not be granted automatic acceptance into the PA program. Nor will transfer credits from graduate or post-graduate programs be accepted.

• Courses from other professional programs (nursing, medical technology, biomechanics) usually will not be accepted in lieu of traditional college courses

• No transfer credit is accepted. No courses will be waived.

• No credit is granted for pre-admission experiential learning.

• Persons who have been dismissed from another PA program are not eligible for admission to Xavier University of Louisiana PA Program.

Request for Readmission

In general, a student may seek readmission to the PA Program via the College of Pharmacy’s Academic Standing Committee. The COP Academic Standing Committee convenes during the Fall, Spring, and Summer terms. Upon dismissal, a student will complete the COP Request for Readmission Form. Download the form and submit it to the COP Office of Student Affairs Rm. 100.

If a student’s appeal for readmission is denied by the COP Academic Standing Committee, (s) he may submit an appeal to the University Academic Standing Committee that meets in July only, so a student who is academically dismissed after the fall semester is unable to file an appeal for readmission for the spring semester that immediately follows. The University readmission appeal form is located at: Academic Appeal Form.

If a student is denied by both committees, the student may reapply as a new student. If a student is denied by both committees, the student may reapply as a new student and must update all program requirements including but not limited to immunizations, health insurance, criminal background checks, and drug screening.

A certified background check, fingerprinting, and possible child abuse clearance is required of all accepted applicants prior to matriculation into the program. Additional certified background checks and drug screenings may be required by clinical sites. Students will be required to pay for this process. 

Continuation within the Program is dependent on an acceptable background check that would allow completion of the Program and credentialing requirements and is at the discretion of the Program Director in consultation with the Office of the Dean. Further, any infractions may prevent continuation in the didactic phase of the Program, delay or prevent clinical placement and/or graduation. Should an incident occur any time during the program, the student must self-report the incident to the Program Director immediately. Positive criminal record and fraudulent application statements, are grounds for immediate dismissal from the program and may nullify admission to the program. Individuals who have been convicted of a felony or misdemeanor may be denied certification or licensure as a health professional. Information regarding individual eligibility may be obtained from the appropriate credentialing bodies. More information will be provided at the time of matriculation and orientation to help students obtain criminal background checks (Accreditation Standard A3.19)

A. A student responsible for breaches of professional ethics or any behavior that might pose a threat to a patient, University officials or faculty members, the general public, or himself/herself will be dismissed from the PA program unless it is the result of a self-limiting or treatable mental or medical condition. 

B. Reinstatement into the PA program in this situation will only be possible after clearance from the treating licensed medical professional.

C. Any student who engages in cheating, plagiarism, collusion, or other breaches of academic integrity will automatically receive a grade of “F” for the course.  Depending on the circumstances, other academic or disciplinary actions may be taken including dismissal from the program.

D. Any student who receives two violations will be dismissed from the Program.

E. Any violation of patient privacy under the federal regulation of HIPAA that jeopardizes the preceptor’s practice may be grounds for dismissal from the program. 

F. Falsification of any patient information/medical records, intentional or unintentional, as well as improper citing/referencing (intentional or unintentional), is grounds for dismissal from the program (professional probation at a minimum).

Failure to meet Minimum Academic Standards

1- Students with a semester GPA (grade point average) of less than 3.0 will be placed on academic probation and referred to the Academic Progression Committee. The academic probation will be in effect for the duration of the subsequent semester. At that time the probation will be removed, assuming the student’s performance has improved to the minimum expected cumulative GPA of 3.0. If the student’s GPA at the end of the subsequent semester remains less than a 3.0, then the student is dismissed from the program. 

2- Grades of “F” in any course are not acceptable for progression in the program and are grounds for dismissal from the program.

3- A "C" is a course grade that is eligible for remediation at the discretion of the APC. A student can only remediate one course in the didactic phase and one SCPE. A second "C" in the phase may result in dismissal.

4- Earning more than one grade of “C” or less any time during the didactic phase may result in dismissal from the program. 

5- A second failed SCPE (either a repeat of an initially failed SCPE or a failed SCPE in another discipline) may result in the student’s dismissal from the XULA PA Program.

Failure to Comply with the Attendance Policy

• Students who habitually disrupt the classroom with tardiness or who are chronically absent from class may be subject to dismissal from the PA program. At a minimum, the instructor is permitted to bar them (the student must leave) any session at which they are tardy.

• Any unexcused absence may be grounds for dismissal from the program

Cases of Academic or Professional Misconduct

• See Academic and Professional Violations/Sanctions

Request for Readmission

In general, a student may seek readmission to the PA Program via the College of Pharmacy’s Academic Standing Committee. The COP Academic Standing Committee convenes during the Fall, Spring and Summer terms. Upon dismissal, a student will complete the COP Request for Readmission Form.

Download the form and submit to the COP Office of Student Affairs Rm. 100.

 If a student’s appeal for readmission is denied by the COP Academic Standing Committee, (s) he may submit an appeal to the University Academic Standing Committee that meets in July only, so a student who is academically dismissed after the fall semester is unable to file an appeal for readmission for the spring semester that immediately follows. The University readmission appeal form is located at:

Academic Appeal Form

If a student is denied by both committees, the student may reapply as a new student. If a student is denied by both committees, the student may reapply as a new student and must update all program requirements including but not limited to immunizations, health insurance, criminal background checks, and drug screening. 

ARC-PA defines deceleration as “the loss of a student from the entering cohort, who remains matriculated in the physician assistant program.”  The XULA PA Program does not decelerate for academic issues, professionalism issues or behavioral conduct issues.  The only students who are eligible to decelerate are those who have been granted a leave of absence by the PA Program (personal or medical).

