INTRODUCTION
Welcome
to The
You are obligated
to be familiar with and abide by the policies and regulations presented in this
handbook. This handbook is not intended to create any contractual rights in
favor of the resident or the university. The State of
VERY
IMPORTANT
All resident
physicians new to The University of Oklahoma College of Medicine -
The statements, terms and provisions contained in the
Resident Handbook are subject to change at any time by the Board of Regents
and/or the administration of The University of Oklahoma, which expressly
reserves the right to make any changes or to establish new policies, rules and regulations
from time to time as it deems necessary and proper. The establishment of new policies, rules and
regulations will be expressly for the purpose of improving the quality of the
resident's experience in his or her training program.
Residents will be paid as indicated in the OUCM-T
residency agreement (contract). Any
salary increase approved by the Tulsa Medical Education Foundation (TMEF)
effective after the date of the contract will be automatically reflected in
paychecks without reissue of the contract.
While the
University expects to receive the full funds necessary to support the budget,
it reserves at all times the right to institute budget reduction actions in
accordance with state law, including changes in salaries and/or fringe
benefits.
DEFINITION
OF TERMS
Residents are M.D. or D.O. (graduate) physicians holding appointments to Emergency Medicine, Family Practice, Family Practice – Rural, Internal Medicine, Obstetrics and Gynecology, Pediatrics, Psychiatry, Surgery, or the combined Family Practice/Psychiatry and Internal Medicine/Pediatrics or the Sports Medicine fellowship graduate medical education programs at OUCM-T.
Program
Directors are full-time faculty members at OUCM-T with the responsibility for
graduate medical education at OUCM-T.
Eligibility
Criteria:
Applicants
for graduate medical education programs sponsored by the University of Oklahoma College of Medicine and its clinical departments
are eligible for appointment if they meet one of the following qualifications:
Graduates of medical schools in the
Graduates
of colleges of osteopathic medicine in the
Graduates
of medical schools outside the
a. Hold a currently valid standard certificate
from the Educational Commission for Foreign Medical Graduates (ECFMG), the
requirements for which include passing Step 1, Step 2-CK and Step 2-CS of the
USMLE in 3 or fewer attempts per step.
b. Are citizens of the
c. Hold a currently valid Social Security
Number as evidenced by an official Social Security Card.
Note: Foreign nationals who are graduates of
medical schools in the
Selection
Criteria
First-year (PGY1) appointments offered
to
Allopathic
(M.D.) applicants for first-year positions must have passed Step 1 and Step
2-CK and Step 2-CS of the United States Medical Licensing Examination (USMLE)
in 3 or fewer attempts per step.
Osteopathic (D.O.) applicants must have passed Level 1 and Level 2 and
Level 2-PE of the COMLEX-USA examination.
Individuals who do not meet these requirements will not be considered
for first-year residency appointments.
Appointments for second-year and above
levels are made in accordance with the policies established by each program in
compliance with the standards of the Accreditation Council for Graduate Medical
Education (ACGME), its Residency Review Committees (RRC), and the requirements
of the respective American specialty certification boards.
The
PGY level of the initial appointment is determined in part by the amount of
previously completed graduate medical education that is acceptable for credit
by the specialty board of the training program to which the resident is
appointed. Whenever there is uncertainty
in this regard, the applicant shall obtain from the specialty board a written
appraisal of previous training and a statement of additional training
requirements that must be met
to qualify the resident for certification by that board.
All
residents with the M.D. degree must have passed Step 3 of the USMLE examination
by the end of their second year (PGY2) of residency training. All residents with the D.O. degree must pass
Level 3 of the COMLEX-USA examination and be licensed by the Oklahoma State
Board of Osteopathic Examiners before proceeding beyond the first year of
residency. Any resident who fails to
pass the requisite examinations as stipulated above will be terminated from
his/her residency program at the end of the applicable resident year.
An
individual considered initially for any clinical training position at the PGY2
or above level must have passed all licensure examination steps and be capable
of being licensed by either the allopathic or osteopathic licensing boards of
the State of Oklahoma or already possess such license.
Residency appointments for graduates
of International Medical Schools (IMGs) may be offered only to those
individuals who meet all requirements of federal and state laws applicable to
such appointments including visa requirements.
They must hold a currently valid standard certificate from the
ECMFG. Foreign physicians admitted to
the
It
is the responsibility of the applicant to complete all ECFMG requirements and
visa requirements before appointment to a residency position and/or before beginning
residency training.
Residents are appointed for a period
of one year (or as specified in the individual contract) but in any event not
beyond June 30th. Renewal of
the appointment is contingent upon satisfactory performance and is not
automatic. Intention by either party not
to renew the appointment should be accompanied by notification in writing
within the time specified by the Residency Program Director
and
as indicated on the residency agreement (contract).
Each resident and fellow offered an
appointment is expected to read, sign, and abide by the residency agreement
(contract).
In general, the level of
resident pay will coincide with the level of appointment. It will be left to the discretion of the
Residency Program Director to recognize prior training within the same
specialty by contracting and arranging for payment at a level above the level
of appointment.
Each resident
or fellow offered an appointment must prove to be eligible for professional
liability insurance coverage by the carrier contracted by the University of Oklahoma College of Medicine. The contract offered to any resident or
fellow who is ultimately denied coverage by the University of Oklahoma College
of Medicine professional liability insurance carrier will be null and void.
Not withstanding the above provisions,
appointments are subject to the provisions of the Administrative Academic
Actions chapter of this Handbook.
ADMINISTRATIVE PROCEDURES
AND RESPONSIBILITIES
New
Resident Procedures
The
following administrative procedures must be initiated and/or completed prior to
assuming any duties as a resident at OUCM-T.
All procedures will be discussed during the mandatory orientation.
Issuance
of contract
Malpractice
insurance application
Medical,
dental and other insurance forms
W-4,
loyalty oath and other employment-related forms
Professional
membership applications
Personal
information form
Issuance
of pager equipment
Name
tag and OUCM-T picture identification card
Parking
decals for OUCM-T campus and hospitals
Application
for special training license
State
licensure application (PGY2 and above)
BNDD/DEA
registration (PGY2 and above)
Graduates of
medical schools in countries other than the
Proof of compliance with the Immigration Reform
and Control Act of 1986. This law provides for an employment
eligibility verification system designed to prevent the employment of
unauthorized aliens. Upon accepting
employment, law requires all new employees to document their
legal
employability and personal identity.
Documentation and completion of the
employment eligibility form, proving employability
and
personal identity must, by law, be furnished and verified before or on the
contractual commencement date of employment.
A
resident who fails to provide the required documentation cannot work.
Completion of all required training in HIPAA,
Coding, and Resident Time-Tracking.
Resident
Physician Responsibilities
Specific
duties and responsibilities of the resident will be outlined by the individual
Program Directors. The resident is
responsible to his or her Program Director for performance in all phases of
training.
Residents
appointed to training programs at OUCM-T are expected to:
Develop
a personal program of self-study and
professional
growth with guidance from the Residency Program Director and Faculty.
Be
aware of and abide by all
Participate
in safe, effective and compassionate patient care under supervision,
commensurate with his or her level of advancement and responsibility.
Participate
fully in the educational activities of his or her residency program and, as
required, assume responsibility for teaching and supervising other residents
and students. Program Directors will
provide residents with guidelines for required participation and attendance for
educational activities such as conferences, rounds, seminars, and ambulatory
rotations.
Fulfill
the requirements of the residency program.
Participate
in institutional programs and activities involving medical staff.
Adhere
to established practices, procedures, and policies of the institutions, and
affiliated hospitals. For example, excessively
delinquent hospital medical records may result in suspension of hospital
privileges of the resident, as well as the resident’s attending
physician, which will result in the
resident’s suspension from the OUCM-T
residency training program in all affiliated hospitals until the records are
completed.
Suspended time will be “dead” time; that is, time without pay and time
not counted toward completion of training that must be made up before a
certification of completion will be issued.
Foster
the principles of medical ethics and participate in peer review.
Participate
in institutional committees and councils; especially those that relate to
patient care review activities.
Apply
cost containment measures appropriately in the provision of patient care.
Agree
not to engage in any outside employment or professional activities, which
interfere with obligations to the training program.
Exhibit
conduct consistent with the dignity of the medical profession at all
times. Social and personal matters
should be conducted at appropriate times and places apart from professional
practice. Residents are representatives
of OUCM-T in their professional relationships with patients and their
relatives, colleagues, hospital personnel and the public.
Address
all physicians and hospital personnel by their last names in the presence of
patients.
Understand
that residents do not have administrative control over nurses or
employees. Hospital and clinic personnel
will do their best to provide good care for patients, and residents should be
courteous and helpful to them. When
nurses or employees apparently fail to discharge their duties and the welfare
of the patient is affected directly, the resident should report the matter
promptly to his or her attending physician.
