SACS

SACS SHS Student Handbook

School of Health Sciences Student Handbook

Policies for Academic Years 2003-2005

The Student Handbook of The University of Texas M. D. Anderson Cancer Center School of Health Sciences covers the policies listed below as well as related policies:

Instructions

Students must complete and submit all of the forms below by the conclusion of Orientation. Download and print each form as needed. For Orientation dates, please see the Academic Calendar in the Health Sciences Student Catalog.

Assessment Agreement (pdf)

Confidentiality Agreement (pdf)

User Acknowledgment and Nondisclosure Agreement (pdf)

Important Information about Bacterial Meningitis - Acknowledgment (pdf)

Student Handbook & Catalogues

1.0 Statement of Policy Changes

Because of constantly changing conditions, The University of Texas M. D. Anderson Cancer Center School of Health Sciences reserves the right to make such changes in policy as may be deemed necessary. Students will be informed immediately of any changes in policies in writing and are, therefore, responsible for compliance upon receiving this information.

Student Handbook & Catalogues

2.0 Equal Educational Opportunity

Purpose

The University of Texas M. D. Anderson Cancer Center strives to maintain an educational environment that is free from impermissible discrimination. No person shall be excluded from participation in, denied the benefits of, or be subject to discrimination under any program or activity sponsored or conducted by M. D. Anderson or any of its component academic entities on any basis.

Policy Statement

Any student or potential student who has a complaint under this policy should contact the Director, Dean of the Programs in the School of Health Sciences or the executive vice president for research and academic affairs.

The Statement of Equal Educational Opportunity is published in the Health Sciences Student Catalog.

Student Handbook & Catalogues

3.0 Educational Rights and Privacy

Purpose

The Family Educational Rights and Privacy Act (FERPA) is a federal law designed to protect the privacy of a student's education records. FERPA gives parents certain rights with respect to their children's education records. These rights transfer to the student, or former student, who has reached the age of 18 or is attending any school beyond the high school level. Students and former students to whom the rights have transferred are called eligible students.

Policy Statement

Parents or eligible students of The University of Texas M. D. Anderson Cancer Center's Programs in the School of Health Sciences have the right to inspect and review all of the student's education records maintained by the school. The School of Health Sciences is not required to provide copies of materials in education records unless, for reasons such as great distance, it is impossible for parents or eligible students to inspect the records.

The parents and eligible students of The University of Texas M. D. Anderson Cancer Center's Programs in the School of Health Sciences have the right to request that the school correct records believed to be inaccurate or misleading. If the school decides not to amend the record, the parent or eligible student then has the right to a formal hearing established by the Dean of the School of Health Sciences. After the hearing, if the school still decides not to amend the record, the parent or eligible student has the right to place a statement with the record commenting on the contested information in the record.

Written permission from the parent or eligible student must be obtained before releasing any information from a student's record. However, the law allows The University of Texas M. D. Anderson Cancer Center School of Health Sciences to disclose records, without consent, to the following parties:

School employees who have a need to know
Other schools to which a student is transferring
Certain government officials in order to carry out lawful functions
Appropriate parties in connection with financial aid to a student
Organizations conducting certain studies for the school
Accrediting organizations
Individuals who have obtained court orders or subpoenas
Persons who need to know in cases of health and safety emergencies; and
State and local authorities, within a juvenile justice system, pursuant to specific State law

The University of Texas M. D. Anderson Cancer Center School of Health Sciences discloses, without consent, "directory" type information such as a student's name, address, telephone number, date and place of birth, honors and awards, and dates of attendance. However, parents and eligible students will be informed in writing about directory information and will be allowed 30 days to request that the school not disclose directory information about them. The University of Texas M. D. Anderson Cancer Center Programs in the School of Health Sciences will notify parents and eligible students annually of their rights under FERPA.

The Family Educational Rights and Privacy Act of 1974 is published in the Health Sciences Student Catalog.

Student Handbook & Catalogues

3.1 Records

Purpose

The purpose of the policy on records is to establish guidelines related to a student's disciplinary record.

Policy Statement

Please see the Records section of the Conduct and Discipline policy, which is published in the Health Sciences Student Catalog.

Reference: Board of Regents, University of Texas System, Rules and Regulations, Part One, Chapter VI, Section #3.8; Texas Education Code, Section 51.936

Student Handbook & Catalogues

3.2 Name and Address Change

Purpose

Identify the policies related to official records, change of personal information and summons to administrative offices.

Policy Statement

The Personal Record Information and Summons and Official Communications policies are published in the Health Sciences Student Catalog.

Student Handbook & Catalogues

3.3 Student Right-to-Know and Campus Security Act

Purpose

The purpose of this policy is to inform the students of information collected by the School of Health Sciences and shared with other state/national organizations. This policy also address how students will be informed regarding crimes committed on campus or within the Texas Medical Center.

Policy Statement

The Student Right-to-Know and Campus Security Act policy is published in the Health Sciences Student Catalog. A related policy, Student Right to be Informed about Information Collected, is also published there.

4.0 Students with Disabilities

Purpose

To ensure the non-discrimination in the selection and/or education of students related to disabilities.

Policy Statement

The Students with Disabilities policy is published in the Health Sciences Student Catalog.

Definition

Individual with a disability – a person who has:

A physical or mental impairment that substantially limits one or more major life activities
A record of such an impairment
Is regarded as having such impairment

NOTE: A student who is currently engaging in the illegal use of drugs is not an "individual with a disability."

Qualified individual with a disability – refers to an individual with a disability who:

Satisfies the requisite skill, experience, education, and other job-related requirements of the job in question; and
With or without some form of reasonable accommodation, can perform the essential functions of the position

The qualification standard includes that an individual not pose a direct threat to the health or safety of himself/herself or others.

Essential job functions – refer to the critical or fundamental job duties of the position the individual holds or desires. They do not refer to the noncritical or marginal job functions.

Reasonable accommodation – a modification to an employment practice or the work environment that enables a person with a disability to enjoy equal employment opportunity. A reasonable accommodation to the known physical or mental impairments of an otherwise qualified individual will be made unless the accommodation would impose an undue hardship on the operation of this institution.