Students must typically complete the PA Program in 28-months.  If a student has been granted a leave of absence (personal or medical) the time to completion of the program should not exceed 40-months (28-month program and up to 12 months for a leave of absence).  Requests for a leave of absence to extend beyond one year are considered on a case-by-case basis.  While on a leave of absence (personal or medical) students are not allowed to enroll in any PA Program courses.

All requests for a Leave of Absence must be first submitted to the Program Director. The Program Director will advise the student on subsequent steps in the process. Please note that a leave of absence will not be granted by the Program Director if a student is failing a course at the time of the request. If a leave of absence is granted, students must report to the Program Director of their intention to return to the program or at a date defined by the Program Director.

The Xavier University PA Program Strongly discourages any type of outside employment during our consecutive course of studies. Employment during the program may result in academic difficulties and may prevent the student from acquiring the level of knowledge needed to perform adequately as a physician assistant student during the didactic and clinical phases of the program. 

Working and outside activities are not considered to be valid excuses for poor academic performance or lack of attendance at required PA Program activities. 

During the clinical phase of the program, students must make themselves available to their preceptors on short notice for special learning opportunities outside of regular office hours. This requirement precludes the ability to work outside jobs. Failure to fully participate in all SCPE –related activities is considered abandonment of the SCPE and will result in failure of the SCPE unless it is an excused absence per programguidelines. 

• Although working while in program is highly discouraged, if a student chooses to work note that didactic schedules and clinical rotation hours or schedules will not be altered to conform to your job schedule or requirements. Your education must remain your primary responsibility when balancing work and school.

• Students who work are encouraged to make this known to their academic advisor.

• Students who are working and find themselves in academic difficulty may be advised to consider terminating their job or adjusting their schedule at work in a manner that is more conducive to studying.

• Students, along with their academic advisor, need to monitor their progress closely so that should an academic decline be perceived, the advisor and the student can work to remedy the situation before the student finds themselves on academic probation.

• While a student may be invited by a faculty member to share his/her experience in a specific area with the class, a student may not be employed by the program or serve for or function as instructional faculty.

• Student must be clearly identified in the clinical setting to distinguish them from other health profession students and practitioners (Accreditation Standard A3.06)

• Students enrolled in the program cannot substitute for practicing physician assistants or provide unsupervised services common to a certified PA while at any employment site or learning site while enrolled in the program.

• Students credentialed as other non-PA professionals cannot substitute as staff in their credited discipline while in the role of a physician assistant student.

• Students are not staff and/or employees of the program while in the role of a learning student and as a result must not be required to earn a stipend/salary for the services while a physician assistant student.

• Students must not be required to work for the program. (Accreditation Standard A3.04)

• Students must not substitute for or function as instructional faculty. (Accreditation Standard A3.05a)

• Students must not substitute for clinical or administrative staff (Accreditation Standard A3.05b)

• Disciplinary action ranging from professional probation to dismissal from the PA program will be taken at the discretion of the PA program for those students who fail to comply with the above Student Employment Policies.

The program must inform students of written policies addressing student exposure to infectious and environmental hazards before students undertake any educational activities that would place them at risk. (Accreditation Standard A3.08)

If accidents occur in the laboratory or at the clinical site, and any student, faculty, or staff member is injured as a result of any accident involving a student must immediately file an XU PA Program Accident/Incident Report Form with the program office. If the accident occurs at a clinical site, the student must notify the program director or director of clinical education by telephone as soon as possible. A copy of the form is found at the end of the Student handbook in the section entitled forms.

Infectious Disease And Environmental Exposure

The XULA Physician Assistant Program recognizes that as students begin to interact with patients as part of their medical education, they encounter the risk of exposure to infectious diseases. It is impossible to eliminate exposure risks and still provide students with a quality medical education.

• The best way to avoid the risk of exposure to blood borne pathogens or other potentially infectious materials is for the student to learn all they can about how to protect themselves and their patients and to use Universal Precautions in all situations in which exposure to blood and other potentially infectious materials may occur. 

• The Program provides information on access to mandatory training in Universal Precautions and other risk reduction behaviors including the OSHA Blood borne Pathogen Standard training before entering the program. This training is kept updated on an annual basis while the student is in the PA program.

• Despite sufficient knowledge about the risks and methods of transmission of infection and the proper use of Universal Precautions 100% of the time, exposure is still a possibility.

• It is the responsibility of the student to become knowledgeable about the methods to prevent exposure to blood borne pathogens and other potentially infectious materials and most importantly, to thoroughly understand the steps needed to be taken in the event of a possible exposure before such an event occurs.

• If a student is possibly exposed to a blood borne pathogen by way of a needle stick injury, mucous membrane exposure, or some other exposure, this policy outlines the procedures, which must be followed by the student and the Program.

The Incident Report can be found using the following link.

Blood Borne And Airborne Exposure Policy And Protocol

In the event that a student is exposed to a known, unknown or potentially infectious source, e.g. needle stick, laceration/abrasion, bite, ingestion, inhalation/droplets, splash or other exposure to bodily fluids, the following procedure is to be followed without delay: 

1. Remove yourself from the immediate area to begin decontamination procedures. Clean the wound and surrounding area with soap and water (for needle stick or other exposures with open skin) or flush eyes, nose, mouth with copious amounts of water (for splash to face). 

2. Inform your preceptor, immediate supervisor, and/or other staff member of the exposure and injury (if applicable). The clinical staff should alert the infection control/blood exposure contact person. If the clinical staff or contact person has questions about the course of action or evaluation of exposure risk, have them contact the PA program Director of Clinical Education or Program Director directly.

3. Immediately contact the Director of Clinical Education via cell phone.  If unable to reach the Director of Clinical Education, contact the Program Director. You must make voice contact; voice mail is not sufficient notification.