Medical
Ethical Responsibilities
The medical
profession has long subscribed to a body of ethical statements developed
primarily for the benefit of the patient.
As a member of this profession, a resident must recognize
responsibility
not only to patients, but also to society, to other health professionals, and
to self. The following principles
adopted by the American Medical Association are not laws, but standards of
conduct that define the essentials of honorable behavior for the physician.
A
physician shall be dedicated to providing competent medical service with
compassion and respect for human dignity.
A
physician shall deal honestly with patients and colleagues, and strive to
expose those physicians deficient in character or competence, or who engage in
fraud or deception.
A
physician shall respect the law and also recognize a responsibility to seek
changes in those requirements, which are contrary to the best interests of the
patients.
A
physician shall respect the rights of patients, of colleagues, and of other
health professionals, and shall safeguard patient confidences within the
constraints of the law.
A
physician shall continue to study, apply and advance scientific knowledge, make
relevant information available to patients, colleagues and the public, obtain
consultation, and use the talents of other health professionals when indicated.
A
physician shall, in the provision of appropriate patient care, except in
emergencies, be free to choose whom to serve, with whom to associate, and the
environment in which to provide medical services.
A
physician shall recognize a responsibility to participate in activities
contributing to an improved community.
Patient
Relationships
The
attitude of the resident toward patients should be kind and sympathetic. Patients accepting care should never be
allowed to feel that the professional relationship between them and the
resident is altered by their economic status.
Residents
are legally and morally bound to keep medical information regarding patients strictly
confidential. Patients and their medical
conditions should not be discussed in public either inside or outside of the
hospitals. Inquiries regarding the
medical condition of patients by news media should be referred to the patient
information desk, Nursing Service Office or to the Hospital Administrator.
Medical
Records
Properly
maintained and completed medical records are of the utmost importance in caring
for patients and also serve as a basis for some clinical investigative
work. Therefore, great emphasis is
placed on the preparation, maintenance, and preservation of medical records in
the hospitals and clinics.
Specific
rules concerning medical records vary with the different hospitals and
clinics. General rules apply to all
hospitals and clinics and they are as follows:
Preservation
of Medical Records
1.
No medical record may be
removed from the files without a proper sign-out of the record to show where it
has been taken and who is responsible for it.
2.
If a medical record, subsequent
to its removal from the files, is transferred from one person to another, it is
the responsibility of the person to whom the record is charged to notify the
appropriate Medical Records Department.
3.
Medical records must not be
taken from the hospitals or clinics.
4.
Medical records of patients
previously treated are available to residents for approved education or
research purposes.
Preparation
and Maintenance of Medical Records
1.
A complete history and physical
examination shall be written or dictated within 24 hours after admission of
each patient, or within the guidelines determined by each hospital’s medical
staff executive committee and by the office of Clinical Affairs.
2.
Adequate, up-to-date progress
notes should accurately reflect the patient’s hospital/clinic course.
3.
Residents must date and sign
each entry made in the clinical record.
4.
When it is known that a patient
is to be discharged, all residents responsible for the preparation of items in
the record must attempt to complete those items before the patient leaves the
hospital.
5.
The service discharging the
patient is responsible for the summary of the patient’s entire hospitalization
in dictated form.
6.
Residents on duty in an
emergency department should complete the medical record immediately after a patient
is treated. Emergency department records
are needed by many. The record must not
be taken elsewhere; if copies are needed, photocopies will be prepared.
7.
At regular intervals, the
Medical Records Committees of the hospitals and clinics will review medical
record delinquencies, including those of residents. Serious deficiencies will be reported to the
appropriate Program Director for administrative action. (see Academic Administrative Actions)
Confidentiality
of Medical Records
Residents
are cautioned that medical records are confidential. The use and disclosure of the health
information contained in a medical record are restricted by the regulations
(Privacy Regulations) promulgated pursuant to the Health Insurance Portability
and Accountability Act (HIPAA) of 1996.
Residents
must comply with the University’s Privacy Policies and Procedures (Privacy
Policies) implementing the Privacy Regulations.
Failure to comply with the Privacy Policies will result in corrective
action, including the possibility of termination.
Residents
must make reasonable efforts to safeguard medical information. For example, residents should not discuss
particular patients in public and should not leave medical records in places
where unauthorized persons could access them.
Residents
must use extreme caution when storing health information on portable devices.
Residents
must comply with any policies developed by the University related to security
of health information.
Dress
Code
Professional
appearance and demeanor are a demonstration of self-respect, respect for the
patient and the profession. This
appearance and demeanor should be maintained at all times by faculty, residents
and medical students. Individual
departments should inform residents of standards unique to that
department. Individual institutions may
have additional dress code requirements of which all residents should be aware.
Hair
should be kept well groomed and neat.
Men may wear mustaches and beards that are neatly trimmed.
A
clean clinical jacket, suit, or sport coat, with nametag is to be worn at all
times, while on duty.
Clothing
should be clean and in good repair. Blue
jeans, shorts, t-shirts, hats, and exercise clothing are unac-ceptable.
Shoes
should be clean and neat.
Nametags
Resident
physicians are required to wear The
In
the event a resident’s nametag is lost, the Resident and Student Affairs Office
should be contacted to arrange for a replacement.
Identification
Cards
1.
The
2.
Residents completing and/or
leaving OUCM-T are required to return the ID card to their residency program.
Parking
Decals
1.
Hospitals will issue parking
permits as appropriate.
Resident
Mailing Address
Residents,
as a group, receive the largest volume of mail on this campus. Complete and accurate mailing addresses
ensure that the mailroom is able to sort and deliver mail on a timely
basis. Please provide the complete
mailing address to all of your correspondents as shown below.
Your Full Name
Department of _______________
Health
Screening
1.
Tuberculosis: A Mantoux 5 TU intradermal PPD will be
administered at orientation, unless the individual is known to be tuberculin
positive. Residents having documentation
of a previous negative PPD within the last six months will also be exempt. Residents with no prior documentation of a
negative PPD, or one more than six months old, will have 2 successive PPD’s,
administered at least one week apart, to evaluate booster phenomenon and TB
exposure status. Residents without
proper tuberculin testing will not be able to start the program. In the case of a known tuberculin positive
individual, a symptom questionnaire will be administered yearly and the
resident must provide a (one time) negative chest X-ray report since being skin
test positive. Chest X-rays may be
obtained free of charge from Tulsa City-County Health Department, phone
918-582-9355, or you may receive a CXR from the Radiology department at the
Sheridan Clinic for $35.00.
2.
Measles: Documented IgG titer results, OR proof of 2
measles vaccines after 12 months of age.
We provide MMR vaccine for the purposes of satisfying this requirement.
3.
Mumps: Documented immunization with one mumps
vaccine after the age of 12 months of age or a positive IgG titer. We provide MMR vaccine for the purposes of
satisfying this requirement.
4.
Rubella: Documented IgG titer results or vaccination
after the age of 12 months. We provide
MMR for the purposes of satisfying this requirement.
5.
Hepatitis B: The vaccine will be offered to incoming
residents at no charge. All residents
will be required to sign a specific acceptance or declination of Hepatitis
immunization. If you have already
received the series of 3 injections, we will need the dates. If you have only completed a partial series,
we will complete any injections you have not received. You do not need to restart the series. Antibody titer level to assess protective
immunity from Hepatitis B immunization will be obtained for
persons
completing the series in the past 6 months, or following an occupational
exposure, at no charge.
6.
Varicella: Varicella (chickenpox) immunity status is
satisfied by either a history of chickenpox, documented vaccine dates, or
having a titer drawn ($50.00 at OUCM-T lab).
7.
Tetanus: All residents who have completed tetanus
immunizations should receive a Td booster every ten years. In the event previous immunizations were not
given, the individuals should receive their primary series of Td immunizations.
8.
Influenza: Immunization is recommended annually for
individuals involved in providing care to high-risk patient groups. Check with your assigned clinic or Employee
Health/Health Awareness in the fall for vaccine availability.
The resident
may receive immunizations at the time of orientation, through the clinic served
by the academic department, or at Employee Health/Health Awareness. Psychiatry residents may receive
immunizations through Employee Health/Health Awareness. There is no charge to the individual for
required immunizations. Titers must be
purchased at University cost. PPDs,
Titers, Chest X-Rays, or physical exams require copies of written reports.
Interdepartmental
Transfers
1.
It is the general policy of
OUCM-T that resident contracts be honored for the
program and time period under the terms in which they were written and signed,
and no change in contracts be allowed.
However, in unusual cases where extenuating circumstances present
themselves, the resident may petition for a change in his or her contractual
agreement.
2.
The request form (obtained from
the Resident and Student Affairs Office) must be signed by all Department
Program
Directors involved, the
Senior Associate Dean for Administration & Finance, the Associate Dean for
Academic
Services,
and the Dean before the transfer can be considered formally approved.
