Office of Student Affairs Policies & Guidelines
The following are policies charged by the Office of Student Affairs and general guidelines for UCF COM on everything from the Honor Code to official methods of communication to dress code.
(The following was taken from the AAMC Uniform Clinical Training Affiliation Agreement, Exhibit A.)The University of Central Florida College of Medicine holds in high regard professional behaviors and attitudes, including altruism, integrity, respect for others and a commitment to excellence. Effective learning is best fostered in an environment of mutual respect between teachers and learners. In the context of medical education the term “teacher” is used broadly to include peers, resident physicians, full-time and volunteer faculty members, clinical preceptors, nurses, and ancillary support staff, as well as others from whom students learn.
Duty: Medical educators have a duty to convey the knowledge and skills required for delivering the profession‘s standard of care and also to instill the values and attitudes required for preserving the medical profession‘s social contract with its patients.
Integrity: Learning environments that are conducive to conveying professional values must be based on integrity. Students and residents learn professionalism by observing and emulating role models who epitomize authentic professional values and attitudes.
Respect: Respect for every individual is fundamental to the ethic of medicine. Mutual respect is essential for nurturing that ethic. Teachers have a special obligation to ensure that students and residents are always treated respectfully.
RESPONSIBILITIES OF TEACHERS AND LEARNERS:
- Treat students fairly and respectfully
- Maintain high professional standards in all interactions
- Be prepared and on time
- Provide relevant and timely information
- Provide explicit learning and behavioral expectations early in a course or clerkship
- Provide timely, focused, accurate and constructive feedback on a regular basis and thoughtful and timely evaluations at the end of a course or clerkship
- Display honesty, integrity and compassion
- Practice insightful (Socratic) questioning, which stimulates learning and self-discovery, and avoid overly aggressive questioning which may be perceived as hurtful, humiliating, degrading or punitive
- Solicit feedback from students regarding their perception of their educational experiences
- Encourage students who experience mistreatment or who witness unprofessional behavior to report the facts immediately
- Students should:
- Be courteous of teachers and fellow students
- Be prepared and on time
- Be active, enthusiastic, curious learners
- Demonstrate professional behavior in all settings
- Recognize that not all learning stems from formal and structured activities
- Recognize their responsibility to establish learning objectives and to participate as an active learner
- Demonstrate a commitment to life-long learning, a practice that is essential to the profession of medicine
- Recognize personal limitations and seek help as needed
- Display honesty, integrity and compassion
- Recognize the privileges and responsibilities coming from the opportunity to work with patients in clinical settings
- Recognize the duty to place patient welfare above their own
- Recognize and respect patients‘ rights to privacy
- Solicit feedback on their performance and recognize that criticism is not synonymous with “abuse”
Relationships between Teachers and Students
Students and teachers should recognize the special nature of the teacher-learner relationship which is in part defined by professional role modeling, mentorship, and supervision.
Because of the special nature of this relationship, students and teachers should strive to develop their relationship to one characterized by mutual trust, acceptance and confidence. They should both recognize the potential for conflict of interest and respect appropriate boundaries.
The University of Central Florida is committed to a policy of honesty in academic affairs. Examples of conduct for which students may be subject to academic and/or disciplinary penalties including expulsion are: Cheating: whereby non-permissible written, visual, or oral assistance including that obtained from another student is utilized on examinations, course assignments or projects. The unauthorized possession or use of examination or course related material may also constitute cheating.
Cheating: whereby non-permissible written, visual, or oral assistance including that obtained from another student is utilized on examinations, course assignments or projects. The unauthorized possession or use of examination or course related material may also constitute cheating.
Plagiarism: whereby another’s work is deliberately used or appropriated without any indication of the source, thereby attempting to convey the impression that such work is the student’s own. Any student failing to properly credit ideas or materials taken from another has plagiarized.
Unauthorized assistance: communication to another through written, visual or oral means. The presentation of material which has not been studied or learned, but rather was obtained solely through someone else’s efforts and used as part of an examination, course assignment or project. The unauthorized possession or use of examination or course related material may also constitute cheating.
Commercial Use of Academic Material: Selling notes, handouts, etc. without authorization or using them for any commercial purpose without the express written permission of the university and the Instructor is a violation of this rule.
NOTE: A student who has assisted another in any of the aforementioned breach of standards shall be considered equally culpable. In cases of cheating or plagiarism, the instructor may take appropriate academic action ranging from loss of credit for a specific assignment, examination, or project to removal from the course with a grade of “F.” In addition, the instructor should refer the issue to the Honor Council (aka Student Professional Conduct Council (SPCC)), and may request disciplinary action through the Office of Student Rights and Responsibilities as outlined in Golden Rule.
The Americans with Disabilities Act (ADA) was enacted in July of 1990, with its provisions becoming effective at various dates thereafter. The ADA expands the rights of the disabled and augments existing anti-discrimination laws. Title III of the Act relates to anti-discrimination by entities engaged in public services and applies to the relationship between students and colleges and universities. The UCF College of Medicine complies with provisions specified in the ADA.
1. UCF COM Student Academic Support Services
Director of Academic Support Services
6850 Lake Nona Blvd.
Second Floor, COM 205
Orlando, FL 32827
2. Operating Procedure for Student with Disabilities
UCF COM is committed to, and embraces, diversity in all forms. Students with disabilities are encouraged to access all of the resources available to them, including registering with Student Academic Support Services (SASS).
Students seeking accommodations or support services at UCF COM are required to register with Student Academic Support Services (SASS). Please be sure to review the full process of registering for accommodations below.
- Once an offer of acceptance is made, students should register for accommodations with the Office of Student Academic Support Services (SASS) by or before orientation in August. To do so, students should complete an accommodation request form and gather appropriate documentation regarding their stated disability. Documentation regarding a student’s disability should be from a qualified professional who is licensed and/or otherwise properly credentialed to diagnose or identify your disability/health condition. Additionally, documentation must be current (no older than three years) in order to be considered for accommodation requests.
Documentation should include:
- A date (no older than three years) and signature by qualified professional.
