Health Information Management: Due process for violations
Due process for violations
Overview
Policies, standards, and procedures are established to ensure the safety and rights of both students and college employees. To progress successfully through their programs and have a meaningful college experience, students are expected to follow the regulations and requirements set by the college and their specific programs. These professional standards are designed to prepare students to be workforce-ready and achieve success in their careers.
Students must adhere to the Portland Community College policies and procedures described in the College policies section. It is also important for students to adhere to the academic, professional, and technical standards guidelines for their program.
Understanding and adhering to policies, procedures, standards, and ethics
Faculty and staff are dedicated to providing assistance and guidance to help students get the most out of their academic journey. Students are encouraged to advocate for themselves by having positive and regular communications with instructors, faculty department chairs, and program directors – particularly if they have any questions or concerns about policies, standards, or their academic standing. If students are struggling in any way – academically, personally, or in meeting standards – they are urged to reach out to faculty and staff and take advantage of the many resources (see support services) the college offers to help them achieve their goals. The college is committed to creating a supportive environment, and everyone is here to help.
If program faculty, faculty department chairs, or program directors have concerns about a student’s academic performance or behaviors related to policies and standards, many issues can be resolved through a meeting between the faculty and the student. However, if the issue remains unresolved, if the behavior persists, or the program determines that the issue or behavior should be addressed in a more formal way because of its seriousness, there are several steps that can be taken to address violations of policies, procedures, standards, and ethics.
The college provides an administrative hearing before any penalties or disciplinary actions are imposed. If the program believes that resources can be provided that increase the likelihood of a student achieving good standing in their program the program may offer or require them.
Methods of addressing performance and conduct concerns
Note:
- The possible actions are not limited to what is listed below.
- The types of concerns are not exclusive but examples.
- Timelines are preferred but not guaranteed and nothing precludes the program from taking action outside of the timelines described.
Verbal
- Types of concerns addressed: include, but are not limited to, a first-time clarification of behavior/concern or an unsatisfactory score on assignment or exam.
- * Possible actions: preliminary discussion, course progress note (CPN) of concern, Student Conduct and Community Support (SCCS) referral, and/or temporary removal.
- Who takes the lead: faculty or clinical coordinator with the clinical instructor may initiate this communication.
- Timeline: generally immediately or within a week.
- Appeal process: discuss with instructor, or elevate to faculty department chair or program director, or submit a complaints and feedback form.
Written warning
- Types of concerns addressed: include, but are not limited to, ongoing/repeated behavioral issues, more significant violations of standards, and academic performance issues.
- * Possible actions: gather information, hold a student meeting, issue written warning, refer to the Student Conduct process, elevate for probation consideration, and temporary removal from the program.
- Who takes the lead: faculty department chair and/or the program director
- Timeline: generally occurs within approximately one week depending on the circumstances.
- Appeals process: discuss concerns with the program dean (if the program dean participated in the decision, the appeal is passed along to another program dean or the pathway dean).
Probation
Probation: for a specified period of time, any additional academic performance standard or Student Code of Conduct violations by the student will result in progressive disciplinary action. During the period of probation, the student is not considered in good disciplinary standing. Upon expiration of the probation period and fulfillment of other sanctions imposed (if any), the disciplinary probation will be lifted.
- Types of concerns addressed: include, but are not limited to, failure to resolve issues previously communicated with a written program warning, significant performance or conduct concerns as determined by the faculty department chair, program director, or dean, behaviors that cause safety concerns, or course grades which continue to be below passing.
- * Possible actions: gather information, hold a student meeting, temporary removal, issue written program probation, refer to the Student Conduct process, or elevate for dismissal consideration.
- Who takes the lead: program dean
- Timeline: notice given to the student (either formal investigation through Student Conduct and Community Support or invitation to meet with program lead) often takes several days, but may take more, depending on additional information needed and other circumstances. Once notice is provided, a meeting is scheduled within five business days and a decision is made within 72 business hours of the meeting unless additional time is needed based on the circumstances, including, without limitation, to follow up on any information presented by the student.
- Appeals process: students can appeal a program probation with the pathway dean (if the pathway dean participated in the decision, the appeal is passed along to the associate vice president of Academic & Career Pathways or their designee).
Dismissal
- Types of concerns addressed: include, but are not limited to, failure to resolve issues previously communicated with a written program warning or probation, ongoing concern or significant concern related to a professional standard or ethic (i.e. continually administers the wrong drug), substance abuse, unauthorized disclosure of confidential information (violation of HIPAA or FERPA), unsafe behavior in clinical lab or in clinical practicum, clinical dismissal, and failing a course.
- * Possible actions: review information, refer to the Student Conduct process, hold a student meeting, consider terms of probation or dismissal from the program, or issue program dismissal and establish whether there is an opportunity to reapply to the program.
- Who takes the lead: program dean
- Timeline: notice given to the student (either formal investigation through Student Conduct and Community Support or invitation to meet with program lead) could take several days depending on additional information needed. A meeting is scheduled within five business days and a decision is made within 72 business hours of the hearing unless additional time is needed and noted to follow up on any information presented by the student.
- Appeals process: the student has five business days from the date on the letter to appeal. The student will receive a response to their request for an appeal within 5 days of receipt. A group formed by the Vice President of Student Affairs (or designee) and the Vice President of Academic Affairs (or designee) will adjudicate the appeal.
Behavioral concerns addressed by Student Conduct and Community Support
Title IX issues
In order for the college to adhere to all federal, state, and local civil rights laws and regulations prohibiting discrimination in public institutions of higher education, Student Conduct and Community Support investigates concerns regarding students who engage in prohibited harassment or discrimination of any member of the college community.
The process on the Title IX get help webpage is followed.
Issues regarding Student Code of Conduct Policies and Procedures
Behaviors that violate the Student Code of Conduct, including physical assaults, threats, and possession of weapons are immediately referred to Student Conduct and Community Support. See Article IV: Proscribed Conduct for more information about conduct proscribed by the College for which a student is subject to disciplinary action.
The Student Conduct and Community Support process for addressing these issues are described in Article V: Procedures of the policy.
Academic integrity concerns
- Actions constituting violations of academic misconduct include cheating, collusion, fabrication, and plagiarism.
- See Academic integrity at PCC for information regarding academic integrity expectations and the academic misconduct process.
Please see Article V: Procedures 6: Sanctions for the full list of college sanctions that could result from the adjudication of the issues above.