Visiting
Resident Policy
It is
recognized that a residency program may benefit when the opportunity for a
learning experience is afforded to an individual from another institution. Therefore, residents from other programs
approved by the Accreditation Council for Graduate Medical Education (ACGME) or
American Osteopathic Association (AOA) may participate in visiting rotations at
OUCM-T in accordance with policies and procedures available in the Resident and
Student Affairs Office.
Terminating
Resident Procedures
1.
Residents completing and/or
leaving OUCM-T are required to return their OUCM-T ID cards, submit a completed
Clearance Form and leave a forwarding address with their Program Director and
the Resident and Student Affairs Office.
2.
Professional liability and
group insurance benefits end at the training completion, or other termination
date. Health and dental insurance may be
continued for 18 months with the cost borne by the resident.
3.
A certificate of training will
be issued at completion of training and is contingent upon successful
completion of the minimum requirements for the training program and completion
of the resident Clearance Form. Certificates
of training for given periods of time are not equivalent to certification of
eligibility to take the “certifying examination” of the various specialty
boards.
Resident
Travel Procedures
1.
When a resident wants to attend
a professional meeting that would absent him or her from resident duties, he or
she must have an approved leave request from the Program Director and the
request must conform to the educational leave policy (see page 48). The meeting can be
no
more than one week in duration and must be within the
2.
The resident is encouraged to
allow the department support staff to handle travel arrangements in order to
maximize reimbursement potential.
Commercial air travel must be booked by the resident’s academic
department through an approved travel agency.
There is no reimbursement for air travel unless a State-approved travel
agency is used.
3.
Upon return, the resident must,
within 10 days, submit to the department support staff receipts for all claims,
hotel bills, and registration fees. The
departmental staff will file the necessary travel reimbursement forms with the
Travel Office in
Off-Campus
Elective Procedures
The
request to take an off-campus elective, whether in the United States or an
international elective, must be submitted in writing to the resident’s Program
Director and must include a protocol of the requested course, the length of
time requested, suggested months, reasons for the request and any other
pertinent information. Electives taken
off-campus may not be more than two (2) months in duration.
All
existing insurance benefits (i.e. medical, dental, life, accidental death,
etc.) will be provided the resident while off-campus, as outlined in the
insurance companies plan descriptions.
For details please refer to each plan certificate.
Off-Campus
Electives:
Requests
for continuation of malpractice insurance coverage during off-campus electives
must be submitted in writing to the Office of Clinical Affairs, c/o Sharon
Allen, who will forward the request to the proper administrators who will, in
turn, deliberate and return an approval or disapproval. Requests should include the resident’s name,
department and postgraduate level, time period and location involved and a
statement to the effect that this is a part of the curriculum.
Any
expenditure for housing and travel will be the responsibility of the resident.
The
resident’s Program Director will make sure the appropriate documentation of the
elective is obtained, including an evaluation of the resident’s performance.
Exceptions
to this policy must have the approval of the resident’s Program Director and
the Department Chair.
RESIDENT
MOONLIGHTING
The
following is a general policy regarding two ways residents, employed by OUCM-T,
may work extra time for extra money as physicians; an activity generically
termed “moonlighting.” Each academic
department has a specific policy on moonlighting by which residents must abide.
Background
1.
Residents in training commonly
wish to work in their free time to supplement their incomes or to extend their
education to include experiences not otherwise found in their formal training
programs. This practice of outside
professional employment may be beneficial to the individual if prudently
employed. If abused, patient care may
suffer, the training program for the individual may be seriously impaired, the
burdens imposed upon peers may be excessive and the University’s reputation as
a center for educational excellence may suffer.
2.
OUCM-T has the right and
responsibility to protect its reputation and a duty to ensure the quality of
education received by its residents.
Through its agreement with affiliated teaching institutions, OUCM-T has
the responsibility to ensure the quality of service provided by its residents,
and patients have the right to the best care and the undiluted attention of
their physicians.
3.
Residents have a right to free
time and may employ this time as they see fit.
Resolution 53 adopted by the AMA House of Delegates, 1974 states:
“As
a basic human right, residents may spend this time in any way they see fit
insofar as primary institutional responsibilities and educational responsibilities
are not compromised and any disciplinary action related to extramural work must
accord due process.”
4.
No resident shall be required
to engage in moonlighting.
Types
of Moonlighting
Supervised
Moonlighting
This type
allows residents to perform extra amounts of work in the same venues and with
the same activity as found in their regular curriculum. The residents are supervised by faculty, have
prescribed duties and their performance is formally evaluated by faculty of
their training program. The faculty is
responsible for the residents’ actions just as in the regular curriculum. Though there is extra compensation for this
extra activity, the activity is considered supplementary to their formal
training though not a substitute for their formal curriculum. Records of activity, supervision and
evaluations must be kept by the residency program. This type of supplemental duty is approved,
indeed arranged, by the Program Director, and in this function the resident is
not required to obtain supplemental malpractice insurance.
Unsupervised
Moonlighting
This type
allows residents to perform extra amounts of work for extra amounts of pay in
venues unsupervised by OUCM-T faculty.
The resident must obtain prior written approval from the Program Director. This activity is not considered adjunctive to
the resident’s curriculum and the resident is, in fact, acting as an
“independent contractor.” The resident
is required to obtain proper supplemental malpractice insurance.
Guidelines
The
practice of medicine without a license is illegal, and in
Any
type of moonlighting without knowledge and prior written approval of the
Program Director could be grounds for dismissal from the training program.
Section
III; subsection D., of the residency agreement (contract) states:
“RESIDENT agrees to discuss outside
employment with the Program Director and obtain permission before engaging in
such.”
Authorization
forms are available in Resident and Student Affairs Office. They must be signed by the Program Director
and a copy retained in the resident’s file in the program.
Consent
to moonlight will be withdrawn if extracurricular employment interferes with the
resident’s performance academically or the meeting of patient care obligations.
Any
moonlighting activity by a resident which appears to be detrimental to the
reputation or well being of OUCM-T may be halted by the respective Program
Director.
Proper
professional liability coverage for extracurricular employment is the
responsibility of the resident except under conditions of approved supervised
moonlighting.
The
specifics of off-duty and extramural activities of unsupervised moonlighting
will be negotiated between residents and their employers.
A
resident may not open or work in a self-owned private practice office while in
residency training.
It
is the responsibility of the institution hiring the resident to moonlight to
determine whether unrestricted licensure is in place, whether adequate
liability insurance is provided, and whether the resident has the appropriate
training and skills to carry out assigned duties.
Procedures
for Withdrawing Approval for Moonlighting
1.
If the Program Director
determines a resident’s performance is below departmental standards, the
resident will be immediately counseled to this effect. A warning will be given that failure to
correct deficiencies
noted
will result in withdrawal of permission to moonlight.
2.
If improvement is not noted
within a designated period of time, the Program Director will inform the
resident and withdraw approval to moonlight.
This action will be taken after a personal interview between the Program
Director and the resident and will be documented in writing with a letter to
the resident from the Program Director.
A copy of this letter will be sent to the Resident and Student Affairs
Office.
3.
Should the resident not concur
in the decision to withdraw approval to moonlight, an appeal may be made
according to grievance procedures outlined in the Resident Handbook on page 26.
Disclaimer
1.
In promulgating this policy,
OUCM-T is not encouraging its residents to engage in extracurricular
professional employment.
2.
It is not the responsibility of
OUCM-T to provide outside employment for residents.
3.
OUCM-T accepts no
responsibility for the financial consequences to residents who engage in
moonlighting if permission for that employment is withdrawn as a consequence of
poor performance in the training program or for other cause.
ADMINISTRATIVE ACADEMIC ACTIONS
Administrative
academic actions include probation, suspension, and termination from the
residency program. The particular
administrative action imposed shall be based on individual circumstances and
will not necessarily follow the sequential order in which they are described
below. In the event a resident is
subject to any administrative action, the resident shall be provided a written
statement of these actions by the Program Director. A notice of the action shall be sent to the
Office of Resident and Student Affairs.
Probation/
Non-Promotion
1.
A resident may be placed on
probation or
not promoted to the next level by his/her training program for
reasons including, but not limited to, any of the following:
a.
Failure to meet he performance
standards of an individual rotation.
b.
Failure to meet performance
standards of the training program.
c.
Misconduct that infringes on
the principles and guidelines set forth by the training program.
d.
Documented and recurrent
failure to complete medical records in a timely and appropriate manner.
e.
Failure to complete
documentation of work hours in a timely and appropriate manner.
f.
When reasonably documented
professional misconduct or ethical charges are brought against a resident that
bears on his or her fitness to participate in the training program.
g.