4. Complete the Blood borne Pathogens Exposure Report and the Source Individual’s Consent or Refusal form. ( See the Forms section at the end of this handbook)

5. If your Clinical Site has an Exposure Protocol in place, follow all policies and procedures outlined. This may entail you being seen in the Emergency Department or Employee Health for initial screening labs and treatment.

6. If there is no protocol in place or if there is any confusion or inconsistency regarding procedures, inform your preceptor that you have been instructed by the PA program to leave the Clinical Site immediately to seek prompt medical evaluation, screening and treatment. You will then proceed directly to the nearest Emergency Department for further evaluation and treatment if travel time is less than 2 hours. For remote sites, other sites may be utilized as discussed with the Director of Clinical Education and the PA faculty.

7. Inform the Director of Clinical Education when you have completed the above steps to determine when you should return to your Clinical Site.

8. Follow-up after initial decontamination, labs/screening, and treatments must be made. This may be with the Clinical Site (if Site protocols were followed), the Campus Health Center, or your PCP as appropriate. 

Training

• The PA Program will present a training session on universal precautions, and the students will be given a written document for future reference. OSHA guidelines will be used as a basis for this information.

• All students will sign a document acknowledging that they have received and understand this training before being allowed to interact with patients.

• These documents will be kept on file in the PA program for as long as the student remains in the program.

Prevention

• Students will obtain physical examinations by a qualified medical practitioner (who is not a member of the Program Faculty) prior to beginning clinical rotations to ensure that the student is free of infectious diseases.

• Students must comply with the OSHA Standard concerning blood borne pathogen exposure (including Universal Precautions and the use of personal protection gear) at all times while in a clinical environment in which an exposure to a blood borne pathogen or other potentially infectious material could occur.

• Students will provide the PA program with proof of standard immunizations, including immunization against Hepatitis B and tuberculosis (TB) screening prior to matriculation into the PA program and again prior to entering SCPEs. Documentation of immunization status shall be provided to CastleBranch who will notify the PA Program of the student’s compliance with this requirement.

• In the event that a student has not been properly immunized, that student will not be allowed to participate in his or her SCPE until such immunizations have been initiated which will result in a delay in program completion. Students may contact their own physician/health care provider, the city or parish health departments for assistance with obtaining these immunizations.

• Proof of immunization will be provided to the sites of the student’s SCPE prior to the student’s arrival.

Post Exposure/Hazard Care Policy

Documentation of the exposure

• Complete the Blood borne Pathogens Exposure Report and the Source Individual’s Consent or Refusal form.

• Clinical information should be documented on the source patient for the exposure and the recipient healthcare worker including Risk factors and serologic tests for HIV, and hepatitis B and C, the nature and time of the exposure, and the definition of exposure.

• The US CDC has defined "exposure" to blood, tissue, or other body fluids that may place a health care worker at risk for HIV infection and therefore requires consideration of post exposure prophylaxis (PEP) as a percutaneous injury (e.g., a needle stick or cut with a sharp object) or contact of mucous membrane or non-intact skin (e.g., exposed skin that is chapped, abraded, or afflicted with dermatitis) Body fluids of concern include those implicated in the transmission of HIV (semen, vaginal secretions, and other body fluids contaminated with visible blood); potentially infectious (undetermined risk for transmitting HIV) include cerebrospinal fluid, synovial fluid, pleural fluid, peritoneal fluid, pericardial fluid, and amniotic fluids; and fluids that are not considered infectious unless they contain blood include feces, nasal secretions, saliva, sputum, sweat, tears, urine, and vomitus.

Determine the need for prophylaxis

• The need for post-exposure prophylaxis is determined by the type of injury and the status of the patient.  All students should be protected from hepatitis B from prior immunization. There is no vaccine for hepatitis C although there is pharmaceutical treatment.  Most students are concerned about the risk of HIV

• The CDC has recommendations for the need for post-exposure prophylaxis for HIV (https://stacks.cdc.gov/view/cdc/20711)

Follow-up Procedures

• Continue medical treatment and counseling at the rotation site or with their primary care physician for the prescribed amount of time. Follow-up for evaluation of reported illnesses post-exposure. 

Financial Responsibility Policy

Financial Responsibility

• When a physician assistant student is exposed to a potentially infectious agent during the course of regular educational activities for the PA program, the University will not be responsible for costs incurred by the student for treatment and follow-up of this exposure. Any financial obligations incurred by an exposure are the student’s responsibility.

The PA Program Responsibility

• The PA Program has the responsibility to provide access to knowledge and training.

• The Student’s Responsibility is to learn the knowledge and skills necessary to protect themselves and their patients and to learn the steps necessary in the case of a potential exposure and follow them correctly.

• This partnership between the student and the PA Program will work together to create as safe of an environment as possible for the students in the clinical arena while recognizing that it is impossible to prevent all exposures.

• The methods used to achieve these goals will be training the students in what they need to know to protect themselves and their patients, prevention strategies provided to the students to include immunizations when available, training and knowledge about how to prevent exposures, a clear set of instructions about what to do once a potential exposure occurs, an understanding of which individuals are responsible for what specific actions, and a clearly defined policy for follow-up once a potential exposure has occurred.

Release Of Information/Privacy Of Education Records

The Family Educational Rights and Privacy Act (FERPA) also known as the Buckley Amendment, is a set of federal regulations established in 1974 that makes four specific guarantees to college students regarding the privacy of their education records. They are:

1) The right to inspect and review education records

2) The right to seek to amend education records

3) The right to have some control over the disclosure of information from those education records

4) The right to file a complaint against any institution for the alleged violation of these FERPA rights

These guarantees are made directly to currently and formerly enrolled students, regardless of their age or status in regard to parental dependency, acknowledging that young people who are already 18 years of age are considered responsible adults. Parents, guardians and others do not have a right to access student records of adult children without their signed, written consent to do so.