- A diagnosis of your disability/health condition.
- Description of the current impact/limitations of the disability/health condition with specific focus on what you would need as a student in the education environment.
- If the disability/health condition is permanent or temporary? If temporary, information on the needed duration of accommodations and timeline for an up-to-date evaluation of the disability/health condition.
2. Students should schedule an intake appointment with the Office of Student Academic Support Services in order to review the student’s documentation and to discuss the student’s disability and reasonable accommodations to provide the student with the best opportunity for success. It is also important for the student to include a history of any previous testing and accommodations as well as any documentation of disability testing.
- A committee comprised of four disability services personnel will review your request for accommodations. Three members of the committee is a quorum for reviews. During your intake meeting, the following information will be taken into consideration to determine your eligibility for services, and if appropriate, recommended specific accommodations:
- Disability documentation (no older than three years)
- The requirements of your academic program
Eligible students will be provided information and appropriate procedures on accessing and utilizing approved accommodations. Students should note that reviewing and making a determination regarding accommodations can take time and should plan accordingly.
Following this, it is the student’s responsibility to contact the SASS Office in writing by the following deadlines to formally request implementation of these accommodations.
- UCF COM written exams
- No less than 14 business days before each exam.
- National Board of Medical Examiners (NBME) exams
- No less than 6 weeks before each exam.
- Objective Structured Clinical Examination (OSCE)
- No less than 6 weeks before each exam.
- Regarding United States Medical Licensing Examinations, Step 1 & Step 2:
To apply: Students applying for accommodations should understand that requests for accommodations on the USMLE Step exams are made directly to The National Board of Medical Examiners (NBME) and do not go through the SASS Office, although we do assist students with the process. The NBME sets their own requirements for requesting accommodations, including specifications for disability documentation, personal statements, and other required information for your application. The request process is outlined on the NBME’s website: http://www.usmle.org/test-accommodations/
Students should review this information and are encouraged to meet with the SASS Office for further guidance and assistance. Additionally, the SASS Office will send out a detailed packet of information regarding the USMLE accommodation request process to all students who plan to apply for accommodations with the NBME.
Please note, accommodations granted by the UCF College of Medicine do not guarantee that the same accommodations will be considered by the United States Medical Licensing Examiners (USMLE) testing organization or National Board of Medical Examiners (NBME).
Timeline: Students requesting accommodations for Step 1 should begin the USMLE application process during the summer following M1 year (6 months prior to their exam). The process is time consuming, and it can take in excess of 160 days to receive a decision on your request.
When applying for Step 2, M3 students should also begin the application process 6 months prior to their exam. It can take in excess of 160 days to receive a decision on your request.
UCF’s computing and telecommunications resources provide a wide range of capabilities for students to communicate, store, and process information that is essential to the academic, research, and administrative functions of the university. It is the policy of UCF that all students use these resources ethically, responsibly, and in compliance with all applicable federal and state laws, university policies, and as prescribed by the Use of Information Technologies and Resources policy.
Any violation of this policy and procedures may result in immediate loss of network and computer access privileges, seizure of equipment, or removal of inappropriate information posted on university-owned computers or university-supported Internet sites. In addition to these corrective actions, failure to comply with this policy and procedures may result in disciplinary action up to and including termination.
Computer accounts are provided to students as a privilege associated with membership in the university community and with varying access rights according to institutional role and job duties.
UCF students are generally free to use UCF computing, telecommunications, and electronic information resources as necessary to carry out their assigned responsibilities, subject to the authorized use of those resources as described in this policy and other UCF policies.
1. Computer Use
The staff of Information Technology will assist students at the Health Sciences Campus with establishing e-mail accounts (via Knights e-mail), setting up their laptops to work with the telecommunications networks, providing information technology training and user help and other needs. This office is responsible for telecommunications, servers and their maintenance, networking and support, hardware and software, lab support, maintenance and personnel to provide computer security and to run the student computing facilities. The two educational and research buildings at Lake Nona are equipped for wireless access to the internet, and computers are available to run commercial software to provide materials for each module/clerkship in the educational program.
Laptops with password protection are also provided for e-mail and other educational activities.
If a student’s laptop is damaged, lost, or stolen, they are required to immediately inform the Office of Information Technology as well as file a police report on stolen property.
The university reserves the right to disconnect or remove university or privately-owned equipment, or restrict use thereof at any time as required to maintain the functionality, security, or integrity, of university computing and telecommunications resources. This policy is not intended to abridge academic freedom or the constitutional guarantees of freedom of speech or freedom of expression.
2. Misuse of Computing and Telecommunications Resources
The following defined and described actions include, but are not limited to, conduct for which disciplinary action may be taken at UCF. Individual students are expected to abide by these rules of conduct, and administrators are expected to enforce them. These rules of conduct should be read broadly and are not designed to define prohibited conduct in exhaustive terms. Additional rules and regulations may be revised during the year; announcements will be made on adoption of the changes or additions. For more information, refer to the Office of Student Conduct Rules of Conduct.
Misuse of Computing and Telecommunications Resources such as those listed below will not be tolerated.
- Theft or other abuse of computer facilities and resources.
- Unauthorized entry into a file, to use, read, or change the contents, or for any other purpose.
- Unauthorized transfer of a file.
- Use of another individual’s identification and/or password.
- Use of computing facilities and telecommunications resources to interfere with the work of another student, faculty member or university official.
- Use of computing facilities and telecommunications resources to send obscene or abusive messages.
- Use of computing facilities and telecommunications resources to interfere with normal operation of the university computing system.
- Use of computing facilities and telecommunications resources in violation of copyright laws.
- Any violation of UCF Use of Information Technology and Resources Policy.
- Any violation of the UCF ResNet Acceptable Use Policy.
UCF students are assigned two unique identifiers – NID and UCFID.
The NID (Network ID) is a UCF-issued credential that allows access to UCF resources as well as entering myUCF and to gain access to individual records. The university assigns the NID at admission. To obtain your NID for the first time, or to reset your NID password, visit the NID password reset page at http://mynid.ucf.edu.