Failure to meet the requirement
to inform the Program Director of any professional employment outside the
residency program or to comply with limitations established.
h.
Failure to comply with
University’s compliance program.
i.
Failure to participate in
required Institutional Health Screening and OSHA Training.
j.
Failure to pass required
medical licensing examinations.
k.
Failure to notify Program
Director that resident for any reason no longer meets or expects to meet
requirements or obligations necessary for participation in GME Programs.
2.
When a resident is placed on
probation or not promoted,
specific remedial steps shall be established by the Program Director and
provided to the resident in a written statement in a timely manner, usually
within a week of the notification of probation or of failure to promote. A copy of this written statement will be
forwarded to the Office of Resident and Student Affairs.
3.
The probation/non-promotion
action will establish a length of time in which the resident must correct the
deficiency or problem.
4.
Depending on compliance with
the remedial steps, established by the Program Director, a resident may be:
a.
continued on probation and/or held at
current level,
b.
removed from probation and/or promoted,
c.
placed on suspension, or
d.
terminated
from the residency program.
Suspension
1. A resident may be suspended from a residency
program for reasons including, but not limited to, any of the following:
a. Failure to meet the requirements for
remediation from probation.
b.
Failure to meet performance
standards of the training program.
c. Failure to complete documentation of work
hours in a timely and appropriate manner.
d. When reasonably documented professional
misconduct or ethical charges are brought against a resident, which bear on his
or her fitness to participate in the training program.
e. When reasonably documented legal charges
have been brought against a resident, which bear on his or her fitness to
participate in the training program.
f. If a resident is deemed an immediate danger
to patients, himself or herself, or to others.
g. If a resident fails to comply with the
medical licensure laws of the State of
h. Failure to meet the requirement to inform the
Program Director of any professional employment outside the residency program
or to comply with limitations established.
i. If a resident becomes ineligible to
participate in federally sponsored health programs.
j. Failure to comply with University’s
compliance program.
k. Failure to participate in required
Institutional Health Screening and OSHA Training.
l. Failure to pass required medical licensing
examinations.
m. Failure to notify Program Director that
resident for any reason no longer meets or expects to meet requirements or
obligations necessary for participation in GME Programs.
2. When a resident is suspended, a written
notice of the suspension and the reasons for the action shall be provided to
the resident by the Program Director with a copy of this written statement
forwarded to the Office of Resident and Student Affairs.
3. Suspension may be with or without pay as
appropriate depending upon the circumstances.
4. Suspension must be followed by appropriate
measures determined by the Program Director to assure satisfactory resolution
of the problem(s). During this time, the
resident will be placed on “Administrative Leave” and may not participate in
regular duties, rounds, or educational conferences.
5. Subsequent to suspension a resident may be:
a. reinstated with no qualifications,
b. reinstated on probation,
c. continued on suspension, or
d. terminated from the program.
Termination
1.
Termination from a residency
program may occur for reasons including, but not limited to, any of the
following:
a.
Failure to meet the performance
standards of the training program.
b.
Illegal conduct.
c.
Unethical conduct.
e.
Performance and behavior, which
compromise the welfare of patients, self, or others.
d.
Failure to complete
documentation of work hours in a timely and appropriate manner.
e.
Failure to comply with the
medical licensure laws of the State of
f.
Failure of the resident to pass
the requisite examinations for licensure to practice
medicine
in Oklahoma as stipulated elsewhere in this Handbook.
g.
Failure to meet the
requirements to inform the Program Director of any professional employment
outside the residency program or to comply with limitations established.
h.
Failure to comply with
University’s compliance program.
i.
Failure to participate in
required Institutional Health Screening and OSHA Training.
j.
Failure to notify Program
Director that resident for any reason no longer meets or expects to meet
requirements or obligations necessary for participation in GME Programs.
2.
The Program Director, at the
time of notification to the resident, shall provide the resident a written
letter of termination stating the reasons for such action and the date
termination becomes effective. A copy of
this written statement shall be forwarded to the Office of Resident and Student
Affairs.
GRIEVANCES
The
University, through its designated officials, retains the right to make final
determination as to the academic qualifications, performance evaluations,
professional conduct, promotion, suitability for continued training, and
certification of a resident physician participating in the University’s
graduate medical education programs.
This section defines the policies and procedures for resident
grievances.
Definition
of Grievance
1. An allegation of wrongful administrative
action resulting in probation, failure to promote, suspension, or termination
of residency training.
2. A complaint concerning interpretation of
rights under the residency agreement.
3. Any actions resulting from a resident’s
failure to comply with the requirements of the medical licensure laws of the
State of
4. Any actions resulting from a resident’s
repeated failure to pass or failure to be eligible to take all of the requisite
examinations for licensure to practice medicine in the
Grievance
Procedure
1.
Complainants who exercise their
right to use this procedure agree to accept its conditions as outlined.
2.
A resident may have a grievance
on the basis of the conditions defined in “Definition of Grievance” #1 and/or
#2 above.
3.
The resident shall first
discuss his or her grievance with the training Program Director and attempt to
resolve the issue within the program. In
so far as practical, this must occur within seven (7) calendar
days
of the date on which the
resident was notified by the Program Director of the action in question.
4.
If the resident is unable to
resolve the matter at the level of the Program Director, he or she may request
a meeting with the Associate Dean for Academic Services for the purpose of
addressing his or her grievance. This
request must be in writing and must contain the specific grounds for filing the
grievance. The request must be submitted
within seven (7) calendar days of the failed attempt to resolve the issue with
the Program Director.
5.
The Associate Dean for Academic
Services shall meet with the resident to discuss his or her grievance and then
explore the grounds for the grievance.
6.
The Associate Dean for Academic
Services shall attempt to resolve the grievance between the parties
involved. Both parties will be notified
in writing by the Associate Dean for Academic Services of the resolution, or if
he determines that the matter cannot be resolved.
7.
Within seven (7) calendar days
of notification of the resident by the Associate Dean for Academic Services
that the matter cannot be resolved, the resident may request a grievance
hearing by a Resident Appeals Committee.
The request for a hearing shall be written and submitted to the Dean of
the
8.
Upon receipt of a properly
submitted request for a hearing, the Dean of the College of Medicine-Tulsa
shall appoint an ad hoc Resident Appeals Committee for the purpose of
considering the specific grievance(s) of the resident physician.
9.
The Resident Appeals committee
shall be composed of six (6) members: three (3) selected from the faculty of
the College of Medicine-Tulsa clinical departments and three (3) selected from
residents within programs in the center, other than the program in which the complainant
is a resident. The Chair of the Appeals
Committee shall be selected by the Dean from the faculty members
appointed. The Associate Dean for
Academic Services
shall serve ex officio, without vote, on the appeals committee. The parties shall be notified of the
membership of the committee. Committee members with a conflict of interest
will be replaced.
10. The
Chair of the Appeals Committee or the Associate Dean for Academic Services
shall notify the parties of the date, time, and location of the hearing. Parties are responsible for (1) giving such
notice to any witnesses whom they wish to call for testimony relevant to the
matters in the grievance, and (2) arranging for participation of witnesses in
the hearing. The hearing shall be
scheduled to ensure reasonably that the complainant, respondent, and essential
witnesses are able to participate.
11. The
resident may be advised by legal counsel at his or her own expense. If the resident intends to have legal counsel
present at the hearing, the resident must notify the Associate Dean for
Academic Services in writing of this at least fifteen (15) calendar days prior
to the Appeals Committee hearing. Legal
counsel for the complainant and the respondent may advise their clients at the
hearing but may not directly address the Appeals Committee or witnesses. The Appeals Committee may be advised by Legal
Counsel for the University.
12. If
the resident is accompanied by legal counsel at the hearing or, if allowed at
any prior steps where the resident and University official(s) meet, University
legal counsel shall also be present.
13. The
parties shall each submit a list of the witnesses to be called and the actual
exhibits to be presented at the hearing to the Associate Dean for Academic
Services at least seven (7) calendar days in advance of the hearing. The parties are responsible for acquiring
evidence and requesting witnesses. The
list of witnesses and exhibits from each party will be provided to the other
party and to the Appeals Committee Chair.
14. In
the event the grievance is resolved to the satisfaction of all parties prior to
the hearing, a written statement shall indicate the agreement recommended by
the parties and shall be signed and dated by each party and by the Chair of the
Appeals Committee. This agreement shall
be filed with the Dean of the College of Medicine-Tulsa, with a copy to the
Associate Dean for Academic Services for the administrative
file maintained in the Office of Academic Services.
15. The
Resident Appeals Committee shall hear the grievance. The Committee shall determine the procedure
and conduct the meeting. The hearing
shall be closed unless all principals in the case agree to an open hearing. Audio tape recording of the hearing shall be
arranged by the Associate Dean for Academic Services and copies provided to the
parties upon request.
a.