Student and Parent Rights Relating to Educational Records

The Family Educational Rights and Privacy Act (FERPA) also known as the Buckley Amendment, is a set of federal regulations established in 1974 that makes four specific guarantees to college students regarding the privacy of their education records. They are:

Students have a right to know about the purposes, content and location of information kept as part of their educational records. Students have a right to gain access to and challenge the content of their educational records. Students have a right to expect that information in their educational records will be kept confidential, disclosed only with their permission or under provisions of the law. Students have a right to permit or prevent disclosure of certain information in their educational records. Parents have

the right to expect confidentiality of certain information about them in student records. Students and Parents can locate the notification of the policy regarding privacy and protection of student records and parent information in the policy section of the XU Student Handbook in its entirety online at https://www.xula.edu/assets/final--2020--2021-handbook-5-1-8272020.pdf and at https://www.xula.edu/privacystatement/index.html

Students can complete a FERPA waiver to allow parent/guardian access to information at https://www.xula.edu/registrars-office/completing-a-ferpa-waiver.html. FERPA is administered by the Family Policy Compliance Office (FPCO), part of the US Department of Education in Washington, DC. It is the FPCO that interprets and resolves complaints regarding FERPA and the FERPA rights of students.The Department of Education provides more information for students and parents on its website – https://www.ed.gov.

• A general overview of the Physician Assistant Program’s policies will be listed below. Program Policies must apply to all students, principal faculty, the Medical Director, and the Program Director regardless of location. (Accreditation Standard A3.01)

• The Standards will be referenced throughout as they inform and guide the curriculum, policies and procedures adopted by the Xavier University of Louisiana Physician Assistant Program.  The Standards constitute the requirements to which an accredited program is held accountable and provide the basis on which the ARC-PA will confer or deny program accreditation. The program must inform students of program policies and practices. (Accreditation Standard A3.02)

• The Program Director, the Medical Director, and the principal faculty cannot provide care to students except in emergency situations or access student health records but may facilitate referrals to health facilities.  (Accreditation Standard A3.09)

• Student advisors (Physician Assistant Faculty assigned to this role) will provide for timely access and/or referral of students to services addressing personal issues, which may impact their progress in the Physician Assistant program. Both on-campus and off-campus resources may be utilized to include the use of Xavier University counselors, local counselors, urgent care clinics, and primary care. Financial responsibility/insurance coverage for the cost of these referred services is the responsibility of the individual student. Under no conditions is the faculty advisor to assume the role of professional provider of needed mental health or counseling services for any student. (Accreditation Standard A3.10)

All PA Program students are REQUIRED to show proof of health insurance which provides coverage in the New Orleans metropolitan area. A student, who does not fulfill the criteria for a waiver, will be billed for the student health insurance. Any registered student is eligible to purchase this insurance. Please see insurance policy and waiver information.

Matriculated students of the PA Program must have medical/surgical and major medical (hospitalization) coverage. Students must provide the program evidence of current health insurance in the form of a photocopy of a current health insurance card with provider name, identification numbers, expiration date of hospitalization and medical/surgical plan in which the student is enrolled. This information is to be submitted to the PA program. Students must show proof of health insurance coverage annually and an absence of coverage will prohibit participation in supervised clinical activities.

Health Insurance additional Information: Students who are covered by their family insurance and want to waive the University’s sponsored health insurance must log onto www.gallagherstudent.com.  Students who do not waive the health insurance by January 20, 2021, will be responsible for the $928.00 Health Insurance.  **Subject to Change.

• Log onto www.gallagherstudent.com

• Enter Xavier University in the search box

• Select Xavier University and

• On the left side click on student waiver

• NEW STUDENTS are required to create an account and upon completion of your waiver Save your confirmation number.

Xavier University of Louisiana PA Program is committed to providing our students a safe environment for learning. To establish this environment the university follows the guidelines of the Louisiana Law (R.S. 17:170 - Schools of Higher Learning), Centers for Disease Control (CDC) for health professionals, and the American College Health Association immunization requirements/recommendations for students entering institutions of higher learning and a tuberculosis screening. In attaining this goal, students’ will be required to submit Louisiana State required immunizations and complete a tuberculosis screening.

The Program Director, medical directors and principal faculty cannot provide care to students except in emergency situations or access student health records but may facilitate referrals to health facilities. (Accreditation Standard A3.09). 

Student health records are not to be accessible to or reviewed by the program, principal or instructional faculty, or staff except for immunization and tuberculosis screening results, which may be maintained and released with written permission from the student. Subsequently, this written permission release form allows the program to release to SCPE sites. (Accreditation Standard A3.19)

Student physical examination and health screening data are confidential documents and are not kept in student or program files. All physical examinations results and immunization records are maintained at the CastleBranch  https://discover.castlebranch.com

A summary sheet acknowledging your immunizations are completed is maintained electronically and accessed by the PA program and sent to clinical year preceptors as well as a general form that you are up to date with your annual physical exam

Students should be aware that some series of immunizations require several weeks/months for completion. 

To assure the matriculating student meets the current Centers for Disease Control and Prevention (CDC) recommendations for health professionals and state specific mandates, the following are PA program health documentation requirements in addition to a complete physical examination (Accreditation Standard A3.07):

Tuberculosis Screening

To prevent fellow students, faculty, staff, and patients from exposure to active TB (tuberculosis), screening must be conducted prior to matriculating into the program.

• In order to protect PA students, faculty, staff, and patients from being exposed to active TB, it is important to identify those students with TB infection without evidence of current (active) disease. All incoming and continuing PA students are required to provide annual proof that they are not infected with Mycobacterium tuberculosis (TB). Any CDC-approved screening methodology may be submitted as evidence. A two-step Mantoux PPD skin test (within the last two months) or two yearly consecutive negative PPD tests. If PPD conversion has been documented, a chest x-ray and a statement from the treating physician regarding evaluation for therapy are required.