The UCFID is the primary identification number within UCF systems. It is NOT used to log on to the portal or any other system at UCF, it is used only to identify students within the system (for example, to check out a library book).
The University of Central Florida College of Medicine does not calculate a grade point average or designate a formal class rank. Instead, a qualitative ranking system is used to compare an individual student’s performance to his/her class.
Please click here for complete policy – OSA Policy – Determining Class Rank
The purpose of the College of Medicine M.D. Program Student Council is to provide effective student leadership for the classes and organizations of the College of Medicine M.D. Program, serve as a liaison between students and administration, promote effective and well-rounded medical education, and represent the College of Medicine M.D. Program. There are no fees or dues associated with membership. Membership is granted by elected office. Information on elections will be provided by the Office of Student Affairs. M1 students cannot run for council positions until after the first formative exam of the first module. Subsequently, students cannot run for council positions if they have an F grade in the year in which they are running.
The University of Central Florida College of Medicine understands the importance of student organizations as an integral part of the medical education experience. Any group of students having a mission which does not violate federal, state and local laws, and UCF or UCF College of Medicine policies, may apply for approval as a recognized student organization.
Please click here for the complete policy – OSA Policy – M.D. Program Student Council and Student Organizations
The safety of students is a primary concern of the College of Medicine. All of the student space, teaching facilities, and much of the administrative space is secured by card-access entry. The exterior of the campus is well lit with an emergency blue light telephone system providing a hands-free speakerphone link to the local first responder. The campus is patrolled 24-hours a day by the UCF Police Department. The educational process involves long hours, many spent alone studying or working in the laboratory, and students must take extra precautions on and off campus. UCF police suggest the following preventive measures: avoid isolated sites, have access to other people or a phone, call the police department when working or studying on campus after hours so the area can be patrolled, secure doors behind you, and don’t walk to the parking lot alone at night. For an escort to your car call the UCF PD at 407-823-5555 (and inform them that you are on the Health Sciences Campus at Lake Nona).
Please click here for the complete policy – OSA Policy – Student Safety and Security
Student Facilities and Resources include things such as bicycles, lactation rooms, non-research animals on campus, photocopy machines, places to study, prayer space, and the student lounge.
For information on each of these items listed please click here for the complete policy document – OSA Policy – Student Facilities Information and Resources
Student lockers and mailboxes are assigned by UCF COM facilities. The Office of Student Affairs assigns all keys for both lockers and mailboxes. For inquiries on these please contact Student Affairs.
Please click here for the complete policy – OSA Policy – Student Lockers, Mailboxes and Keys
For information on locker locations at UCF COM clinical partners, please click here – Locker Locations – Clinical Sites
During orientation all medical students are issued a UCF Student ID card, which is separate and distinct from the College of Medicine ID badge. Students must have their UCF Student ID card to take advantage of many university services and facilities. There is a $10 annual fee for the UCF Student ID card.
Please click here for the complete policy – OSA Policy – UCF Student Activities and ID Card
This policy applies to all UCF employees and in limited circumstances, students. This description summarizes the portions of this policy that apply directly to students. For the complete policy, please see UCF Policy – Political and Campaign Activities
Student organizations or activity groups associated with various academic programs cannot participate in campaign activities, even if this participation is in-kind or reimbursed for actual expenses. In other words, you cannot use a UCF organization to further political activities, even if volunteering. For example, it is not appropriate for a UCF music group to display the UCF logo while preforming at a campaign rally.
UCF will not sponsor a rally or fundraiser. Registered or recognized student organizations may invite candidates or sponsor activities, such as campus tours, briefings or other related activities, provided they follow the prescribed procedures for use of university space. This includes the Student Union building, activity rooms, free assembly areas or public university property. Prior to such events it is strongly encouraged that UCF MD student organizations contact the UCF College of Medicine Office of Student Affairs for guidance. The assistance of the Division of University Relations may also be sought. The university will under no circumstances be responsible for generating press coverage or solicitation for attendance at such events.
Current state laws and regulations prohibit state employees from using state resources to participate in political campaigns or activities including lobbying and political solicitation of any kind. As individuals, UCF employees are encouraged to support candidates or issues of their choice and participate in the democratic process as a privilege of citizenship, but they must not in any way associate these activities as formal representation or endorsement by the university.
College of Medicine students, at all levels of education and training, are expected to maintain a proper professional image in their behavior and personal appearance at all times. During the pre-clinical years medical students are expected to wear clean, appropriate apparel (shirts, pants, shorts, dresses, skirts, etc.), shoes, and the UCF ID badge to all academic functions and on the premises of the College of Medicine. During the clinical training years, and any time students are in the Clinical Skills and Simulation Center (CSSC), have contact with patients, or are in patient care areas, the following dress code is in effect.
Please click here for the complete policy and dress code – OSA Policy – Dress Code and CSSC Dress Code
Standards of conduct and disciplinary sanctions will be imposed for the unlawful possession, misuse or distribution of illicit drugs and alcohol by UCF students and employees on UCF property or as part of any of its activities. The unlawful manufacture, distribution, dispensation, possession or misuse of a controlled substance, prescription medication or the unlawful possession and use of alcohol is harmful and prohibited in and on UCF owned and controlled property or as part of any of its activities. Any UCF employee or student determined to have violated this policy shall be subject to disciplinary action for misconduct, action which may include termination/expulsion and referral for prosecution. No employee/student is to report to work/class or attend any university activity while under the influence of illegal drugs or alcohol. Violation of these policies by an employee/student will be reason for evaluation/treatment for a drug/alcohol disorder and/or for disciplinary action up to and including termination/expulsion and/or referral for prosecution consistent with local, state and federal law.
Upon enrollment to UCF College of Medicine, all students are required to complete a criminal background check (CBC) and urine drug screen (UDS). Results of the CBC will be released to the Office of Student Affairs for review and will be kept on file in the Office of Student Affairs. UDS results, if positive, will be released to the Office of Student Affairs for further determination of appropriate action. Any results or information from the CBC and/or UDS that lead to questions of ability to safely participate in the required educational program will be handled on a case-by-case basis.