Undue hardship – is defined as any action that:

Is unduly costly
Extensive
Substantial
Disruptive
Would fundamentally alter the nature or operation of the business

Student Handbook & Catalogues

5.0 Appearance and Demeanor

Purpose

The purpose of this policy is to establish the institutional/student's policy regarding appearance and demeanor and to communicate general guidelines related to that policy.

Policy Statement

The Appearance and Demeanor policy is published in the Health Sciences Student Catalog.

Individual written policies related to appropriate personal appearance and hygiene can be found within the individual program's student policies.

Student Handbook & Catalogues

5.1 Confidentiality

Purpose

The purpose of this policy is to:

Uphold the confidentiality of health information, protect the privacy of patients, students/employees, and the institution/programs; and
Assure that all students are aware of the boundaries on the disclosure of information

Policy Statement

The Confidentiality policy is published in the Health Sciences Student Catalog.

Student Handbook & Catalogues

5.2 Identification (ID) Badges

Purpose

The purpose of this policy is to establish a system that provides constant and quick identification of students to patients, visitors, and other employees. In addition, the system provides:

Authorized entry into buildings, offices, and parking
A tool for campus security
Student identification for transacting business on campus (e.g., check cashing, parking payments, pharmacy payments, discounts at cafeteria, etc.), and participating in institutionally sponsored events and activities held on or off campus

Procedure

Badges are authorized based on Human Resources Information Services (HRIS) receiving a request from Dean of the School of Health Sciences. HRIS issues the original badge and holder at no cost to the recipient. Badge holders must pay $7.00 for other replacement ID badges, to include lost, stolen or damaged badges.

Badge holders must wear the ID badges at all times while on property owned or under the control of the institution. The badge must be worn on the upper chest and be clearly visible to someone facing the wearer. The badge must be worn horizontally so that patients, guests and fellow students can easily read it. ID badges must be free of decoration. The ID badge holder may display small items such as recognition pins or professional affiliation pins; but such items must not restrict the view of the ID badge. The plastic ID badge holder may include other cards (e.g., mission statement and emergency cards). Such cards may not restrict the view of the ID badges and must not contain a magnetic strip (e.g., credit card).

Non-compliance is subject to disciplinary action, up to and including termination. Any student encountering an unknown person without proper identification in a non-public area should offer assistance. If the student has any doubt as to the person's response or demeanor, The University of Texas Police Department (UTPD) should be notified.

Reference: Volume 5 UTMDACC

Student Handbook & Catalogues

5.3 Smoking

Purpose

The purpose of this policy is to to provide a smoke-free environment.

Policy Statement

The Smoking policy is published in the Health Sciences Student Catalog.

Student Handbook & Catalogues

5.4 Alcoholic Beverages

Purpose

Establish a guideline for alcohol consumption when representing the institution.

Policy Statement

The Alcoholic Beverages policy is published in the Health Sciences Student Catalog.

Student Handbook & Catalogues

5.5 Drug Detection and Deterrence

Purpose

The University of Texas M. D. Anderson Cancer Center's School of Health Sciences is committed to providing a safe work place for all employees and students, and to protecting the public's safety and ensuring their trust in the institution.

Policy Statement

As part of the admissions process, every student will be required to complete a drug screening. Any student found to have a positive drug screen would be denied admission to the school. This screening will be conducted during orientation by the Employee Health Department and all results will remain confidential. There is no cost to the student for this screening.

The University of Texas M. D. Anderson Cancer Center's School of Health Sciences will not tolerate the following behaviors:

Sale, purchase, transfer, use or possession of illegal drugs or prescription drugs obtained illegally
Abuse of legal (prescription or over-the-counter) drugs or alcohol
Arrival to class or the clinical setting under the influence of illegal drugs or alcohol
Arrival to class or work under the influence of legal drugs to the extent that there is an adverse affect on the student's ability to perform

A student suspected of being under the influence may be removed from the classroom or clinical setting and referred for laboratory testing for the presence of illegal drugs or alcohol in the body.

The University of Texas M. D. Anderson Cancer Center's School of Health Sciences is willing to assist students who acknowledge that they have a substance abuse problem by providing assessment and referral to the Employee Assistance Program or other similar services.

The University of Texas M. D. Anderson Cancer Center's School of Health Sciences prohibits the illegal use of drugs and the use of alcohol on campus. Students who engage in such activity are subject to disciplinary action up to and including termination.

Any student who is convicted under a criminal statute for a drug-related offense is required to notify the dean and program officer or appropriate representative not later than 5 days after such conviction. The following are the sanctions for students convicted of substance-abuse-related crimes:

Any student convicted of illegal use, possession, and/or sale of a drug or narcotic on campus shall be dismissed
A felony conviction of a violation of any criminal drug statute for use, possession, dispersion, distribution, or manufacture of an illegal drug on M. D. Anderson premises will result in expulsion

Reference: Drug Free Schools and Communities Act of 1989, 20 U.S.C. section 1145g

Please also see the following policy and policy section, which are published in the Health Sciences Student Catalog: Substance Abuse and Drug Screening (section of Admission policy).

Student Handbook & Catalogues

5.6 Political Activity

Purpose

The purpose of this policy is to outline the standards by which a student of The University of Texas M. D. Anderson Cancer Center School of Health Sciences may participate in political activities.

Policy Statement

It is the policy of The University of Texas M. D. Anderson Cancer Center School of Health Sciences to recognize the right of students to participate in political activities so long as such political activities do not:

Interfere with the performance of the duties and responsibilities related to The University of Texas System or The University of Texas M. D. Anderson Cancer Center School of Health Sciences; and
Involve The University of Texas System or M. D. Anderson in partisan politics

Students who engage in political activity that interferes with the performance of their didactic and/or clinical performance must voluntarily terminate their position or be involuntarily terminated from the program.

Student Handbook & Catalogues

5.7 Sexual Harassment

Purpose

Please see the Policy Overview of the Sexual Harassment policy, which is published in the Health Sciences Student Catalog.

Policy Statement

Please see the Definition of Sexual Harassment within the Sexual Harassment policy, which is published in the Health Sciences Student Catalog.