• Those with a history of Bacille Calmette Guerin (BCG) vaccination also must have baseline screening performed.

• Individuals who have a documented history of a positive PPD test, adequate treatment for disease, or adequate preventive therapy for infection, should be exempt from further PPD screening unless they develop signs and symptoms suggestive of TB. The decision to screen in this situation will be made by the student’s primary care provider.

• PPD test results should be read by designated, trained employees between 48 - 72 hours after injection. Student self-reading of PPD test results will not be accepted.

• Pregnancy should not exclude female students from being skin-tested as part of a contact investigation or part of the regular skin-testing program.

• Should a student have a positive TB screening test, he or she must undergo a complete medical evaluation to rule out the possibility of current (active) disease and obtain an initial chest x-ray

Entrance into the Xavier University of Louisiana Physician Assistant Program is a privilege. Students at Xavier are held in the highest regard and are seen as role models in the community. As leaders you have the responsibility to portray the program, your University and yourselves in a positive manner at all times. 

Facebook, Twitter, Instagram, Snapchat, and other social media sites have increased in popularity globally, and are used by the majority of students here at Xavier in one form or another. 

Students should be aware that third parties - - including the media, faculty, and future employers, could easily access your profiles and view all personal information. This includes all pictures, videos, comments and posters. Inappropriate material found by third parties affects the perception of the student, the program, and the University. This can also be detrimental to a student’s future employment options. 

Examples of inappropriate and offensive behaviors concerning participation in online communities may include depictions or presentations of the following:

• Photos, videos, comments, or other posts showing the personal use of alcohol, drugs, and tobacco e.g., no holding cups, cans, shot glasses etc.

• Photos, videos, and comments that are of a sexual nature. This includes links to websites of a pornographic nature and other inappropriate material.

• Pictures, videos, comments or other posts that condone drug-related activity. This includes but is not limited to images that portray the personal use of marijuana and drug paraphernalia.

• Content online that is derogatory, demeaning or threatening toward any other individual or entity (examples: derogatory comments regarding another institution; taunting comments aimed at students, professors, preceptors, or programs at another institution, and derogatory comments against race and/or gender). No posts should depict or encourage unacceptable, violent or illegal activities (examples: hazing, sexual harassment/assault, gambling, discrimination, fighting, vandalism, academic dishonesty, underage drinking, and illegal drug use).

• Students should not put posts or photos on social networks about rotation experiences (including location, clients, diagnosis, treatment, preceptors and staff etc.), names of supervisors, and comments or criticism about sites or information about what is happening at sites are not appropriate and prohibited.

• Information that is sensitive or personal in nature or is proprietary to the XULA Physician Assistant Student  or the university, which is not public information (such as test questions, patient information, etc.)

Failure to follow the above-stated guidelines may be considered a breach of appropriate professional behavior and be subject to discipline, up to and including dismissal from the program.

For your own safety, please keep the following recommendations in mind as you participate in social media websites:

• Carefully consider how you want people to perceive you before you give them a chance to misinterpret your information (including pictures, videos, comments, and posts).

• You should not post your email, home address, local address, telephone number(s), or other personal information as it could lead to unwanted attention, identity theft, etc.

• Not everything posted on Snapchat disappears. It’s very easy to take a screenshot.

• Consider how the above behaviors can be perceived by future employers.

Currently, the PA Program does not offer elective international curricular components at this time. However, if the decision is made to offer elective international curricular components, then the PA Program will have written health policies based on then-current CDC recommendations prior to establishing elective international curricular components (Accreditation Standards A3.07b)

Withdrawal

A withdrawal may be requested by the student in writing with or without the recommendation of the Academic Progress Committee (APC). Any refund will be made in accordance with both the University’s and federal government’s refund policies. The appropriate paperwork for withdrawal from courses is provided by the University Registrar. Incurred expenses prior to withdrawal (including, but not limited to memberships, fees, equipment, and books) are not refundable. The student who withdraws while passing all coursework to-date may re-apply through the admissions process with the exceptions of extenuating circumstances, as determined by the Academic Progress Committee (APC). These may include, but are not limited to:

1. Family emergency

2. Prolonged illness

3. Military activation

4. Pregnancy

5. Others (as validated by the APC)

Students who withdraw while failing coursework are not eligible for re-admission to the program.

Dismissal from the PA Program

Failure to meet Minimum Academic Standards

• Students with semester GPA (grade point average) of less than 3.0 will be placed on academic probation and referred to the Academic Progression Committee. The academic probation will be in effect for the duration of the subsequent semester. At that time the probation will be removed, assuming the student’s performance has improved to the minimum expected cumulative GPA of 3.0. If the student’s GPA at the end of the subsequent semester remains less than a 3.0, then student is dismissed from program. 

• Grades of “F” in any course are not acceptable for progression in the program and are grounds for dismissal from the program.

• A "C" is a course grade that requires remediation and students can only remediate one course in the didactic phase and one SCPE. A second "C" in the phase results in dismissal.

• Earning more than one grade of “C” or less any time during the didactic phase shall result in dismissal from the program.

• A second failed SCPE (either a repeat of an initially failed SCPE or a failed SCPE in another discipline) will result in the student’s dismissal from the XULA PA Program.

Failure to Comply with the Attendance Policy

• Students who habitually disrupt the classroom with tardiness or who are chronically absent from class may be subject to dismissal from the PA program. At a minimum, the instructor is permitted to bar them (the student must leave) any session at which they are tardy.