Witnesses will be asked to
affirm that their testimony will be truthful.
b.
Witnesses other than the
complainant and the respondent shall be excluded from the hearing during the
testimony of other witnesses. All
parties and witnesses shall be excluded during the deliberations of the Appeals
Committee.
c.
Burden of proof is upon the
complainant and must be by a preponderance of the evidence.
d.
Formal rules of evidence shall
apply.
e.
The parties will have reasonable
opportunity to question witnesses and present information and argument deemed
relevant by the Appeals Committee Chair.
f.
Final decisions by the Appeals
Committee shall be by majority vote of the members present and voting.
16. The
responsibility for academic and patient care evaluation rests with the faculty
of the training program. The primary
responsibility of the Appeals Committee is to review disputes as defined in the
“Definition of Grievance” #1 and #2 which have not been satisfactorily resolved
at any steps prior to the hearing.
17. The
Appeals Committee shall render a signed, written report of its findings and
recommendations regarding the dispute in questions to the Dean of the
18. The
Dean of the College of Medicine-Tulsa shall review the findings and
recommendations of the Appeals Committee and render a final decision regarding
the grievance and appropriate action.
Within fifteen (15) calendar days of receipt of the Appeals Committee’s
findings and recom-mendations, the Dean shall inform the resident and the
Program
Director of the findings of the Appeals Committee and of the Dean’s
decision. A copy of the Dean’s decision
shall be transmitted to the Chair of the Appeals Committee and to the Associate
Dean for Academic Services to be placed in the resident’s administrative files
maintained in Office of Resident and Student Affairs.
Failure to
comply with (1) the medical licensure laws of the State of
Allopathic
Physicians (M.D. Degree)
The Oklahoma
State Board of Medical Licensure and Supervision (OSBMLS) licenses allopathic
physicians to practice medicine in the State of
Full
Licensure:
The
law requires that applicants for full licensure possess a valid degree of
Doctor of Medicine from a medical college or a school located in the
The
law further requires twelve (12) months of progressive post-graduate medical
training approved by the OSBMLS. The
applicant must have passed the examination stipulated by the OSBMLS, i.e., the
USMLE.
One
may also apply for licensure based on (1) endorsement of valid current medical
license in another state, the District of Columbia, a territory of possession
of the United States, or
Canada;
(2) endorsement of National Board of Medical Examiners scores; or (3)
examination taken in Oklahoma.
The
OSBMLS considers each application individually and meeting the above criteria
does not guarantee issuance of a license.
Factors considered include, but are not limited to, examinations,
educational background, post-graduate training, achievement in specialties, and
personal history of moral and ethical conduct.
Graduates
of foreign medical schools must meet additional requirements. The OSBMLS has the option of requiring up to
twenty-four (24) months of OSBMLS approved progressive graduate medical
education training for foreign applicants.
A translator approved by the OSBMLS must translate into English
documents not printed in the English language.
If the OSBMLS is unable to verify information related to a foreign
applicant or a foreign applicant’s medical school, the OSBMLS may reject the
application or require the applicant to score ten (10) percentage points higher
on a medical licensure examination than is otherwise required. Applicants who are graduates of foreign
medical schools must pass an English proficiency examination. Specific graduate medical education
requirements are imposed; applicants should consult the OSBMLS for detailed
information. Foreign applicants must
also provide written proof of ability to work in the
Special
Licensure:
Medical graduates
in the first year of graduate medical education training in
The Oklahoma State Board of Medical
Licensure and Supervision allows “no tolerance” on deadlines for licensure
matters. A resident may not begin the
PGY-1 year or be placed on the payroll without having a special license. Individuals holding a special license may
apply for a full and unrestricted medical license upon meeting all requirements
for the full license.
Applying for
a Medical License:
Completion
of the application process for either a full license or special license is the
sole responsibility of the resident.
Applications are detailed and include requirements
for several documents and forms that must be mailed to the applicant’s medical
school, to examination boards for verification of scores, to any other
institution in which the resident has completed any residency training, and to
the licensing board of any other state in which the resident is currently or
has been previously licensed to practice medicine. This procedure takes weeks, and occasionally
months; therefore, residents are advised to obtain the necessary forms and
begin the process as early as possible.
OUCM-T
policy states:
1.
Regardless of the PG level they
are going to occupy in the program, all allopathic (M.D.) resident physicians
must possess either a special license or full medical license for the State of
Oklahoma prior to beginning residency training.
2.
As previously stated in
“Definition of Terms” under “Residency Appointments #2” on page 5 of this
handbook: All residents with the M.D.
degree must have passed Step 3 of the USMLE examination by the end of their
second year (PGY2) of residency training.
Any resident who fails to pass the requisite examinations as
stipulated above will be terminated from his or her residency program.
3.
Failure to comply with the
licensure requirements of the State of
Any resident
who has questions about his or her licensure status, or any licensure procedure
should contact the appropriate licensing board.
Allopathic
Licensure Board Address
Medical
Licensure
And Supervision
405-848-6841
Annual
Reregistration
1.
On an annual basis, each person
licensed by the OSBMLS shall reregister with the OSBMLS. Reregistration shall be conducted during the
month of initial licensure of each individual licensee by the OSBMLS. Each licensee shall provide to the OSBMLS all
information required by the OSBMLS pursuant to statute, 59 O.S. ss 495a.1, in a
form approved by the OSBMLS.
2.
It shall be the affirmative
duty of each licensee to comply with reregistration requirements. No grace period beyond that provided by law
shall be allowed. The OSBMLS will not
hear requests for extensions for reregistration or exemption from any
reregistration requirement that the licensee did not receive reregistration
materials.
Fees:
1.
Annual Renewal…….………………$150.00
2.
Reactivation of
license…………….$275.00
3.
Reinstatement of
license………….$400.00
4.
Special license
renewal……………$100.00
NOTE: All allopathic physicians are required by law
to keep the OSBMLS informed of any address change in both the legal residency
and place of business. If your address
changes after you submit you initial application, you must send written
notification of the new address to the OSBMLS office.
Osteopathic
Physicians (D.O. Degree)
Osteopathic
physicians must meet the licensure requirements of the Oklahoma State Board of
Osteopathic Examiners and the State of by July 1 of their second year of post-internship training upon completion
of 12 months of internship and before continuing in the residency program. No special license is required during the
first year of graduate medical education training for osteopathic
physicians. Many of the osteopathic
board’s licensure requirements for documents and verification are similar to those
stated above for allopathic physicians.
Accordingly, the applicant should begin the process as early as possible
in order to meet all deadlines.
OUCM-T
policy states:
1.
Any osteopathic (D.O.) resident
who has completed a previous post-graduate year must possess an Oklahoma
Osteopathic medical license prior to beginning OUCM-T residency training.
2.
As previously stated in
“Definition of Terms” under “Residency Appointments #2” on page 5 of this
handbook: All residents with the D.O.
degree must pass Level 3 of the COMLEX-USA and be licensed by the Oklahoma
State Board of Osteopathic Examiners before proceeding be-yond the first year
of residency. Any resident who fails to
pass the requisite examinations as stipulated above will be terminated from his
or her residency program.
3.
Failure to comply with the
licensure requirements of the State of
Any resident
who has questions about his or her licensure status, or any licensure procedure
should contact the appropriate licensing board.
Osteopathic
Licensure Board Address
Oklahoma
Osteopathic
Examiners
405-528-8625
NARCOTICS REGISTRATION
United
States Drug Enforcement Agency (DEA)
1.
Federal narcotics registration
applications are available in the Office of Resident and Student Affairs. The resident should complete the application,
writing “pending” in the space where the resident’s
2.
The DEA takes a total of six to
eight weeks (from the date of receipt) to process the resident’s application. The application is initially sent to the DEA
in
3.
If the resident has not
received the number by eight weeks after submission of the application, the
resident can call the DEA’s
4.
All residents are required by
law to notify the DEA of any change of practice address.
5.
Federal DEA certificates expire
three years from the last date of issue.
A renewal form should be sent to the physician about 45 days in advance;
although the physician is responsible for contacting the DEA if a renewal
notice is not received. The renewal fee
for the Federal DEA is $210.00. Should
the resident allow the certificate to expire, the eventual consequence is that
a DEA agent will seek the resident out at his or her place of work to
confiscate the resident’s certificate and any controlled substances to which
the resident has access.
The
address for notifying the Federal DEA of a change of practice address for the
State of
ATTN: DEA – ODRR
Dallas
Field Division
1880
Regal Row
Dangerous
Drugs (OSBNDD)
1.
The OSBNDD will not give the
resident a blank application form for state narcotics registration until the
resident has a full
2.
The resident should mail in the
application (or renewal form) directly, along with the registration fee if the
resident plans to moonlight. If the
resident will not be moonlighting, the completed application (or renewal form)
should be given to the Program Director, who signs a letter certifying that as
an employee of the State of
3.