Procedure

Please see the following sections of the Sexual Harassment policy, which is published in the Health Sciences Student Catalog:

Procedure: Introduction

Informal Complaints

Formal Complaints

Student Handbook & Catalogues

5.8 Consensual Relationships

Purpose

The purpose of this policy is to establish a policy regarding consensual relationships within the academic and clinical environment.

Policy Statement

Please see the Consensual Relationships section of the Sexual Harassment policy, which is published in the Health Sciences Student Catalog.

Student Handbook & Catalogues

5.9 Solicitation and Distribution

Purpose

The purposes of this policy are to:

Protect students and non-students from unauthorized solicitations
Protect students and non-students from receiving unauthorized material; and
Ensure that the environment is consistent with the mission of the institution

Policy Statement

It is the policy of The School of Health Sciences to permit solicitations only for activities sponsored by the school, institution or for which the institution is a beneficiary, and/or the distribution of materials/information that are a part of the business-related communications of the institution.

Student Handbook & Catalogues

5.10 Hazing

Purpose

The purpose of this policy is to establish a policy of no tolerance for hazing.

Policy Statement

The Hazing policy is published in the Health Sciences Student Catalog.

6.0 Advising and Counseling

Purpose

This policy identifies the availability of advising and counseling services for students. M. D. Anderson views sound academic advising as a significant responsibility in educating students. Program directors and education coordinators will assist students in developing intellectual potential and exploring educational opportunities and life goals.

Student Handbook & Catalogues

6.1 Academic Advising

Purpose

Please see the Overview of the Academic Advising policy, which is published in the Health Sciences Student Catalog.

Policy Statement

Program directors and clinical coordinators are available for academic and professional counseling.

Student Handbook & Catalogues

6.2 Counseling Services

Purpose

To advise students of the availability of on-campus counseling services.

Policy Statement

It is the policy of the School of Health Sciences to advise students of campus resources they may access for counseling services.

Student Handbook & Catalogues

7.0 Conflict of Interest

Purpose

The purposes of this policy are to:

Identify actions that have a potential conflict of interest; and
Establish the student's responsibility for appropriate disclosure for any such action

Policy Statement

The Conflict of Interest policy is published in the Health Sciences Student Catalog.

Student Handbook & Catalogues

7.1 Intellectual Property

Purpose

Please see the following sections of the Intellectual Property policy, which is published in the Health Sciences Student Catalog:

Purpose

Application

Rights

Policy Statement

Please see the following sections of the Intellectual Property policy, which is published in the Health Sciences Student Catalog:

Protection

Assertion of Interest

Royalties

Student Handbook & Catalogues

8.0 Disciplinary Action and Appeal

Purpose

The purpose of this policy is to provide guidance on when and how disciplinary actions are to be taken and how the appeal process functions.

Policy Statement

It is the policy of The School of Health Sciences to encourage fair, efficient and equitable solutions for problems arising out of the clinical and/or didactic setting.

All students are responsible for:

Acquainting themselves with:

Performance criteria
Rules
Procedures
Standards of conduct

established by the their particular educational program, the School of Health Sciences, and the institution

Maintaining standards of conduct suitable and acceptable to the learning environment

A student who does not fulfill the responsibilities set out by such performance criteria, rules, procedures and standards of conduct, may be subject to discipline, up to and including termination from the institution.

The Conduct and Discipline policy is published in the Health Sciences Student Catalog.

Student Handbook & Catalogues

9.0 Academic Dismissal and Readmission

Purpose

The purpose of this policy is to establish the criteria for academic dismissal and readmission to The University of Texas M. D. Anderson Cancer Center School of Health Sciences.

Policy Statement

The School of Health Sciences reserves the right to dismiss a student whose academic performance does not meet the following standard:

A student of The School of Health Sciences must achieve a grade of "C" or higher in all program courses to progress to the next academic term or clinical rotation.

A grade below a "C" in any course will result in academic dismissal from the respective program. This action is posted to the student's permanent record.

A student who wishes readmission after an academic dismissal may reapply to the program through the entire admissions process for the next academic year.

Student Handbook & Catalogues

9.1 Searches

Purpose

Notification of general searches of a student's personal papers and belongings

Policy Statement

Please see the Searches section of the Searches and Dismissal Appeals policy, which is published in the Health Sciences Student Catalog.

Student Handbook & Catalogues

9.2 Summons to Administrative Offices

Purpose

The purpose of this policy is to establish the procedure for students receiving official summons from institution officials.

Policy Statement

The Summons and Official Communications policy is published in the Health Sciences Student Catalog.

Student Handbook & Catalogues

10.0 Attendance and Leave of Absence

Purpose

The purpose of this policy is to establish criteria for student class attendance and absence, as well as outline disciplinary action for excessive and unexcused leave.

Student Handbook & Catalogues

10.1 Attendance

Purpose

The purpose of this policy is to ensure regular attendance by the students of the School of Health Sciences.

Policy Statement

Students are expected to report on time for all scheduled activities. In the event of unscheduled absence or tardiness due to illness or other serious reasons the student must personally notify the Director and the appropriate instructor prior to the scheduled hour. If timely notification is not possible due to unavoidable circumstances the student must explain the reasons to the Director as early as possible.

For scheduled absences or tardiness, request must be made in writing using the form provided by the Director as far in advance of the prospective date as possible and must be approved by the appropriate instructor.

Tardiness occurs when the student does not report on time, i.e., later than eight minutes after the scheduled time.

Unsatisfactory attendance leading to disciplinary action

Absences, tardies and early departures that are not scheduled and are not approved by the Director are considered as unexcused occurrences. The Director keeps a record of unexcused occurrences on student file. It is the responsibility of the Director/Faculty Advisor to give proper counseling to the student as soon as a problem is evident. If a student has had more than two (2) unexcused occurrences in 60 days or three unexcused occurrences in 90 days the Director must take disciplinary action as stated in the policies of the individual programs.

The Class Attendance policy is published in the Health Sciences Student Catalog.

Student Handbook & Catalogues

10.2 Holidays

Purpose

To inform students of legal holidays when the School of Health Sciences will be closed.

Policy Statement

Annually the Texas State Legislature establishes recognized holidays. The University of Texas M. D. Anderson Cancer Center then establishes the holidays for the institution. The School of Health Sciences will follow the holiday schedule established by the institution and will also designate additional official school holidays. Students will be informed of the holidays at the beginning of each semester.