• Any unexcused absence may be grounds for dismissal from the program

Cases of Academic or Professional Misconduct

• See Academic and Professional Violations/Sanctions

REFUNDS TUITION AND FEES

Refunds are available to students who have withdrawn officially from the University. The withdrawal date shall be determined by the appropriate University Official in the Fiscal Office. Please visit the following university page for more information at, http://catalog.xula.edu/content.php?catoid=21&navoid=1030#refund-policy 

Two refund methods are used: the Xavier University Institutional Policy and the Federal Government Refund Policy.

Student Counseling and Wellness Services (Accreditation Standard A3.10)

Xavier University of Louisiana PA Program students will have access to the Student Counseling and Wellness Services. The PA Program must provide for timely access and/or referral of students to services addressing personal issues that may impact their progress in the PA program. The mission of the Department of Counseling and Wellness Services is to provide support services to students, staff, and faculty. 

These support services include academic, mental health, personal, couples, and group counseling for students provided by counseling staff psychotherapy and evaluation by campus clinical psychologist as well as referral for psychiatry services counseling, consultative and referral services to faculty and staff; a disability program Wellness and Recovery Outreach Program for the Xavier community.

These services enable the university to accomplish its mission to provide each student with a liberal and professional education experience...for the ultimate purpose of helping to create a more just and humane society.

Students who need help with academic motivation, concentration, difficulty coping with the increased course load, increasing academic performance, final exam preparation, goal setting, learning style, memory techniques, positive self-talk, note-taking, perfectionism, procrastination, study skills, stress, test anxiety, test-taking, and time management.

*Students who are on academic probation are strongly encouraged to attend counseling

You are encouraged to seek personal counseling for a wide range of issues whether feeling depressed, dealing with stress, issues with self-esteem or relationship conflict.

Individual counseling involves meeting with a trained behavioral health professional where confidentiality is essential. You will begin with an intake where you will be asked a couple of questions, address your treatment plan, and establish goals you want to accomplish. From there, you will schedule to follow up with a counselor to see how you are progressing and if meeting treatment plan goals or if want to adjust goals. For more detailed information please visit our university page at, Student Health Services.

Student Grievances

Xavier University philosophically and in practice advocates providing optimum equality and opportunity in educational offerings, employment and in access to educational programs. Xavier does, however, realize that certain practices may be perceived to or may, in fact, unintentionally discriminate against certain members of the community which we serve, or do not meet satisfactory expectations. 

PURPOSE 

The University’s mission is to provide a mutually respectful environment conducive to student learning and development. In doing so, the University acknowledges that students can offer valuable information about the performance of the university in meeting goals and providing services as part of our mission. Consistent with this aim, the University invites feedback and is committed to addressing student dissatisfaction. When a problem or issue arises, students are advised to seek information and assistance through the various processes and procedures, including student governance organizations, instituted to receive and respond to student complaints regarding faculty/staff, another student, programs or services. 

When registering concerns or complaints, students must follow the appropriate procedures. If a student has any question about the applicable procedure to follow for a particular complaint, the student should contact the Office of the Associate Vice President and Dean of Students at (504) 520-7359 or studentservices@xula.edu. Discussions may remain confidential until a student decides to take more formal action. 

Student Grievances Policy:

 Reporting Student Concern

Student Grievances Policy:

page: 10-11 and 89-91 of Student Handbook

The XULA PA Program adheres to the university faculty grievance policy at the above link. At the initiation of employment, all faculty and staff are provided information about accessing the handbook, which is on the internal college website. Faculty also undergo Title IX training as a requirement of employment.

Faculty Grievances Policies: 

Page: 31 of University Faculty and Staff Handbook

• Xavier University of Louisiana refers to student identification cards as “The XCard.” All identification badges must be displayed prominently at all times.  In addition to displaying an appropriate identification badge prominently, students shall state truthfully and accurately their professional status in all transactions with patients, health professionals, and other individuals for whom, or to whom, they are responsible. While in the program, students may not use previously earned titles (i.e., RN, MD, DO, Pharm. D, and Ph.D.). Students sign all documentation with their full name followed by “PA-S.”

• The XCard is an identification card that is used for transacting XULA business such as checking out library books, gaining entry to University-sponsored events, and accessing designated University buildings.

• The XCard is the property of XULA and is not transferable. It is a personal ID card, which should be carried at all times when on XULA property and must be presented on request by any University official.

• When at clinical rotation sites, students are required to wear their identification badge at all times. Clinical Affiliate Rotations may require an additional badge specific to the clinical site.

Didactic Phase: At the end of the Didactic Phase, students are required to successfully complete a written comprehensive exam. All students must pass the written comprehensive exam at the end of the didactic phase. The passing score is -2 standard deviations below the national average. Students must have a passing score to progress into the clinical phase of the program. Should a student receive a failing grade on the written comprehensive exam, they will be permitted one retake to be completed within 4 weeks of receipt of notification of the failing grade. A second failure will result in referral to the Academic Progression Committee and may result in dismissal from the program.

Clinical Phase: At the end of the Clinical Phase, students are required to successfully complete the Summative Evaluation that is composed of a written comprehensive examination, an OSCE, and a clinical skills practical exam. At the conclusion of the clinical phase, all students must pass the summative evaluation with a minimum grade of 70% or higher on each individual component in order to graduate from the program. 

Should a student receive a failing grade on the written comprehensive exam (below 70%), they will be permitted one retake to be completed within 4 weeks of receipt of notification of the failing grade. A second failure will result in referral to the Academic Progression Committee and may result in dismissal from the program.