OSBNDD certificates expire
three years from the last date of issue.
A renewal notice will be sent to the resident in early August, although
the resident is responsible for contacting the OSBNDD for a renewal form if it
is not received in the mail.
4.
Should the resident fail to
renew this certificate; an OSBNDD agent will seek him or her out at the place
of work to confiscate the certificate and any controlled substances to which
the resident has access.
5.
The resident is required by law
to notify the OSBNDD of any change of practice address. The address for notifying
the OSBNDD of a change of practice address is:
&
Dangerous Drugs
4545
Regulations
Governing Prescription Writing
In
a Veterans Administration Facility
Any
physician who is an intern, resident, foreign physician, or a physician on the
staff of a veterans administration facility (exempted
from registration), may dispense, administer, and prescribe controlled
substances under the registration of the hospital or other institution in which
the physician is employed provided that:
1.
The dispensing, administering,
or prescribing is in the usual course of professional practice.
2.
The physician is authorized or
permitted to do so by the state where practicing.
3.
The hospital or institution has
verified the physician is permitted to dispense, administer, or prescribe drugs
within the state.
4.
The physician acts only within
the scope of employment in the hospital or institution.
5.
The hospital or other
institution authorizes him to dispense or prescribe under its registration and
assigns a specific internal code number for each physician so authorized.
6.
A current list of internal
codes and the corresponding individual practitioners is kept by the hospital or
other institution and is made available at all times to other registrants and
law enforcement agencies upon request for purpose of verifying the authority of
the prescribing physician.
7.
A physician may not prescribe
by prescription any regulated substances in Schedules I through V, as defined
by the Uniform Controlled Dangerous Substances Act, for the physician’s
personal use.
Who May
Issue:
A
prescription order for a controlled substance may be issued only by a
physician, dentist, podiatrist, veterinarian, or other registered practitioner
who is:
Authorized
to prescribe controlled substances by a juris-diction in which he is licensed
to practice his profession.
Either
registered under the controlled substances act or exempted from registration
(military and Public Health Service physicians).
RESIDENT
BENEFITS
Resident
Moving Expense Allowance
In order to
assist new residents with the expense of relocating their belongings from out
of town, OUCM-T will reimburse moving expenses of up to $700.00 with
departmental approval. Each department
has an Employee Moving Expense Information form for the resident to
complete. The original receipts,
charge tickets, canceled checks, etc. will be required for reimbursement.
Moving
expenses are considered wages for IRS form W-2 purposes inasmuch as they are
paid in connection with the performance of services and are attributable to
employment.
Salary
and Paychecks
Resident
salaries are based on the year of post-graduate medical education
involved. Any resident who has to repeat
all or part of a year, or who is delayed from moving to the next year for any
reason, does not move to the next salary grade until being promoted to the next
PG year. The following is the plan for
determining the salary for each resident:
The
years of prerequisite training for a given program or position will be credited
to the resident (except as noted in #2).
The resident will start at the next step of the scale and progress
upward each year. This will apply
regardless of where the prerequisite training is obtained as long as it
fulfills the requirements of the board of the particular residency. A resident may be paid at a level above that
in which he or she is functioning in recognition of and based on previous
training within the same specialty with the Program Director’s discretion and
direction.
If,
however, the Program Director deems that the preceding training is inadequate
and/or must be repeated the resident will be paid for the particular position
level at which the resident begins his or her training.
Likewise,
a resident will not advance on the salary steps beyond those years which are
required by the American Boards for the respective specialty. Thus, if a resident fulfills three years of a
program here qualifying for board examination as far as resident training is
concerned, and stays an additional year for more clinical
training,
the resident will not go to the next salary step.
Previous
training, which is not required for a program or by the Board, will not be
credited in establishing the salary step the resident occupies.
Any
approved salary increase effective after the date of the contract will be
automatically reflected in paychecks without reissuing the contract.
Residents
are paid on a monthly basis. Salary
warrants will be issued on the last working day of each month. Residents may receive their salary warrants
in one of the following ways:
By
state law the check must be deposited electronically to his or her checking or
savings account. Forms and information
regarding this service are available in the Human Resources Office. A payroll earnings statement, which provides
a permanent record of amounts that have been withheld from gross salary for
taxes, social security, etc., is sent to the resident’s department prior to the
date of electronic deposit.
The
first check is not direct deposited, and the resident may pick-up the check in Human
Resources. Proper identification is
required when picking up salary warrants.
Professional
Liability Insurance
1.
All residents are required to
carry professional liability insurance for activities within the scope of their
residency training program. OUCM-T pays
the professional liability insurance coverage for each resident until
termination or completion of their residency training. This coverage applies to actions involving
assigned duties while serving under faculty supervision in a residency training
program.
The
coverage provided is $100,000/$300,000.
Each resident or fellow offered an
appointment must prove to be eligible for professional liability insurance
coverage by the carrier contracted by the University of
Oklahoma College of Medicine. The
contract offered to any resident or fellow who is ultimately denied coverage by
the University of Oklahoma College of Medicine professional liability insurance
carrier will be null and void.
2.
Moonlighting Insurance:
Residents
approved to perform work outside the scheduled educational program, i.e.
moonlighting, and desiring coverage during that time can obtain an individual
policy from the insurer. The
moonlighting coverage is the same as the professional malpractice insurance
provided by the University. The cost of
the moonlighting malpractice insurance is paid for by the resident.
If
you are, or suspect that you might be, named in any actions involving a
patient, immediately notify your Program Director, the OU Physicians Risk
Manager, and the Resident and Student Affairs Office who will assist you in
notifying your professional liability insurance carrier.
Group
Insurance
The
The
Comprehensive
Medical Insurance:
There are
three companies with a total of 7 options to choose from: Residents receive enough benefit dollars to
cover the cost of Option 1.
1.
Fully
insured plan through
2.
Fully
insured plan through
3.
Fully
insured Health Maintenance Organization with a high level of coverage. Employees select a primary care physician and
he/she will coordinate all healthcare needs.
Primary Care Physician office visits are $10 and the plan has a
prescription benefit with co-pays as little as $10, $25 or $50.
4.
Fully
insured Health Maintenance Organization with a contracting provider network of
approximately 1,300 physicians. Employees select a primary care physician and
he/she will coordinate all of your healthcare needs. Primary Care Physician office visits are $25
and have a prescription benefit of $10, $30 or $60 co-pays.
* Please
note that benefit plans may not be exactly as described above. This is for informational purposes only,
please refer to the Plan Summaries for complete list of limitations and
exclusions.
Insurance
covers preventive care (cleanings, x-ray), basic dentistry (fillings,
extractions, oral surgery, root canal and periodontics, plus major dentistry
(bridges and crowns). Employee can choose from two options, the
basic plan or the alternate plan. The
university provides employees enough benefit credit dollars to purchase the
basic plan for themselves. Orthodontics
is not a covered benefit under either plan.
Life
Insurance
Coverage
amounts of one and one-half times annual pay, if selected and is paid for by
OUCM-T. Residents who wish to purchase
additional
coverage or family coverage may do so according to a schedule of limits and
amounts.
Accidental
Death and Dismemberment
$20,000
worth of accidental death and dismemberment insurance, if selected, is paid by OUCM-T
and supplied to each resident at no cost.
Residents who wish to purchase additional coverage or family coverage
may do so according to a schedule of limits and costs.
Long-Term
Disability
Resident
receives coverage automatically. Plan
has a 180 day waiting period and then pays $1,700 per month for residents in
their 1st and 2nd year, and $2,000 for residents in their
3rd year and beyond (integrated with other group LTD programs).
Family
and Medical Leave
After one year of University
employment, qualified employees may take up to 12 weeks of leave (available
vacation and sick leave and then unpaid leave) during any 12 month period for
(1) the birth of a child; (2) the placement of a child for adoption or foster care;
(3) the care of a spouse, parent, or child with a serious health condition; or
(4) a serious health condition that makes the employee unable to perform the
employee’s job functions. Contact Human
Resources for additional information.
Depending on specialty board
requirements, periods of family leave may extend the length of the residency
training needed to meet specialty board requirements.
Maternity Leave (for female residents)
Available sick leave, vacation time,
or leave without pay may be used in accordance with the Family and Medical
Leave Act guidelines as described above.
Specific questions should be addressed to Human Resources. Requests for leave should be made in writing
to your Program Director as soon as the need is known.
Available vacation time, or leave
without pay may be used in accordance with the Family and Medical Leave Act
guidelines as described above. Specific
questions should be addressed to Human Resources. Sick leave is not to be used for this
purpose. Requests for leave should be
made in writing to your Program Director as soon as the need is known.