Student Handbook & Catalogues

11.0 Oath of Residence

Purpose

Before an individual may register at the School of Health Sciences and pay tuition at the rate provided for residents of the State of Texas, the individual must complete a residence questionnaire and affirm under oath that he or she is entitled to be classified as a resident for the purpose of tuition.

Policy Statement

If The University of Texas M. D. Anderson Cancer Center School of Health Sciences determines prior to or at the time of registration that the individual is not entitled to be classified as a resident, the individual will be required to pay tuition at the non-resident rate.

If the School of Health Sciences later determines that the individual was not entitled to be classified as a resident at the time of the individual's registration, the individual shall, not later than 30 days after the date the individual is notified of the determination, pay to the School of Health Sciences the amount the individual should have paid as a nonresident

If the individual fails to make timely payments as required, the individual is not entitled to receive a transcript or to receive credit for courses taken during the time the individual was falsely registered as a resident student.

Reference: UT-Houston Health Science Center Student Policies

Residency Status

Please see the Residency section of the Registration policy, which is published in the Health Sciences Student Catalog.

Student Handbook & Catalogues

12.0 Tuition, Fees, Financial Aid, and Debt

Purpose

It is the policy of the School of Health Sciences that students must pay all tuition and fees at the time of registration or take an installment payment and sign a promissory note for the installments. Students who have not made payments will not be allowed to attend classes, with the exception of students whose tuition and fees are paid by scholarships from private organizations, governmental agencies, or foreign governments.

Delays in the School of Health Sciences receiving monies from sponsors will not constitute an acceptable reason for non-payment. Extended delays (more than 90 days) in collection of receivables from sponsors will require the student to make the uncollected payment. Student payments will be refunded upon receipt of cash or collected funds from the sponsor.

The following actions maybe taken against the student in the event of nonpayment of tuition and fees:

The student may be barred from classes until full payment is made
The student who fails to make payment prior to the end of the term may not receive credit for the work done that term
The student may be barred from re-admission until full payment is made
The student's grades, official transcript, and certifications of enrollment maybe withheld
Any degree to which the student would normally be entitled may be withheld
Other collection activities may be pursued as required

Reference: UT-Houston Health Science Center Student Policies

Student Handbook & Catalogues

12.1 Financial Aid

The Financial Aid policy is published in the Health Sciences Student Catalog.

Student Handbook & Catalogues

12.2 Tuition and Refunds

Purpose

All policies regarding the payment or refund of tuition, fees and charges are approved by the Board of Regents of The University of Texas System and comply with applicable state statutes. If a person desires clarification of any matter relating to payment or refund of such charges, he or she should contact the Registrar's Office.

Policy Statement

All required tuition, fees, and deposits are due in full or according to the scheduled installment plan as a condition of enrollment.

Student Handbook & Catalogues

12.3 Installment Plan

Please see the Installment Plan section of the Tuition and Fees policy, which is published in the Health Sciences Student Catalog.

Student Handbook & Catalogues

12.4 Student Financial Responsibility

Please see the Student Financial Responsibility section of the Tuition and Fees policy, which is published in the Health Sciences Student Catalog.

Student Handbook & Catalogues

12.5 Tuition

Please see the Tuition section of the Tuition and Fees policy, which is published in the Health Sciences Student Catalog.

Student Handbook & Catalogues

12.6 Student Debt

Purpose

The purpose of this policy is to inform the students of their responsibility for personal debt.

Policy Statement

The University of Texas M. D. Anderson Cancer Center is not responsible for debts contracted by individual students or student organizations and will not be involved in collection efforts or in arbitrating disputes between students and creditors. Both individual students and organizations are expected to discharge contractual obligations.

Student Handbook & Catalogues

12.7 Tax Information for Students

In 1997, President Clinton signed into law the Taxpayer Relief Act of 1997. The legislation enabled the President to keep his campaign promise of passing education tax credits to help individuals afford the first two years of post-secondary education. Although these tax credits, called "Hope Scholarship Credits," have received considerable attention, another part of the new law is of particular interest to NAGAP members: the Lifetime Learning Credit.

The Lifetime Learning Credit can be used for education at both undergraduate and graduate levels, as well as to acquire or improve job skills. At a time when people are changing jobs and careers at an ever-increasing rate, the Lifetime Learning Credit offers people assistance throughout all these periods of transition and growth. By helping to reduce the costs of education, the credit should encourage more people to pursue graduate programs and other forms of pre- and post- baccalaureate career training.

Graduate admissions professionals need to have a general knowledge of the Lifetime Learning Credits to understand how the law will impact both their institutions and prospective and current graduate students.

How will the Lifetime Learning Credit affect current and prospective students?

Beginning July 1, 1998, taxpayers can claim up to 20 percent of their first $5,000 of qualified tuition and related expenses per year (up to $1,000). After the year 2002, the credit amount increases to 20 percent of the first $10,000, to a maximum of $2,000. Unlike a tax deduction, the amount of the credit does not reduce taxable income, but is deducted directly from the taxpayer's actual tax liability.

What are the eligibility requirements?

If a student answers "yes" to these questions, he/she is likely to be eligible for the Lifetime Learning Credit:

Are you a U.S. citizen or resident alien? (There is an exception that may apply for non-resident aliens who are married to U.S. citizens or resident aliens.)
Is your modified adjusted gross income $50,000 or less (individual) or $100,000 or less (married taxpayers filing jointly)?
Is your institution deemed an eligible institution? (See definition below.)
Do you have qualified tuition and related expenses? (See definition below.)
Are payments for qualified tuition and related expenses made on or after July 1, 1998, for an academic period beginning on or after July 1, 1998?
Do your payment methods entitle you to the credit? (See definition below.)

What is an eligible institution?

Any college, university, vocational school, or other post-secondary educational institution that is eligible to participate in the student aid programs administered by the Department of Education is considered an eligible institution. This includes virtually all accredited public, non-profit, and proprietary post-secondary institutions.

What are qualified tuition and related expenses?