Students must successfully demonstrate competency to practice medicine as an entry-level PA in primary care to graduate from the Program. Students must successfully complete a Summative Examination that is comprised of knowledge-based exams, clinical skills, and an objective structured clinical examination to demonstrate competency consistent with curricular goals. By successfully completing the Summative Examination, the student will have surpassed expectations regarding programmatic curricular goals and as such, the Program will verify that each student is prepared to enter clinical practice. (Accreditation Standard B4.03)

In compliance with Title IX of the Education Amendments of 1972 (“Title IX”), Xavier University of Louisiana does not discriminate on the basis of sex in any of its educational programs, activities or employment. The university is committed to providing a safe environment for all of its members and therefore prohibits sexual misconduct. When sexual misconduct does occur, all members of the university community are encouraged to report it promptly. To read the university’s Sexual Misconduct Policy, visit 

Student:

Sexual Misconduct Policy and Response Procedures in full, page 1-14 

Title IX Policy

Report a Student Concern: Student Code of Conduct

Reporting Student Concern
Compliance Awareness

Faculty:

Sexual Misconduct Policy and Response Procedures in full, page 1-14 

Title IX Policy

Faculty Institutional Policies on allegations of harassment: page V6-V8

Faculty and Staff Handbook

The following matriculated student records will be maintained by the Xavier University Physician Assistant Program for the length of time specified. These records and others may be maintained by other departments within the institution. 

• The PA Program - official application, didactic and clinical academic performance, remediation and academic actions, advising records, disciplinary actions, dismissal, and healthcare insurance documentation, drug screen, criminal background check, immunization verification, and graduation requirements verification. 

• The Registrar’s Office – official transcripts, dismissal

• Student Affairs Office- disciplinary actions

• Xavier University of Louisiana Student Health Services – university immunization records.

• Faculty Advisor – files on student counseling and advising. Once you graduate, these records are maintained by the PA Program.

• CastleBranch- drug screen, criminal background check, fingerprinting, complete physical examination, and immunization verification

During the didactic phase, student progress is monitored and documented in a manner that promptly identifies deficiencies in knowledge or skills.

Each student’s grades and progression within a course are monitored by the course director and student advisor. The course director reviews and provides feedback for all course-related evaluations to provide the student with needed direction.

Additionally, course directors and student advisors, who are monitoring student progress throughout each semester, may address items of concern as they arise even if the student is not falling below the passing score. This provides prompt identification of deficiencies in meeting course and program objectives.

The goal of this policy is to help the student identify and master the material, not to improve the numerical grade.

The program identifies and addresses student deficiencies in attaining didactic learning outcomes through the following:

• Students are provided program policies on remediation within the “Didactic Remediation Policy” with reinforcement of policies included within each didactic syllabus.

• Remediation is required for: Any test score below 70% in the didactic year, failing to meet minimum competencies during a skills exam, and remediation may be required for Unprofessional Conduct

• The Course Director or designee will offer a remediation plan with subsequent assessment within two weeks of an identified deficiency during the didactic phase of the program. The student will be permitted one retake. Failing this remediation with a score below 75% will result in referral to the APC for a plan of action. Failure to pass the remediation exam will result in the student receiving the original grade earned.

• If the student passes the remediation exam with a 75% or higher, then the student's grade will be changed to the minimum passing score of 70%.

• If the student remediates the assessment successfully, the student remains on academic warning for the semester.

• The responsible Course Director or faculty member will complete the Academic Warning form and submit it to the PA office, document remediation efforts and outcomes using the remediation form, and return the completed remediation form to the PA office for placement in the student’s official file.

• Students who earn a grade of a “C” in a course may have the opportunity to remediate the course at the discretion of the APC. An academic probation will be issued for the student for the semester in which the course grade of a “C” occurred.

• A student is permitted to remediate only one course during the didactic year; a second “C” (either a repeat of an initially failed course or a failed course in another subject) will result in the student’s referral to the APC for possible dismissal from the XULA PA Program.

• If a student earns a course grade of “F”, then the student will be referred to the APC for possible dismissal.

Course directors and principal faculty are available by appointment and during office hours to provide students with additional direction and clarification as identified by the students or faculty. Students that do not meet predefined program expectations for examinations and course grades are provided opportunities for remediation based on the Program’s requirements for progression and remediation policy

During the supervised clinical education experiences (clinical rotations), the program identifies and addresses student deficiencies in attaining SCPE learning outcomes through the following:

• Students are provided program policies on remediation within the “Clinical Remediation Policy” with reinforcement of policies included within each SCPE syllabus.

• Students who do not pass a SCPE with a grade of “C” will be placed on academic probation. Students who do not score above 70% on the EOR exam may have the opportunity to remediate the course by repeating that SCPE at their own cost during their clinical education which must be completed during the next SCPE time period if possible (or as soon as possible/can be scheduled).

• Remediation of assessments and End of Rotation examinations during the SCPE phase of the program will be made in a timely manner and re-evaluation or examination performed as designated by the Director of Clinical Education, taking into account the students' clinical rotation schedule, return to campus days for proctored exams, and availability of rotations.

• During the EOR week, students will be required to return to campus for testing.  For our grading purposes, the end-of-rotation exam scores will be converted using a student Z-score and the minimum acceptable adjusted grade is 70%.

• Students must pass the EOR rotation exam in order to pass the SCPE.

• Students who do not score above 70% on their EOR exam will be required to retake the exam within 2 weeks. Students will work with the Director of Clinical Studies and/or their faculty advisor to address and improve areas of deficiency noted on the original EOR exam. The retake exam date will be designated by the course director. If the student passes the remediation exam with a 70% or higher, then the student's grade will be changed to the minimum passing score of 70%.

• Students are allowed 1 EOR exam retake per core rotation. In addition, students who do not score above a 70% on the EOR exam will be required to complete a series of Osmosis modules that reflect their exam deficiencies.

• A student who earns a grade of 2 or lower on the End of Rotation Evaluation of Student will be referred to the Academic Progression Committee for holistic review of SCPE performance and identification of deficiencies. A remediation plan will be formulated to correct deficiencies noted.