In addition, students may be required to submit random urine drug screens at the request of the associate or assistant dean for students or the Student Evaluation and Promotion Committee. Students who present with a substance use problem will be provided with referral information to the Professionals Resource Network (PRN) (www.flprn.org).
No student may accept outside employment of any kind without prior approval of the associate dean for students. This rule is in place so that outside activities do not interfere with academic performance.
Students enrolled in the College of Medicine are not permitted to enroll in courses or degree programs in any other school/college of the university or in any other institution of learning without the consent of the dean of the College of Medicine. Requests to enroll in dual degree programs are handled on an individual basis and may be permitted with approval of the committee overseeing each program involved. Maintenance in that program related to academic performance may be reviewed as appropriate by the Student Evaluation and Promotion Committee. Specific requirements for joint degree programs may be found in the M.D. College of Medicine Student Catalog.
Graduating students will be contacted in the Spring of their graduation year and informed of any holds on their account. Students will also be expected to return any and all identification badges from affiliated teaching partners. They will also be expected to return any College of Medicine property (i.e. mailbox keys, clerkship property). Students will be expected to clear all holds and return all items before their diploma and transcript will be released.
The M.D. Program at the College of Medicine does not permit auditing of modules/clerkships. The educational program is only available to students enrolled in the M.D. Program.
UCF has a comprehensive policy that specifies procedures to be followed in dealing with the media. Detailed information concerning UCF Policy 6-002 can be obtained here – UCF Policy – News Releases and Media Relations
If a medical student is contacted by a member of the media, they should contact Wendy Spirduso Sarrubi, Assistant Vice President of Marketing, Health Affairs, at 407-266-1418.
To communicate in a more expedient manner, UCF uses e-mail as the official means of notifying students of important university business and information concerning registration, deadlines, financial assistance, scholarships, tuition and fees, and many other critical items for satisfactory completion of the program. The university sends all business-related and academic messages to a student’s Knights e-mail address to ensure that there is one repository for that information.
Every student must register for, and maintain, a Knights e-mail account at http://www.knightsemail.ucf.edu and check it regularly to avoid missing important and critical information from the university. It is critical that students maintain and regularly check their Knights e-mail account for official announcements and notifications. Communications sent to the Knights e-mail address on record will be deemed adequate notice for all university communications. The university does not accept responsibility if official communication is rejected or fails to reach a student who has not registered for, or maintained and checked on a regular basis, their Knights e-mail account. It is not advisable to forward the Knights e-mail account automatically to another email account, as this may lead to delays in receiving or delivery failure of messages.
Additionally, each student must have an up-to-date emergency e-mail address and cell phone number by which to be reached in case of a crisis on campus. This contact information will be used only for emergency purposes.
Students must also ensure that permanent and mailing (local) addresses and telephone numbers are current with the university at all times. Students can update their contact information online at https://my.ucf.edu. Official Student Evaluation and Promotion Committee (SEPC) communications will be sent to the student’s mailing address on file.
Changes made to schedules or teaching locations that will take effect within three days of the change must be announced by an informational email sent to all affected students. Any changes made more than three days in advance may be posted in the appropriate sections of Webcourses without further notification. Changes to learning materials deemed significant by faculty will be communicated in the same way.
The purpose of this policy is to monitor the volume and appropriateness of survey requests made to M.D. students. In all cases it is expected that efforts are made to assure high quality so that results have utility. The two general categories of survey that occur in addition to standard evaluation of instruction surveys are 1) research surveys that are part of an Institutional Review Board (IRB)-approved project, 2) informal surveys, the results of which will not be used for publication outside the College of Medicine.
- Research Surveys:
- May be initiated by students or faculty of the college (outside entities must first seek written approval from the associate dean for students).
- Before developing a unique survey, investigators should confirm that the information sought does not already exist in standard curriculum surveys and that no validated instrument exists in the literature.
- Online survey instruments are preferred and may be deployed via the Office of Assessment. Faculty should contact Dr. Basma Selim (Selim@ucf.edu); FIRE module students should contact the module faculty for advice in survey development and the module coordinator for survey deployment.
- Use of in-class or other paper-based research surveys must be justified and may be used only with the permission of the relevant module/clerkship director and the assistant dean for Medical Education.
- In all cases, evidence of IRB approval/exemption is needed before surveys may be deployed.
- Informal Surveys:
- Are defined as those that are not part of a research project or the standard College of Medicine curriculum evaluation process. Permission is not required to deploy informal surveys but the guidelines below apply.
- For surveys canvassing opinions about parts of the curriculum, the relevant committee chair should first be informed as a courtesy. For assistance deploying informal curriculum surveys contact Berry@ucf.edu. It is expected that the requested information does not duplicate that already available in the formal college evaluation surveys.
- For all other surveys, the Office of Student Affairs should be notified by contacting Soraya Smith (Smith@ucf.edu).
A repeating student shall be defined as a student who is repeating an academic year, resulting in five years or more of a student career at UCF College of Medicine (UCF COM).
a. Students with Initial Matriculation in Classes of 2015, 2016 and 2017
1) Laptop: Should a current student matriculating in the above classes repeat an academic year, no upgrades to laptops are needed or will be supplied. In the instance a laptop is not properly functioning, a student may bring it to the Instructional Technology (IT) Department to be assessed.