Qualified tuition and related expenses include fees that are required in order to be enrolled at an eligible institution. This does not include charges and fees associated with room, board, student activities, athletics, insurance, books, equipment, transportation, and similar personal, living, or family expenses. Amounts paid for any course or other education involving sports, games, or hobbies are not eligible for the credit, unless the course or other education is part of the student's degree program.

What are the payments methods that can be used to be eligible for the credit?

Payments can be used in calculating the credit if they are "out-of-pocket" expenses, including payments made from a student's earnings, a loan, a gift, an inheritance, or personal savings. it does not include payments made with Pell Grants, tax-free scholarships, a tax-free distribution from an IRA, and tax-free employer-provided educational assistance.

How much can be claimed for the Lifetime Learning Credit?

Through the year 2002, a credit can be claimed for 20% of the first $5,000 of out-of-pocket expenses for a family's qualified tuition and related expenses (a maximum tax credit of $1,000 for the entire family). After the year 2002, the maximum allowed increases to $2,000 for the family, based on 20% of the first $10,000 of out-of-pocket expenses. Credits can be claimed for more than one person in the family, but may not exceed the maximum tax credit.

How does a student actually get the credit?

The student determines the amount owed in federal income taxes and directly subtracts the amount of Lifetime Learning Credit from this amount. If the credit exceeds the amount of taxes owed, the difference is not refunded. For example, if a student owes $500 in federal income taxes and is eligible for a $1,000 tax credit, only $500 can be claimed against the taxes.

Does a student have to be in a degree program?

No. A student enrolled in a single non-degree course can claim the credit. The Lifetime Learning Credit applies to graduate and undergraduate classes, as well as continuing education.

Is there a limit on how often the credit can be claimed?

No. A Lifetime Learning Credit can be claimed every year.

How will the Lifetime Learning Credit affect you and your institution?

Lifetime Learning Credit helps make graduate and continuing education more affordable by refunding part of the costs of tuition and other qualified related expenses. However, as colleges and universities will be required to send information to the Internal Revenue Service as verification of the information provided by taxpayers, one of the major issues surrounding the education tax credit is the reporting burden that will be placed on institution. Please note that the information provided below applies to current institutional requirements. As noted at the end of this article, efforts are underway to reduce this reporting burden.

Which institutions have to report for 1998 year?

Reports must be submitted by any eligible institution that receives payments of qualified tuition and related expenses in 1998. If the institution reimburses or refunds tuition or related expenses in 1998 to a student in an amount that equals or exceeds payments received from the student during 1998, there is no reporting requirement.

What has to be reported to the Internal Revenue Service for the 1998 tax year?

For 1998, the information listed below must be provided to the IRS using a Form 1098-T. The form must be submitted by March 1, 1999 in either paper or magnet media, although other options, such as EDI (electronic data interchange) are being explored.

The name, address, and taxpayer identification number (TIN) of the institution
The name, address, and TIN of the individual from whom payments of qualified tuition and related expenses were received for 1998
An indication of whether the individual was enrolled at least half the full-time academic workload during any academic period commencing in 1998
An indication of whether the individual was enrolled exclusively in a program or programs leading to a graduate-level degree, graduate-level certificate, or other recognized graduate-level educational credential

What has to be reported to the student for the 1998 tax year?

If information was reported on a student to the IRS, the institution must provide the same information (e.g., a copy of Form 1098-T) to the student by February 1, 1999. The statement must also contain the phone number of the individual serving as information contact at the institution that made the return.

In future years, what additional information may be required?

As IRS will be required to implement the legislation as written, the following information will eventually also be required:

The name, address, and TIN of the taxpayer claiming a student as a dependent
The aggregate amount of payments of qualified tuition and related expenses received by the institution, or the aggregate amount of reimbursements or refunds paid during the calendar year
Such other information as the Secretary may prescribe

The last item is a catch-all phrase that may likely include whether a student is in his/her first two years of post-secondary education and other items about enrollment status.

As the cost to colleges and universities of implementing these reporting mechanisms will be extremely high, there is concern that the purpose of the tax credits could be undermined by increased institutional costs that would drive up tuition. As a result, legislation (H.R. 3127) has been introduced to eliminate the reporting requirements, a position supported by the final report of the National Commission on the Cost of Higher Education.

Still have questions about the tax credit?

More detailed information on the Lifetime Learning Credit and other educational funding initiatives can be found on the following web sites:

The National Center for Public Policy and Higher Education
U.S. Department of Education
American Council on Education

Student Handbook & Catalogues

13.0 Institutional Integrity

Purpose

It is the policy of the School of Health Sciences to have a system of grading to ensure that students are awarded grades equitably.

Student Handbook & Catalogues

13.1 Standard of Grading

Purpose

The purpose of this policy is to establish the criteria for the academic standard of grading for the programs in the School of Health Sciences.

Policy Statement

The following grading scale has been set as the academic standard for the School of Health Sciences:

Number Range	Corresponding Letter Grade	Corresponding Grade Point
90 – 100	A	4.0
80 – 89	B	3.0
70 – 79	C	2.0
Below 70	F	0.0

Student Handbook & Catalogues

13.2 Grades and Symbols

The Grades policy is published in the Health Sciences Student Catalog.

Student Handbook & Catalogues

13.3 Computation of the Grade Point Average

Please see the Computation of the Grade Point Average section of the Grades policy, which is published in the Health Sciences Student Catalog.

Student Handbook & Catalogues

13.4 Withdrawal

The Withdrawal policy is published in the Health Sciences Student Catalog.

Student Handbook & Catalogues

13.4.1 Medical Withdrawal

Please see the Medical Withdrawal section of the Withdrawal policy, which is published in the Health Sciences Student Catalog.

Student Handbook & Catalogues

13.5 Transcripts

Please see the Transcripts section of the Transcripts and Diplomas policy, which is published in the Health Sciences Student Catalog.

Student Handbook & Catalogues

13.6 Diplomas

Please see the Diplomas section of the Transcripts and Diplomas policy, which is published in the Health Sciences Student Catalog.

Student Handbook & Catalogues

13.7 Examinations

The Examinations policy is published in the Health Sciences Student Catalog.

Student Handbook & Catalogues

14.0 Use of Information Technology

Purpose

The purpose of this policy is to identify the types of information technology available and the appropriate use of each type.