Requests for Family and
Medical Leave
Residency
program schedule changes require considerable planning to ensure that patient
care and your residency colleagues’ educations are not impacted
negatively. Therefore, requests for
leave should be made in writing to your Program Director as soon as the need is
known.
Paging
Equipment and Voice Mail
1.
Each resident will be assigned
a pager, charging unit, and/or rechargeable batteries for use while under
contract with OUCM-T.
2.
Monthly cost for lease of the
equipment is paid for by OUCM-T.
3.
In the event of loss or
destruction of the leased equipment, the resident to whom the equipment was
assigned will be billed for the replacement cost of the pager and/or charger.
4.
Residents will be responsible
for the equipment originally assigned to them and, therefore, should not
exchange their equipment with other residents, loan it, or borrow any other
equipment.
5.
If equipment malfunctions, it
should be returned to the department for exchange or repair.
6.
Before leaving an OUCM-T
residency training program, the same equipment assigned to a resident will be
turned in on the last working day in good working order or the resident will be
billed for the replacement costs.
7.
Paging equipment will be
issued, returned for repair, exchanged, or checked in, in accordance with the
policies of the individual academic departments.
8.
Instructions and policies
regarding the use of paging services are available through the individual
academic departments.
9.
Some departments have access to
voice mailboxes for residents.
Availability and instructions for use can
be obtained in the individual academic departments.
Professional
Memberships
1.
Physicians in accredited OUCM-T
residency training programs may be elected to junior membership in the Tulsa
County Medical Society. Upon election,
the applicant automatically becomes a junior member of the Oklahoma State
Medical Association and American Medical Association. Annual membership dues are paid for by
OUCM-T.
2.
Memberships for corresponding
professional organizations for osteopathic physicians will also be paid by
OUCM-T.
Payment
for Special License Fee
Upon
completion of the resident’s Special License application, the $200 fee, paid by
OUCM-T, is sent with the application by the Resident and Student Affairs Office
to the Oklahoma State Board of Medical Licensure and Supervision. If for any reason the Special License must be
renewed, payment of the renewal fee will be made by the resident’s program.
Banking
Services
OU-Tulsa has
made arrangements with three area banks and the Tulsa Teacher’s Credit Union to
provide checking to resident physicians.
All residents are encouraged to have their paychecks electronically
deposited in the bank of their choice.
Forms are available in the Human Resources Office.
OU
Season Tickets
Residents
may purchase, at reduced rates, season tickets to varsity athletic events of
the
Employee
Assistance Program (EAP)
From time to
time you may feel overwhelmed by stressful situations. Dealing with work, relationships, family, and
finances can get you down. Talking to a
professional counselor can help you gain a new perspective on your problems and
find new resources to help you sort things out.
OU-Tulsa
will provide up to six (6) appointments at no cost to you at any of the Family
& Children’s Services locations. EAP
services are confidential. The
appointments are made away from work. No
one will know of your visit without your written consent.
Identify
yourself as an OU-Tulsa employee who wants to use the EAP services. The appointment coordinator will ask you a
few questions to determine the best office location and counselor for you or
your family. For information call Family
& Children’s Services at (918) 587-9471.
RESIDENT LEAVE REQUESTS
Educational
Leave
Residents
may request up to five days of educational leave each year. The request should be submitted 90 days prior
to requested leave date. The meeting can be no more than one week in
duration and must be within the
Residents
are encouraged to allow the department support staff to handle travel
arrangements in order to maximize reimbursement potential. Commercial air travel must be booked by the
resident’s academic department through approved travel agencies only. There is NO reimbursement for air travel
unless a State-approved travel agency is used.
The
resident must submit receipts for all claims, hotel bills, and registration
fees to the department support staff within 10 days following the meeting. The staff will file the necessary travel
reimbursement forms with the University Travel Office. Reimbursement will be based only on those
items documented with a receipt and in accordance with the current travel
policy.
Vacation
Leave
Each
resident earns 15 days (M-F) of vacation leave per academic year. Training regulations in some specialties
limit the amount of leave, which may be taken by a resident to a lesser amount. Earned but unused vacation time will not be
carried over from one academic year to another except on an individual basis
approved by the Program Director. No
payment will be made for unused vacation.
There
is a legitimate need for Program Directors to be able to limit the number of
residents who are absent at any one time and to otherwise assure continuity of
quality health care for the patients on their service.
It
is understood that scheduling vacation may be more difficult when a resident is
rotating in or “visiting” another program for an educational experience. The program providing the educational
experience is referred to, as the “host” while the resident’s home program is
the “visiting” program.
All
“host” programs shall make vacation time available to “visiting” residents in
proportion to the aggregate amount of time residents from the “visiting”
program spend rotating in the “host” program.
This is inclusive of all programs.
For example, if four family practice residents each rotate for three
months on the internal medicine service, they are providing twelve months or
one full resident year of service for the internal medicine program. Therefore, the internal medicine program
would allocate three weeks (15 days) of vacation to the family practice
residents who could request them on a first-come first-served basis.
Implementation
of these policies and procedures is the responsibility of the individual
Program Directors. Exceptions to these
guidelines shall be acceptable if approved by both the resident and the Program
Director(s) involved.
Sick
Leave
Sick leave
accrues at the rate of 1Ľ days per month for a maximum of 15 working (M-F) days
per year. After the maximum accrual is
used, leave without pay is possible, contingent upon approval by the Program
Director. (FMLA may apply.)
Residents do
not receive credit for holiday time during hospital rotations. Since hospitals do not observe a holiday
schedule, residents are expected to follow their assigned schedule. If vacation time is scheduled during a
holiday period then the holiday must be scheduled as vacation.
If a
resident is assigned to a clinic, which observes a holiday schedule, then the
resident need not count that time toward his or her vacation time.
Residents
should check with their academic departments for further clarification of
holiday leave time.
Maternity
Leave
Available
sick leave, vacation time, or leave without pay may be used in accordance with
the Family and Medical Leave Act guidelines as described on page 45. Specific questions should be addressed to
your Program Director.
Leaves
of Absence
Leave
Without Pay
Permission
for leaves of absence without pay must be in writing and may be granted upon
approval of the Program Director when it appears to be in the best interest of
OUCM-T and the resident to do so.
1.
A leave of absence normally
will not extend beyond the end of the academic year (June 30) and may be
extended by approval of the Dean of OUCM-T upon the recommendation of the
Program Director.
2.
After accrued sick leave and
vacation benefits have been used, a disability leave of absence without pay may
be granted for a period not to exceed six (6) months in length. (See also FMLA, page 45.)
3.
All insurance premiums during a
leave of absence without pay must be paid by the resident in order to maintain
proper coverage, except as required by FMLA.
4.
Malpractice insurance coverage
is not in force during a leave of absence without pay. Premiums cannot be paid by the resident
during a leave without pay in order to continue coverage.
Leave With
Pay
Leaves of
absence with pay may be granted under the following conditions:
Regular
pay will be granted to an employee subpoenaed for jury duty or as a witness
before a court of law, legislative committee, or judicial body. However, the University does not pay
employees for time they take to testify in non-work-related proceedings.
A
sufficient period of time off with pay shall be granted for the purpose of
voting in national, state, and local elections.
Military
Leave of Absence
The
University’s military leave policy is in conformance with applicable federal
and state law. In accordance with an
opinion given by the attorney general, all continuous (excludes temporary) University
employees working 25 hours per week or more are entitled to a leave of absence
with pay for the first 20 calendar working days of military duty during any
federal fiscal year (October 1 through September 30) as stipulated in the law
when ordered to active or inactive duty.
The leave with pay shall not be charged against vacation leave or other
accrued benefits. Reinstatement
following any leave of absence is to the position held at the time the leave
was granted, or, if the position was subsequently deleted, to a comparable
position in the same department.
IMPORTANT:
A resident
failing to return to work upon expiration of a leave of absence, either with or
without pay, may be considered to have terminated his or her service under
unsatisfactory conditions.
Certification
of successful completion of resident training will be provided only for those
residents that have fulfilled all requirements of their specific residency
programs, including fulfillment of time requirements. Time away from the program, regardless of
circumstances, must be made up to the satisfaction of the Program Director
before a resident will be considered to have completed his or her resident
training program.
GENERAL INFORMATION AND
SERVICES
Office
of Resident and Student Affairs
1.
The Office of Resident and
Student Affairs provides administrative support services for students and
residents and acts in a liaison capacity between the administration of OUCM-T,
affiliated teaching institutions, the residents and students.
2.
The Resident Program Specialist
is available to answer questions; complete forms; process applications; assist
in obtaining special and full medical licensure; ECFMG, DEA and OBNDD
certifications; assist with USMLE and COMLEX applications; coordinate the
National Residency Matching Program (NRMP); and perform a variety of other
tasks. The telephone number for this
office is (918) 660-3505.
3.