2) iPad: Should a current student matriculating in the above classes repeat an academic year, no upgrades to iPads are needed or will be supplied. In the instance an iPad is not properly functioning, a student may borrow an iPad from the UCF College of Medicine Health Sciences Library until the student can arrange for repairs or replace his/ her own iPad.
b. C/O 2018 and Future Students
- Laptop: Should a student repeat their first year at UCF College of Medicine, a student will return their laptop from the prior year and it will be replaced with technology to match the class being joined. Should a student repeat any academic year other than the first year, no upgrades will be given. (Only eligible if original acceptance was for C/O 2018 or later)
- iPad: Should a student repeat their first year at UCF College of Medicine, they will return their first given iPad, charging cable, and wall adapter (with iCloud account removed) in exchange for a new device upon rejoining their new class. (Only eligible to C/O 2018 or later)
A returning student shall be defined as a student who is returning to an academic year after a leave of absence, still resulting in a total of four years attendance in the UCF College of Medicine M.D. Program.
a. Students with Initial Matriculation in Classes of 2015, 2016 and 2017
- Laptop: Upon returning from a leave of absence, a current student matriculating in the above classes shall receive back the same laptop, from the IT Department, that was surrendered at the time of their departure. (See Leave of Absence policy)
- iPad: Upon returning from a leave of absence, a current student matriculating in the above classes shall receive back the same iPad, from the UCF College of Medicine Health Sciences Library, that was surrendered at the time of their departure. (See Leave of Absence policy)
b. C/O 2018 and Future Students
- Laptop: Upon returning from a leave of absence, a student shall receive back the same laptop, from the IT Department, that they surrendered at the time of departure. (See Leave of Absence policy) (Only eligible to C/O 2018 or later)
- iPad: Upon taking their leave of absence, a student shall surrender their iPad, charging cable, and wall adapter (with iCloud account removed). Upon return to the UCF College of Medicine the student will receive an upgraded device congruent with the class they are joining. (See Leave of Absence policy) (Only eligible to C/O 2018 or later)
Students may appeal to the Office of Student Affairs for an exception to these policies if they believe there are extenuating circumstances to be considered. The curricular deans, IT, Ed Tech, the Office of Assessment, and the UCF College of Medicine Health Sciences Library may be consulted in the case of an appeal to consider the technology needs for success in the curriculum.
Any student who is arrested or charged with committing a criminal offense while enrolled in the M.D. Program must notify the associate or assistant dean for students within 72 hours of the event. The circumstances will be evaluated and it may be determined that the student can no longer be enrolled as a result of the incident. Decisions will be made on a case-by-case basis. Additionally, incidents may be reviewed by the Student Professional Conduct Council (Honor Council) and the UCF Office of Student Rights and Responsibilities.
Additionally, any student who is admitted to a hospital or other inpatient health care facility, either voluntarily or involuntarily (including for example, via the Baker Act), must notify the associate or assistant dean for students as soon as possible and within 48 hours of the admission.
It is the student’s responsibility to keep informed of all rules, regulations and procedures required for medical studies. Medical program regulations will not be waived or exceptions granted because students plead ignorance of the regulations or claim failure of the advisor or administration to keep them informed.
Review and approval is required for all research involving human participants conducted by the University of Central Florida. Approval must be obtained prior to including human participants in an investigation. The Institutional Review Board (IRB) consists of a committee established to advocate for the protection of the rights and welfare of human participants involved in research.
IRB Policy defines in detail the operations of the Institutional Review Board, its scope of authority, and the requirements for human subjects research conducted by or in collaboration with UCF. More information can be obtained at http://www.research.ucf.edu/Compliance/IRB/About/index.html.
The Student Professional Conduct Council, as representatives of the University of Central Florida (UCF) College of Medicine (COM) M.D. program and the medical profession, students are entrusted to exemplify the core values of Integrity, Professionalism, Judgment, and Respect. The Student Professional Conduct Council (SPCC) strives to educate the students in their professional responsibilities, to investigate any reported violations of the Code, to recommend appropriate penalties, and to interface with the College of Medicine Student Evaluation and Promotion Committee (SEPC) when breaches of professional conduct are suspected.
All COM M.D. program students are expected to uphold and abide by the COM Honor Code as well as the UCF Rules of Conduct in the UCF Golden Rule. For information regarding the UCF Golden Rule please click here. The COM M.D. Program Honor Code will have authority over student progress in the M.D. program. Moreover, any adverse action related to the Honor Code that affects a student’s progress in medical school (e.g., leave of absence, expulsion) shall be reported to the UCF Office of Student Rights & Responsibilities.
Please click here for the Honor Code form and complete policy – OSA Policy – UCF Honor Code
All financial aid for M.D. students is processed through the College of Medicine Student Financial Services Office located in Suite 115 of the Health Sciences Campus at Lake Nona. The UCFCOM Student Financial Services staff is available to provide one-on-one assistance with financial aid application and processing, personal budgeting, debt management, credit advisement, and other financial concerns.
1. FINANCIAL APPLICATION PROCESS
Students who wish to be considered for any need-based assistance or a federal loan must complete the Free Application for Federal Student Aid (FAFSA). The FAFSA is made available each year on October 1st for the upcoming aid year. The school code for UCF to be used on the FAFSA is 003954. Additional documentation may be required by UCF. If a student and/or a student’s family experience a change in financial circumstances, the student is encouraged to discuss this situation with Student Financial Services to determine if a Professional Judgment may be warranted.
2. ESTIMATED COST OF ATTENDANCE
Students may not receive financial aid exceeding the Cost of Attendance (COA), which is established by UCFCOM Student Financial Services in accordance with federal requirements. The COA is updated each year to reflect estimates of current costs.
3. FINANCIAL AID AWARD PROGRAMS
The following is a brief description of the financial aid programs that will be administered by Student Financial Services. Students who have questions regarding their loans or any other type of financial assistance should contact the staff.
Federal Title IV Programs
Federal Unsubsidized Stafford Loan*
This loan is not need-based and interest accumulates on it while in school. The student has the option of making interest payments on the loan while in school to avoid interest accumulation. Stafford loan borrowers who graduate or drop below half-time enrollment are granted one six-month grace period before repayment occurs. The current interest rate is 6.0%. The FAFSA is required before the Stafford loan can be awarded and processed.
M.D. students may borrow up to the lifetime limit of $224,000 total for undergraduate and graduate Stafford loans combined. The annual borrowing limits are determined based on the length of the time in the enrollment period and are listed below. A student’s financial aid package may not exceed the Cost of Attendance (COA) and therefore may not be eligible for the maximum loan amount permitted.