Policy Statement

It is the policy of The University of Texas M. D. Anderson Cancer Center to provide information technology that supports the needs of the institution. Students are expected to utilize such technology skillfully, professionally and in the best interests of the institution.

All documents, communications, e-mail messages, data, or information acquired, created, stored, maintained, sent or received, on any of M. D. Anderson's information technology equipment are the property of the institution. M. D. Anderson reserves the right to access, enter, search, inspect, monitor and disclose any messages or information on such equipment under circumstances covered by state and institutional information security standards.

Because of a state agency's right to access any and all information, tangible or otherwise, that is stored in, or stored utilizing, state property, students have no expectation of privacy with regard to any such information or state property.

Student Handbook & Catalogues

14.1 Computers

Computer access is provided by departmental request and Director's approval. Access to computer networks requires each user to use a password. Students should not disclose their passwords to others. The student to whom the password is assigned is responsible for all activity made while using the password. Only software owned or approved by the institution will be installed on computers connected to institutional computer networks. Only screen savers licensed by M. D. Anderson may be used. During orientation, all new students sign a User Acknowledgment and Nondisclosure Agreement (pdf) from Information Services Security & Risk Management and are subject to all provisions in the form. This form is filed in the student's official personnel file. The form covers such topics as disclosure of information, passwords, and log-on ID's, circumventing computer security, confidential and sensitive information, reporting of violations, and disciplinary action for a violation of this policy.

The use of the Internet is primarily for business purposes, accessed at the office or through an institutional Remote Access Service (RAS). School time will not be used to "surf" the Internet for non-school related extraneous information, game playing, or non-business communications. Accessing material that may be perceived as harassing or offensive (audio, verbal or pictorial) is prohibited.

Because of the bandwidth used to operate audio and video programs downloaded from the Internet, such programs may be used only if they are school-related. Prior to their separation date, students must turn in all information equipment issued (for both office and home use).

Students abusing or misusing information technology are subject to disciplinary action up to and including termination from the program.

Student Handbook & Catalogues

14.2 Telephones

Calls should be answered promptly, courteously, and in a spirit of helpfulness. The caller, whether external or internal, should be assisted or transferred/directed to a more appropriate source for assistance. Department telephones are primarily for business purposes; personal use should be limited, both in frequency and length of call. Personal long distance calls from institutional telephones must be made using a personal long distance calling card. In emergencies, the director of the program may approve a long distance call for a student, who must reimburse the institution for the call. Courtesy phones are for the primary use of patients and visitors. Due to increased noise nuisance, cellular phones and pagers must be TURNED OFF during lecture and rotations.

Students abusing or misusing information technology are subject to disciplinary action up to and including termination from the program.

Student Handbook & Catalogues

15.0 Student Health and Safety

Purpose

To establish policies in the event of student illness or injury.

Student Handbook & Catalogues

15.1 Medical Emergencies

Purpose

When a member of The University of Texas M. D. Anderson Cancer Center School of Health Sciences community incurs, or encounters someone who has incurred, an injury or illness on university property, the incident should be handled expediently, efficiently, and calmly. To accomplish this, employees and students should familiarize themselves in advance of encountering medical emergencies with basic procedures provided herein.

Policy

A. Life-threatening Injuries/Illnesses

If a student incurs an injury/illness that appears to be life threatening, the person reporting the incident should immediately contact The University of Texas Police Department and provide the dispatcher with:

His or her name
His or her location
Name of the injured/ill person
Name of the injury/illness, if known
Any special directions regarding the situation

Unless otherwise requested or indicated, the injured or ill student should be transported by ambulance to the appropriate health care facility.

The director or class instructor of the area in which the incident occurred should be informed of the incident immediately.

B. Minor Injuries

If a student is injured, the director/instructor of the area in which the incident occurred must be advised immediately of the incident. If the injured person is a patient or visitor, that director/instructor will request information from the injured person such as name, and nature of the injury, and will advise that person to seek medical attention from a physician of his or her choice.

If a student is injured, the director/instructor will request information and advise the student that he or she may seek medical attention through The University of Texas Medical School Health Services [UTMSHS] or through his or her personal physician. If the student chooses to seek medical attention through UTMSHS, the supervisor/instructor should contact UTMSHS to schedule an appointment for the injured student.

Student Handbook & Catalogues

15.2 AIDS/HIV/HBV Infection

Please see the AIDS, HIV, and HBV section of the Health Information for Students policy, which is published in the Health Sciences Student Catalog.

Student Handbook & Catalogues

15.3 Treatment of Exposure to Blood or Body Fluids

Purpose

To provide students with immediate evaluation and treatment in the event they have had an exposure to blood or body fluids.

Policy Statement

It is the policy of The University of Texas M. D. Anderson Cancer Center School of Health Sciences that a student who has come in contact with blood or body fluids, whether on-site or at a clinical affiliate, report to Employee Health to determine if an occupational exposure has occurred. All students are required to wear personal protective equipment at all times while handling patient samples in student laboratories and during clinical rotations on-site as well as off-site at clinical affiliates. Appropriate evaluation of the source patient (if known) will be conducted at no charge to the source patient. Employee Health will provide post exposure follow-up treatment for the students free of charge.

Student Handbook & Catalogues

15.4 Immunizations and Health Records

Purpose

All students registering at The University of Texas M. D. Anderson Cancer Center are required to furnish an immunization record signed by a health care provider.

Policy Statement

The following immunizations and screening tests are required for all students in the School of Health Sciences who have direct patient contact or who come in contact with human biological fluids or tissues. Students for whom these immunizations are not required by M. D. Anderson are strongly urged to obtain these immunizations for their own protection:

Tuberculin skin test or chest x-ray — one of these must be done within 12 months of registration;

Measles — proof of two doses of measles vaccine administered on or after the first birthday and at least 30 days apart or proof of immunity;

Mumps — proof of one dose of mumps vaccine administered on or after the first birthday or proof of immunity;

Rubella — proof of one dose administered on or after the first birthday or proof of immunity;

Tetanus/diphtheria — proof of one "booster" dose of tetanus/diphtheria (within 10 years);

Hepatitis B virus (HBV) — proof of serologic immunity to HBV or certification of immunization with a complete series of hepatitis B vaccine. Students will be required to present a letter or other suitable written certification; and

Varicella (chickenpox) — positive history of disease in the past. If no disease in the past, varicella titer is required. If varicella titer is negative, varicella vaccine series is required.