• Students who do not score above 70% on the EOR exam or who score below a “C” for the SCPE grade may have the opportunity to remediate the course by repeating that SCPE at their own cost during their clinical education which must be completed during the next SCPE time period if possible (or as soon as possible/can be scheduled).

• Students who earn a grade of “C” or lower on the SCPE will be placed on academic probation.

• A student is permitted to repeat only one SCPE during the clinical portion of the XULA PA Program; a second failed SCPE (either a repeat of an initially failed SCPE or a failed SCPE in another discipline) will result in the student’s immediate dismissal from the XULA PA Program.

• Students are expected to adhere to the Direct Observation of Procedure Skills (DOPS) and course-related administrative requirements in order to successfully complete the SCPE.

• Remediation for a failed SCPE is as follows: the student will be required to repeat the failed SCPE in its entirety as his/her own expense (tuition plus any placement costs/fees/etc.). The student will review the syllabus and study any weak areas as noted on the EOR exam and review all assignments with his/her SCPE program faculty member.

• Any student who is unable to complete a SCPE due to medical or personal reasons will receive a grade of incomplete (“I”) if appropriate. Written notification must be submitted to the program director and the clinical coordinator by the student. Contingencies for completing the SCPE will be planned by the program director and the Director of Clinical Education. A student who withdraws from a course under these circumstances may be subject to conversion of “I” to an “F” if the mutually agreed upon contingency plan is not successfully completed. See Student Leave of Absence Policy.

• The Director of Clinical Education or faculty member will complete the Academic Probation form and submit it to the XULA PA Program Office, document remediation efforts and outcomes using the remediation form, and return the completed remediation form to the XULA PA Program Office for placement in the student’s official file.

• The goal of this policy is to help the student identify and master the material, not to improve the numerical grade. The Director of Clinical Education or Associate Director of Clinical Education will be responsible for coordinating the remediation assessment.     

• At the midpoint of each rotation, the preceptor provides a formative evaluation of the student that examines his/her skills in knowledge, interpersonal skills, clinical reasoning, and problem-solving, clinical and technical skills and professionalism.  This assessment helps identify deficiencies early and prior to documented student performance results would require remediation.  At the end of the rotation, a student who earns a grade of 2 or lower on the End of Rotation Evaluation of the Student is referred to the Academic Progression Committee for a holistic review of SCPE performance and identification of deficiencies. A remediated plan is then formulated to correct deficiencies and includes ensuring the deficiency has been corrected.

• As a summative measure of knowledge, end-of-rotation examinations are provided to all students as an objective measure of the student’s SCPE-specific knowledge base. Students who do not score above 70% on their EOR exam will be required to retake the exam within 2 weeks. The retake exam date will be designated by the course director. If the student passes the remediation exam with a 70% or higher, then the student's grade will be changed to the minimum passing score of 70%. Prior to completing the retake exam the student is informed of their areas of deficiency and guided in plans to correct the deficiency. This is documented in each impacted student’s record.

• Student Clinical and Technical Skills are evaluated individually via Direct Observation of Procedural Skills (DOPS) and overall via the end of rotation preceptor evaluation. As stated in the SCPE course syllabus, “If the student was not given the opportunity to display proficiency in a particular technical skill(s), those skills will be assessed by PA faculty during a subsequent rotation or at EOR week skills check-off stations.”

• Persistent or Overall SCPE performance deficiencies may also be identified through the assignment of SCPE course grade of C or lower and are remediated when permitted as described in our Clinical Remediation Policy.

During SCPEs, professional behavior is assessed and documented on SCPE mid and end-of-rotation evaluations as described above.  Preceptors are also given written instruction to contact the program DCE with concerns related to the student's professionalism.  Any unprofessional behavior reported by the preceptor results in a meeting with the DCE.  Remedial action for unprofessional student behavior is implemented at the direction of the DCE in consultation with the faculty advisor and reviewed by the Academic Progression Committee.

1. Clinical affiliation agreements have been developed in conjunction with the program faculty and University legal counsel. These agreements are consistent with program policies except in instances where clinical affiliates’ facility health and safety concerns may take precedence and may supersede program policies. (A3.01)

2. When at clinical rotation sites, students are required to wear their identification badge at all times. Clinical Affiliate Rotations may require an additional badge specific to the clinical site. (A3.06)

3. Students will wear identification pins and/or badges bearing their name and Xavier University of Louisiana Physician Assistant student status on their short white lab coat (pocket or sleeve location). 

4. Students will verbally identify themselves as a Physician Assistant student from the Xavier University of Louisiana Physician Assistant Program during all patient and professional encounters at the preceptor site or when representing the profession or the program.

5. Physician Assistant students must be clearly identified in the clinical setting to distinguish them from physicians, medical students, and other health profession students and graduates. (Accreditation Standard A3.06)

6. Students are not required to provide or solicit clinical sites or preceptors. The program must coordinate clinical sites and preceptors for program required rotations. (Accreditation Standard A3.03)

7. Coordinating clinical practice experiences involves identifying, contacting and evaluating sites and preceptors for suitability as a required or elective rotation experience. Students may make suggestions to principal faculty for sites and preceptors but are not required to do so.

8. Student suggested sites and preceptors are to be reviewed, evaluated and approved for educational suitability by the program.

9. The program will not rely primarily on resident physicians for didactic or clinical instruction. (Accreditation Standard A2.15)

1. Threat of Violence and Duty to Warn Policy

2. Severe Weather Policy

3. Student Injury Policy

4. Blood and Body Fluids Exposure Policy

5. Blood and Body Fluids Spills Policy

6. Student Exposure to HIV

7. Occupational Exposure to Meningococcus

8. Exposure to Infection with Communicable Disease