M1 (10 months) – $42,722
M2 (8 months) – $40,500
M3 (12 months) – $47,167
M4 (11 months) – $44,944
All borrowers must complete entrance counseling for UCF College of Medicine as well as a Master Promissory Note (MPN) before the loan can be disbursed.
*Please note that Federal Subsidized Stafford Loans are no longer available for ANY graduate or professional program as of July 1, 2012.
Federal Graduate PLUS Loan
The Grad PLUS Loan is a federal loan that is offered to graduate students who have the need for additional funding beyond their financial aid award. This loan program serves the function of a private loan, and it also has the benefits of a federal loan program, such as deferment, forbearance, consolidation, and death and disability cancellation.
The student must complete an online application and pass a credit check (they are not checking for a good credit score, just making sure there is not adverse credit) each year the loan is requested, and as with other federal loan programs, will need to initially complete a Master Promissory Note (MPN) to receive the loan funds.
The current interest rate for the Grad PLUS loan is 7.0%. The deferment and forbearance benefits are the same as the Federal Unsubsidized Loan. The annual maximum borrowing limit is equal to the Cost of Attendance (COA) minus other aid received. Repayment begins after graduation or dropping below half-time enrollment.
Students must apply for the annual Stafford loan maximum eligibility before applying for a Grad PLUS loan, and eligibility may be limited due to the Cost of Attendance, financial aid received, and other factors.
Institutional Aid Programs
UCF COM Need-Based Grant
This need-based grant is a result of the state mandated financial aid fee charged to each student enrolled at UCF College of Medicine. Students must demonstrate financial need in order to renew the grant in subsequent years for a maximum of 4 years.
UCF COM Scholarships
These scholarships are VERY competitive and are not to be repaid. All students are limited to 4 years of eligibility.
UCF FOUNDATION SCHOLARSHIPS
UCF Foundation Scholarships are funded by donors through the UCF Foundation. The UCF College of Medicine Scholarship Committee takes into consideration special criteria requests from the donor, if any, when selecting students for these scholarships. These scholarships may or may not be renewable for subsequent years. Recipients will be asked to send thank you notes to donors each year that they receive a donor-funded award along with an update to the donor on the recipient’s progress in the program. For renewable scholarships, students must meet satisfactory academic progress (see section 8 below) and are typically limited to up 4 years of eligibility unless the donor specifies otherwise.
Students must inform UCF College of Medicine Student Financial Services of any scholarships expected from outside sources. These awards must be counted as a part of the financial aid package even if they are paid directly to the student. If an organization contacts SFS with scholarship opportunities, SFS will email the information to students who are eligible to apply.
Applications for Veterans Benefits for students enrolled at UCF College of Medicine must be processed through the UCF College of Medicine registrar and UCF Veteran Services Office on the main campus. All paperwork will need to be submitted and approved by the VA and the UCF Veteran Services Office before payments can be made. For more information regarding VA Benefits, please contact Veteran Services at 407-823-2707 or email firstname.lastname@example.org.
4. SHORT-TERM ADVANCES
A Short Term Advance of up to $5,000 (M1/M2) or $7,000 (M3/M4) may be obtained to assist students prior to the disbursement of aid. Applications are typically made available approximately 30 days before the beginning of each payment period. Anticipated financial assistance must be in place to cover the advance. Further information may be obtained from the Office of Student Financial Services.
5. FINANCIAL AID DEFERRALS
Tuition and fees are deferred up to the amount of the anticipated financial aid for the payment period. Students may view their charges for the current payment period on the M.D. Billing Statement, which is accessed from the Student Center on myUCF. If the anticipated aid is greater than the charges that are due, then the charges are considered to be deferred and the student does not need to pay anything out of pocket. If the anticipated aid is less than the charges, then the student must pay the remaining balance after subtracting the anticipated aid by the payment due date.
6. FINANCIAL AID DISBURSEMENTS
Financial aid is credited to the student’s account once enrollment is verified and funds are transferred. Enrollment verification cannot take place until after the first week of classes. Students will not have their aid disbursed until this time.
When financial aid disburses, the funds first apply towards university debts. The remaining balance is refunded to the student in one of two ways: via direct deposit or paper check.
7. DIRECT DEPOSIT
Students are strongly encouraged to sign up for direct deposit on their myUCF student portal. Direct deposit provides efficient delivery of funds and prevents delays due to lost checks.
Please note that efficient budgeting practices need to be implemented by students receiving refunds that cover their living expenses. Whether the refund is from loan proceeds or gift aid funding, it is important that students practice smart spending techniques. For further information, please contact the Office of Student Financial Services at 407-266-1381 or 407-266-1383.
8. SATISFACTORY ACADEMIC PROGRESS
M.D. students at University of Central Florida College of Medicine who receive Title IV aid must meet the following Standards for Satisfactory Academic Progress (SAP). Institutional aid also requires the attainment of these standards with exceptions determined by the associate dean for students.
All M.D. students are enrolled full-time while in attendance at UCF College of Medicine. Students proceed through the four years of study with class levels delineated at M1, M2, M3 and M4. Medical students’ academic, clinical and professional performance is reviewed by the Student Evaluation and Promotion Committee (SEPC) on a regular basis. During the Annual Evaluation, each student will be reviewed to determine the student’s preparedness for advancement to the next level of medical study and to ensure that they have met all academic, clinical and professional requirements. M.D. students do not receive calculated grade point averages. The outcome of each student’s Annual Evaluation is shared by the registrar with the Office of Student Financial Services (SFS). Academic progress for financial aid purposes occurs at the end of every year, coinciding with the SEPC Annual Evaluation. The M.D. Program’s academic term is equal to one academic year.
Students that do not meet SAP standards are notified via email and are invited in for a one-on-one session with the staff of Student Financial Services to review the policy and the student’s status.
The maximum time frame to complete the four year medical school program is six years from the date that the student starts the program. The student must have completed two years successfully by the end of the fourth year of enrollment. If the student is not maintaining the required pace to complete the degree within six years, the student becomes ineligible for financial aid. Any exceptions due to extenuating circumstances must be granted by the associate dean for students.