NOTE: Certain exemptions are allowed from the HBV and varicella immunizations requirement; students should contact the Office of Employee Health for information.

According to the guidelines on the Certification of Immunization form that is provided to all incoming students by the Program Office, anyone born prior to January 1, 1957 need only to show proof of one measles vaccination or proof of immunity to any or all of the above.

Certain exemptions are allowed from required immunizations. These exemptions apply to an applicant for admission who:

Submits to an admission official —

An affidavit or certificate, signed by a physician licensed to practice medicine in the United States, that states that in the physician's opinion the required immunization would be injurious to the health or well-being of the applicant or any member of the applicant's household;
An affidavit signed by the applicant stating that the immunization conflicts with the tenets and practice of a recognized church or religious denomination of which the applicant is an adherent or member (this exemption doesn't apply if an emergency or epidemic has been declared by the commissioner of public health); or

Who is a member of the US armed forces and who is on active duty

Individuals who have been offered admission to The University of Texas M. D. Anderson Cancer Center School of Health Sciences must assume the full cost of the immunizations prior to receiving M. D. Anderson student status. Only hepatitis B and varicella vaccinations are given to registered M. D. Anderson students free of charge at The University of Texas Medical School Health Services (UTMSHS).

M. D. Anderson student health services are provided by the UTMSHS. The UTMSHS will furnish to the students a brochure describing the student health services.

In addition, please see the Contagious Diseases and Immunization Requirements and Bacterial Meningitis sections of the Health Information for Students policy, which is published in the Health Sciences Student Catalog.

Student Handbook & Catalogues

15.5 Health Insurance

Purpose

It is the policy of The University of Texas M. D. Anderson Cancer Center School of Health Sciences to require all students entering into one of the School's programs to carry health insurance.

Policy Statement

Please see the Health Insurance section of the Health Information for Students policy, which is published in the Health Sciences Student Catalog.

The student health insurance program is offered to registered students through a private company selected by The University of Texas System office. This plan is designed to supplement student health services provided in the Student Clinics. In addition, it also assists with expenses not covered by the student services fee and those incurred outside that setting such as prescriptions, hospitalization, etc. Students have the option of enrolling their families in this plan at an additional cost. This plan is reviewed each year and revised to meet the current needs of the students.

In addition, the Board of Regents of The University of Texas System requires all international students holding nonimmigrant visas and living in the United States to have coverage for repatriation and medical evacuation while enrolled at component institutions of The University of Texas. The required health insurance fee assessed by the University includes coverage for repatriation and medical evacuation. International students with coverage outside of the plan can contact Auxiliary Enterprises via telephone (713) 500-8400, website (http://ae.uth.tmc.edu/) or e-mail (studentinsurance@admin4.hsc.uth.tmc.edu) to provide the information needed to waive the insurance fee and, if needed, purchase coverage for repatriation and medical evacuation.

Student Handbook & Catalogues

15.6 Fitness for Duty

Purpose

It is the policy of The University of Texas M. D. Anderson Cancer Center that all students report in a condition that will allow them to perform their duties safely. All students must be free of illegal drugs or alcohol and not be impaired or unable to perform job duties because of medical or emotional problems while on M. D. Anderson property or while on institutional business.

Directors, educational coordinators and faculty of the School of Health Sciences are responsible for taking immediate action to remove from duty any student suspected of behaving in an unsafe or potentially impaired manner. Employee Health or the Employee Assistance Program (EH/EAP) will determine the appropriate course of action.

The student must comply with all aspects of the fitness for duty assessment (which may include drug and alcohol testing) or be subject to disciplinary action, up to and including termination.

NOTE: Students taking prescription medications that impair their ability to work safely are subject to the conditions of this policy.

Policy Statement

NOTE: If a student's behavior does not require immediate action (e.g., declining performance or absenteeism but working safely), the manager may choose to consult with Employee Assistance Program personnel regarding a possible referral to the EAP.

Observation

Fellow students or others whose observations lead them to question a student's fitness for duty must report their observations to the director of the program in which the student is enrolled.

Whether questionable on-duty behavior is reported by a student's fellow student, or through personal awareness, the program director will investigate and document observations.

Evaluation

If the student appears to be unfit for duty:

The director should call The University of Texas Police immediately if:

There is evidence that a crime may have been committed;
The student makes threats to harm himself or others; or
The student is behaving in a way that is dangerous to those around him

The University of Texas Police will investigate and take any necessary action.

If The University of Texas Police involvement is unnecessary, the director:

Removes the student from duty
Notifies the student that the observations made
Asks the student to explain the appearance of impairment
Documents the student's response
Contacts EH/EAP
Follows the guidance of the EH/EAP regarding actions to be taken; EH/EAP will advise the director regarding a course of action that may include:

Immediate assessment;
Further evaluation at a later time by the EAP or other appropriately licensed personnel; or
Transporting the student home

NOTE: If transportation home is recommended, the director makes the arrangements (e.g., a relative of the student). If such transportation is not possible, or if the student refuses assistance, the director contacts The University of Texas Police. The student must not drive, nor can a fellow student or director transport the student.

EH/EAP will arrange for any evaluation that may include EAP, psychiatric, or medical assessment; and/or drug/alcohol testing.

The director will determine any disciplinary action needed.

Return to Duty

The student will not return to school until all aspects of the fitness for duty evaluation are completed. The Director of EH (or designee) must medically release the student prior to a return to school. The Director of EH or the EAP contacts the director prior to the student's return to school.

Student Handbook & Catalogues

15.7 Employee/Student Assistance Program

Purpose

It is the policy of The University of Texas M. D. Anderson Cancer Center to have an Employee Assistance Program (EAP) that provides confidential assistance to employees, educational appointees and their immediate family members to resolve problems that affect their personal lives and performance. The EAP also includes legal assistance with all personal legal matters except those involving employee-employer concerns and issues regarding a personal business.

The EAP offers professional assessment, guidance, and referral services. Directors may also consult with and make a referral to the EAP of a student with known or suspected behavioral or personal problems that may be affecting work performance.