The SEPC evaluates students at the end of each academic year. In order to meet SAP, students must be deemed by the SEPC to meet satisfactory academic progress toward the program goals and objectives. Students are considered to have met SAP standards if they are promoted to the next class level.
Appeals and Financial Aid Probation
Students who become ineligible to receive aid will be notified in writing of their ineligibility status and have the right to submit an appeal for reinstatement of aid on the basis of injury, illness, death of a relative or other special circumstance. The appeal must include: the reasons why the student failed to make satisfactory academic progress and a statement explaining what has changed in the student’s situation that will allow satisfactory academic progress at the next evaluation. If it is determined that the student will be able to meet standards again after the subsequent payment period, or if an academic plan is developed that when followed will ensure the student will meet the standards by the end of a specific time, then the appeal may be approved so that the student can be placed on financial aid probation and receive Title IV aid.
Academic progress will be reviewed again at the end of the probationary year. Probationary students who meet academic progress standards will be released from probation and are eligible for Title IV aid. Probationary students who fail to meet academic progress standards at the end of the probationary year will not be eligible to receive Title IV aid in the following year.
Re-establishing Eligibility without an Appeal
If a student is placed on SAP cancellation status and no appeal is approved, then he/she will not receive Title IV aid. The student may regain eligibility when the student has successfully been promoted to the next level by the SEPC.
If a student takes a leave of absence or withdraws and then returns to the University of Central Florida College of Medicine, the student’s SAP status will remain the same as when s/he left UCF. If the status is good or probationary, then the student can receive Title IV aid.
9. LEAVES OF ABSENCE (LOA) AND WITHDRAWALS FOR TITLE IV AID RECIPIENTS
Financial aid regulations define a LOA as a short period of time (not more than 180 days) where the student returns to training at the same point in the program where he/she left off before the LOA. Students at the University of Central Florida College of Medicine may be granted a LOA for varying lengths of time.
- In cases where a student takes a short LOA and returns to resume the program where he/she left off before the LOA, the student would not be considered as withdrawn and would not be subject to Return of Title IV Funds.
- A student may be granted a LOA where the student leaves the program during the academic year, and then returns at the start of the next academic year to repeat the medical year that was begun before the leave of absence. For financial aid purposes, this is considered to be a withdrawal, not a LOA, and is subject to Return of Title IV Funds. The official withdrawal date is defined as the date that the student first notified Student Affairs of his/her intent to withdraw from the payment period.
Students may also withdraw from the program altogether, in which case the student is subject to Return of Title IV Funds, and the official withdrawal date is the date the student first notified Student Affairs of his/her intent to withdraw.
When a student is placed on a LOA, is dismissed, or withdraws, the student is required to contact Student Financial Services to review the impact of the enrollment change on his/her financial aid. If the student has borrowed federal loans, the student must complete Exit Counseling and the enrollment change will be reported to the National Student Loan Clearinghouse for purposes of entering a grace period or repayment.
10. RETURN OF TITLE IV FUNDS
Students who withdraw after having received Title IV financial assistance might have to repay a portion of that assistance. If the student’s award package includes any federal funds and the withdrawal occurs in the first 60% of the payment period, federal regulations require that a portion of the student’s federal aid be returned to the aid programs. For purposes of calculating the refund, the Aid Year will be divided into two separate payment periods, which coincide with the billing cycle. The portion of the aid to be returned is determined by a refund calculation that is based on the number of days remaining in the period. The return of aid is credited in the following order:
Federal Unsubsidized Stafford Loan
Federal GradPLUS Loan
11. STUDENT’S RIGHTS AND RESPONSIBILITIES
Federal regulations state that the student has a right to know:
- What financial aid programs are available;
- The deadlines for submitting applications for each of the financial aid programs available;
- How financial aid is distributed;
- How the student’s financial need was determined;
- How much of the determined financial need has been met;
- An explanation of the various programs in the student’s aid package;
- The College’s tuition refund policy in case the student withdraws;
- What portion of the financial aid is loan and must be repaid and what portion is non-repayable grant/scholarship aid;
- For loans awarded, what the interest rate is, the total amount that must be repaid, the repayment procedures, the length of time to repay the loan, and when the repayment is due to begin;
- How the College determines satisfactory academic progress and the consequences if such progress is not met; and
- That all documents submitted to the Office of Student Financial Services are confidential.
Similarly, the student’s responsibilities are to:
- Read the information that the College is required to provide about policies;
- Complete all required documents accurately and submit them before the deadlines to the proper places;
- Provide correct information. In most instances, misrepresentation of information on financial aid application forms is a violation of law and may be considered a criminal offense that could result in indictment under the U.S. Criminal Code. Misrepresentation may also result in disciplinary action by University of Central Florida College of Medicine (UCF COM);
- Supply all additional documentation, verification, corrections, and/or new information requested by the Office of Student Financial Services or the agency to which the application is submitted;
- Read and keep copies of all forms requiring a signature;
- Be aware of the terms of the assistance programs awarded;
- Accept responsibility for all signed agreements including the repayment of loans according to the stated terms;
- Notify the Office of Student Financial Services promptly and in writing of any changes in financial circumstances that occur after submission of the aid application;
- Notify the Office of Student Financial Services promptly and in writing of any change in academic status from that of being a full-time medical student in good academic standing; and
- Be aware of the College’s refund procedures.
If the College has reason to suspect that a financial aid applicant may have deliberately misrepresented information in connection with his/her aid application, the College may initiate disciplinary action. In the case of fraud or other criminal misconduct, referral may be made to the U.S. Department of Education’s Office of Inspector General, or if more appropriate, to a state or local authority. If evidence of misconduct is documented, the College will review the matter to determine whether the student should be sanctioned, disciplined, or dismissed.
Other Important Information
The Department of Education Loan Ombudsman works with student loan borrowers to resolve loan disputes and problems. This office is available to help borrowers manage disputes with schools and lenders concerning Title IV Federal Loan Programs.
U.S. Department of Education
830 First Street, NE, Fourth Floor
Washington, DC 20202-5144
Information about past and present tuition and fees can be obtained from UCF Institutional Knowledge Management at http://tuitionfees.smca.ucf.edu/.
Tuition and fees are established by the State Legislature and the University Board of Trustees and are subject to change without notice. Fees are affected by residency status. Tuition and fees for the UCF M.D. Program are considered to be block charges. The annual block charges are divided in two parts and charged twice each year.
The first payment is due by the second Friday after the beginning of classes (courses/electives/clerkships). The second payment is due by the second Friday following the day classes resume in January. Students who return from an approved leave of absence after the beginning of the payment period will be charged the full-time block tuition and fees for the payment period in which they return.
Students are contacted via Knights email by the UCF College of Medicine Accounting Office when tuition and fees are assessed to inform them of specific due dates and payment options.
Financial aid can be used to defer tuition and fees up the amount of anticipated financial aid. Please see the section on Financial Aid Deferments in the preceding section.
1. STUDENT FINANCIAL RESPONSIBILITY STATEMENT
Registration at the University of Central Florida College of Medicine requires students to acknowledge the following financial responsibility statement: “I accept responsibility for payment of my tuition and fees by the published deadline. I understand that if I do not pay my tuition and fees by the due date I will be charged a $100 Late Payment Fee, my records will be put on hold, my account will be referred to a collection agency, and I may incur other financial consequences.”
2. PAST DUE ACCOUNTS
All financial obligations to the university must be met. Failure to meet obligations can result in the withholding and denial of registration, diploma, transcripts and readmission to the university. The services of a professional collection agency and recourse to the courts may also be invoked if deemed necessary. All costs of collection, including attorney’s fees, are borne by the debtor. Do not assume your registration will be canceled if you fail to pay fees or attend classes. Tuition deferrals, for example, will prevent class cancellation for non-payment.
3. LATE FEES
Late Payment Fees apply to students who do not pay the balance owed beyond the amount of the financial aid deferment (listed as anticipated aid) by the payment deadline. The Late Payment Fee is $100 per registration.
A. FEE APPEALS
Students who desire to appeal a Late Payment Fee may make their appeal to the Fee Appeals Committee by initiating a student petition. Students must submit their petitions to the College of Medicine office of registrar or Office of Student Affairs and may appear before the Committee (not mandatory). Forms faxed to the Office of Student Affairs should be addressed Attn: Fee Appeals 407-266-1389.
Holds due to unpaid tuition and fees or Short Term Advances that prevent registration and the receipt of transcripts will automatically be removed overnight once UCF debts are paid.
4. PAYMENT PROCEDURES
If financial aid will not pay the balance due on a student’s account, then proper payment procedures must be followed. Payment must be received or postmarked no later than the fee payment deadlines specified to be considered on time.
|Pay Online||Credit card and check payments may be made online, through myUCF E-Pay (https://my.ucf.edu). A mandatory, nonrefundable fee will be charged each time a student chooses to pay with a credit card through E-Pay.|
|In-person at the College of Medicine Office of Finance and Accounting, third floor, Suite 312 email@example.com||Make checks payable to UCF and include your UCF PID on the check.|
|Main Campus 24-Hour Depository Location||Main Campus, MH 110 – 407-823-2614
(Checks only. No cash or credit cards.)
5. REFUND OF TUITION AND FEES
A refund of fees will be processed under the conditions noted below. The student must submit a written appeal for a refund to the associate dean for students within six months of the close of the payment period to which the refund or other appeal action is applicable. Any debts owed to UCF will be deducted from the refund, up to the full amount.
Full Refund Eligibility
The following conditions allow a full refund for applicable payment period:
- a student declines admission acceptance prior to the end of the first week of classes
- a student withdraws, is dismissed from the program, or is placed on a Leave of Absence (LOA) prior to the end of the first week of the payment period
Partial Refund (25%)
Twenty-five percent of the tuition and associated fees assessed and paid for the payment period is refundable if the student withdraws from the M.D. Program or is approved for a Leave of Absence after the end of the first week and prior to the end of the fourth week of courses/electives/clerkships of a payment period.
A written appeal with supporting documentation for a refund or other appeal action must be submitted to the associate dean for students within six (6) months of the close of the payment period to which the refund or other appeal action is applicable.
Refunds for withdrawal, dismissal or Leave of Absence due to circumstances determined by the associate dean for students to be exceptional may be granted for up to 100 percent of tuition and fees any time during a payment period. Examples of exceptional circumstances include, but are not limited to, sickness, death, involuntary call to military service or university administrative error. For consideration, the documentation must show that the exceptional circumstances occurred during the payment period for which the refund is being requested.
6. EQUIPMENT FEE
Students pay an equipment fee for the use of laptops and other educational devices (i.e. iPads) during the curriculum.
M.D. students at UCF College of Medicine who receive Title IV aid must meet the following Standards for Satisfactory Academic Progress (SAP). Institutional aid also requires the attainment of these standards with exceptions determined by the associate dean for students.
All M.D. students are enrolled full-time while in attendance at UCF College of Medicine. Students proceed through the four years of study with class levels delineated at M1, M2, M3 and M4. Medical students’ academic, clinical and professional performance is reviewed by the Student Evaluation and Promotion Committee (SEPC) on a regular basis. During the Annual Evaluation, each student will be reviewed to determine the student’s preparedness for advancement to the next level of medical study and to ensure that they have met all academic, clinical and professional requirements. M.D. students do not receive calculated grade point averages. The outcome of each student’s Annual Evaluation is shared by the registrar with the Office of Student Financial Services (SFS). Academic progress for financial aid purposes occurs at the end of every year, coinciding with the SEPC Annual Evaluation. The M.D. program’s academic term is equal to one academic year.
Students that do not meet SAP standards are notified via email and are invited in for a one-on-one session with the staff of Student Financial Services to review the policy and the student’s status.
Please click here for the complete policy – OSA Policy – Satisfactory Academic Progress