M. D. Anderson recognizes that an individual with mental health, drug and/or alcohol problems may be rehabilitated. A student's school status will not be jeopardized because they seek assistance from the EAP. Seeking help, however, will not necessarily prevent disciplinary action up to and including termination when performance or conduct warrants such action.

EAP information, like other medical information, will be treated in confidence according to applicable law.

Procedure

A. Referral

All EAP referrals begin by calling the EAP. During the initial contact, callers will be given instructions on how to proceed. There are three types of referrals:

Self-Referral — the person seeking assistance contacts the EAP directly.
Director-Suggested Referral — a director suggests or recommends the EAP to a student as a resource for assistance. If the student chooses to follow through on the recommendation, the employee contacts the EAP directly.
Formal Supervisor Referral — a formal request by the manager for intervention by the EAP based on work performance problems (if immediate signs of possible impairment are observed refer to the Fitness for Duty Policy, Volume V).

For EAP to make a referral for legal assistance, the client must complete a release form.

B. Release of Information

In the case of a self-referral or program director-suggested referral, information will not be released to anyone without the authorized consent of the client.

In the case of a formal program director referral, the EAP will notify the program director to confirm only whether or not the student has contacted the EAP and whether EAP recommendations have been followed. The information shared will not disclose the nature of the problem or the kind of treatment recommended.

Student Handbook & Catalogues

16.0 New Student Orientation

Purpose

Orientation is provided to inform new students regarding the School of Health Sciences policies, facilities, and programs.

Policy Statement

An orientation program will be held for all students who register at the School of Health Sciences. The orientation will include a number of sessions designed to provide detailed information about various aspects of your life as a student in this School. A final schedule of events will be mailed to each student prior to the Fall term. All distance-education students will be required to spend a two-week orientation on the Houston Campus.

During orientation, the School staff will discuss many academic topics, including registration, course selection, program affiliation and facilities. Talks by other campus representatives will focus on student safety and health and personal needs of students. A significant amount of time will be devoted to presentations by directors on program-specific information and requirements.

Student Handbook & Catalogues

17.0 Library

Purpose

All new students of the School of Health Sciences will participate in an orientation session in The University of Texas M. D. Anderson Cancer Center. One week of that orientation is spent primarily in the Research Medical Library.

Policy Statement

During Library orientation sessions -- held at the beginning of a program year -- students register for Library privileges and remote access accounts. With a remote access account, online resources available in the Library are also available remotely to all students regardless of their geographic location.

The Library uses a remote access system called EZProxy. EZProxy is specifically designed for libraries and requires no special software on the part of the user. All that is needed is a standard web browser and a connection to the Internet.

Library orientation sessions incorporate hands-on training with the participant's ability to access resources and services without visiting the physical facility. Areas covered include:

An overview of using the online catalog to search the Research Medical Library's collection and the collections of major health sciences libraries in the greater Houston area
Use of the Library's online journal subscriptions, which total more than 4,000
Connecting to the approximately 100 databases the Library licenses
Use of the National Library of Medicine's LinkOut system - This enables users to search PubMed MEDLINE and link to the full text of articles when the journal is among the Library's online subscriptions. Currently, almost 1.7 million articles from 1800 biomedical and scientific journals are available to M. D. Anderson employees and students through the LinkOut system.
A demonstration of ILLiad, the Library's free online document delivery system - Once registered, students can use any Web browser to request items (articles, book chapters, conferences papers) that are not part of the Research Medical Library's print or online collections. With the exception of whole books, almost all items can be delivered to students electronically.
The online availability of instructional manuals for classes the Library teaches, including the Using the Library Remotely class
Websites selected by the Research Medical Library's reference librarians, based on website usefulness and the quality of the information provided

In addition to orientations, the Library also offers a variety of online searching classes. All classes are free and available to M. D. Anderson faculty, staff, students, and official visitors. Full class descriptions, class schedules, and handouts are available on the Library's webpage.

Student Handbook & Catalogues

18.0 Participation in Programmatic Evaluations

Purpose

The University of Texas M. D. Anderson Cancer Center School of Health Sciences is committed to providing quality education through continuous assessment of courses, faculty and programs.

Policy Statement

Students will be asked to complete various course, faculty and program evaluations during the academic year. After graduation, students are asked to release their certification test scores to The University of Texas M. D. Anderson Cancer Center School of Health Sciences. Additionally, written consent will be requested to obtain post-graduation employer and alumni surveys.

Student Handbook & Catalogues

19.0 Accreditation

Purpose

The purpose of this policy is to identify, for the student, visitor or site visitor, the programmatic accreditation agencies for each School of Health Sciences program.

Policy Statement

The University of Texas M. D. Anderson Cancer Center School of Health Sciences programs are accredited and approved by one of these accrediting agencies:

National Accrediting Agency for Clinical Laboratory Sciences (NAACLS)
Joint Review Committee on Education in Radiologic Technology (JRCERT)
American Association of Medical Dosimetrists (AAMD)
Commission on Accreditation of Allied Health Education Programs (CAAHEP)

Student Handbook & Catalogues

20.0 Professional Liability Insurance

Purpose

To inform students of coverage for professional liability.

Policy Statement

Students enrolled in the programs of Clinical Laboratory Science, Cytogenetic Technology, Histotechnology, Medical Dosimetry and Radiation Therapy will be covered by professional liability. This insurance will only cover the student when he/she is participating in approved programs that are part of academic training.

Student Handbook & Catalogues

21.0 Additional Relevant Information

In the sections below, students may find information about housing, parking, and other issues related to daily life in Houston, Texas.

Student Handbook & Catalogues

21.1 Housing

To ease the difficulties that may accompany a relocation to Houston, M. D. Anderson's Trainee Support Services has developed an online guide that provides answers to questions frequently asked by trainees preparing for such a move.

Student Handbook & Catalogues

21.2 Parking

Parking at the Texas Medical Center is limited and expensive. Parking for M. D. Anderson students is available through the M. D. Anderson parking office or the Texas Medical Center parking office. Parking assignments are made according to availability of space.

Student Handbook & Catalogues



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Last Update: June 28, 2005