The Associate Dean for Academic
Services provides guidance to the resident, spouse, significant other and his
or her family members, as well as consultation related to student teaching and
evaluation strategies.
4.
The small number of students
and residents at OUCM-T permits close, personal attention not only in the
teaching programs but also in the services provided to its resident physicians.
Library
1.
The Library is located on the
Telephone:
(918) 660-3220 FAX: (918) 660-3215
2.
The purpose of the Library is
to meet the informational needs of its users for patient care, education and
research.
3.
Library hours:
Monday
– Thursday 8:00AM – 10:00PM
Friday 8:00AM – 9:00 PM
Saturday 9:00AM – 5:00PM
Sunday 1:00PM – 9:00PM
4.
The Library subscribes to over
600 clinically oriented journals and has over 9,000 books which may be checked
out.
5.
Library services include
literature searching, photocopying and document delivery. Books and articles in journals not owned by
the Library can be obtained through interlibrary loan.
6.
Requests for these materials
may be made at the Library’s reference desk, by telephone or fax, and by
e-mail. (For electronic requests, follow
the links on the campus home page, at http://www.tulsa.ouhsc.edu,
through Library and then Interlibrary Loan Forms.) Copies can be picked up at the Library or
delivered through the University’s interoffice mail system.
7.
The Library has twenty-three
computers for use by patrons. All are
connected to the
8.
MEDLINE searching is available
on all computers, on or off-campus. The
National Library of Medicine offers a free web-based program and PubMed, for
searching MEDLINE at www.pubmed.gov . PubMed includes a document delivery component
called Loansome Doc, which enables users to order articles online from the
Library as they search. Another option
for searching MEDLINE is the OVID software, which can be accessed, using an
OUHSC user name and password, through the Library’s homepage.
9.
MDConsult, an online clinical
information resource, is available to residents either on campus or from remote
sites. Both OVID and MDConsult include
the option of printing some full-text articles as part of the MEDLINE
component, and MDConsult in addition includes several standard textbooks,
practice guidelines, and patient handouts in electronic format, fully
searchable and printable.
10. UpToDate,
an evidence-based medicine resource for clinical information, is available on
CD-Rom in the library.
Operations
The
Operations Department, located in Building 6 on the
Human
Resources
The Human
Resources Office, located in Building 1 at the Schusterman Center, Room 1C114,
assists residents in enrolling for health and dental insurance benefits,
answers any questions or problems concerning benefits, or in making changes in
types of coverages. Verifications of
employment are also handled in this office.
Forms for changing tax withholding exemptions (W-4), and health and
dental claim forms may be obtained from Human Resources office.
Resident
Executive Council
1.
The OUCM-T Resident Executive
Council was created to offer a forum where relationships between specialties as
they relate to residents can be discussed.
Each department is represented on the Council by a resident and an
alternate member.
2.
The Resident Executive Council
usually meets once a quarter. To provide
optimal avenues of communication, the Dean, the Associate Dean for Academic
Services, the Assistant Director of Resident and Student Affairs, the TMEF Liaison,
and the Resident Program Specialist attend these meetings. Minutes of the meetings are recorded, and the
elected Chair of the Council (or his or her repre-sentative) is invited to the
meetings of the Graduate Medical Education Committee.
Counseling
and Guidance
1.
Counseling and guidance
assistance for personal stresses which may have an impact on the professional,
marital, physical and social well being of a resident, spouse, family member or
significant other is available, by appropriate referral, through the Department
Chair, a designated department faculty member, or the Associate Dean for
Academic Services at the Schusterman Center, room 2B38.
2.
The Department of Psychiatry
and the Associate Dean for Academic Services maintain a listing of various
mental health professionals who are willing to provide services at a reduced
rate.
3.
An Employee Assistance Program
(EAP), providing evaluation, referral and counseling is available to all
faculty, staff, and residents of OUCM-T through Family and Children’s Services,
Inc. There is no charge for this
program, and up to 6 visits per year are allowed for residents. Information is available from the Human
Resources Office, or the resident may call the agency directly at 587-9471.
4.
The Oklahoma State Medical
Association, through its Physician Recovery Program, provides assistance to
doctors who have health problems related to alcohol and other drug
addiction. The Physician’s Confidential
Assistance Line is (405) 691-7318.
5.
See pages 76 and 77 for the
OUCM-T Policy on Prevention of Alcohol Abuse and Drug Use on Campus and in the
Workplace. The complete policy is
available to all residents upon request from the Human Resources Office.
The
The
Center is located on the second floor of the
The
Center contains a library of over 400 books, 25 videos, 40 audiotapes, 10
journal subscriptions, numerous pamphlets and several thousand articles divided
by subject – all in the field of medical ethics. In addition, subject searches for bioethical
issues can be performed on request.
Center
hours are Monday through Friday, 12:00PM to 4:00PM, and other times by
appointment. The telephone number is
660-3212.
The
The
Children’s
Office
of Clinical Affairs
1.
The Office of Clinical Affairs
is responsible for coordinating the activities of the various ambulatory
clinics of OUCM-T and for collating data from all clinical operations. Other responsibilities include assisting the
Dean’s Office in facilitating relations with other clinical organizations,
handling provider contracts, assuring compliance with regulatory bodies, and
managing OU Physicians, OUCM-T’s faculty practice organization.
2.
The Office of Clinical
Affairs/OU Physicians is located in the administrative headquarters of OUCM-T
on the second floor of the
Use
of Classrooms and Conference Rooms
1. Classroom facilities are available to
educational, medical and related groups for classes, meetings and other
activities when these activities are consistent with our existing mission and
policies AND the facilities are not otherwise in use.
2. To reserve a classroom or conference room
call the OU-Tulsa Office of Student Affairs at 660-3100
Secretarial
Support
Resident
requests for typing papers, letters, reports, schedules, case presentations,
histories and physicals, etc., should be taken to the resident’s
department. Adequate advance notice must
be given. Completion of all resident
typing is contingent upon established priorities in relation to the office
staff’s regular work responsibilities.
Notary
Public Service
Services of
a notary public are available for official documents at no charge in either the
academic departments or the Office of Resident and Student Affairs.
Oklahoma
Motor Vehicle and Driver’s License
1.
Residents moving to
2.
For an operator’s license, a
valid out-of-state driver’s license must be presented. At that time, the following exams may be
taken: eye test, computerized test, and
a driving exam. A driver’s manual, for
preparation of this exam, may be obtained from most Tag Agencies or from the
Driver’s License Bureau located at
RACIAL AND ETHNIC HARRASSMENT
Racial and Ethnic Harassment
Policy
1.
Introduction
Diversity is one of the strengths of our society as
well as one of the hallmarks of a great university. The
Racial and ethnic harassment
is a growing concern across American college campuses. It has taken various forms, from criminal
acts (assault and battery, vandalism, destruction of property) to anonymous,
malicious intimidation, most often directed toward persons whose race or
ethnicity is readily identifiable. In
employment, racial/ethnic harassment is race discrimination, which interferes
with an employee’s ability to perform his or her duties or creates a hostile or
intimidating work environment, prohibited by law under Title VII of the Civil
Rights Act of 1964. In the educational
context, racial/ethnic harassment is race discrimination, which interferes with
students’ opportunities to enjoy the educational program offered by the
University, prohibited by law under Title VI of the Civil Rights Act of 1964.
2.
Policy Statement
Principles of academic freedom
and freedom of expression require tolerance of the expression of ideas and
opinions, which may be offensive to some, and the University respects and
upholds these principles. The University
also adheres to the laws prohibiting discrimination in employment and
education. The University recognizes
that conduct which constitutes racial/ethnic harassment in employment or
educational programs and activities shall be prohibited and is subject to
remedial or corrective action as set forth in this policy. This policy is premised on the University’s
obligation to provide a nondiscriminatory environment, which is conducive to
employment and learning. The University
will vigorously exercise its authority to protect employees and students from harassment by
agents or employees of the University, students, and visitors or guests. Specifically,
a.
Agents or
employees of the University, acting within the scope of their official duties,
shall not treat an individual differently on the basis of race, color, or
national origin in the context of an employment or educational program or
activity without a legitimate nondiscriminatory reason, so as to interfere with
or limit the ability of the individual to participate in or benefit from the
services, activities or privileges provided by the University; and,
b.
The University shall not subject an individual to
different treatment on the basis of race by effectively causing, encouraging,
accepting, tolerating or failing to correct a racially hostile environment of
which it has notice.
3.
Remedies or Corrective Actions
Violations of this policy shall result in corrective
action(s) or remedy(ies) designed to reestablish an
employment or educational environment, which is conducive to work, or
learning. Corrective actions or remedies
will include disciplinary action directed by the executive officer having
responsibility for the offender, where appropriate. Remedies or corrective actions will be
tailored to redress the specific problem and may range from apologies,
mandatory attendance at specific training programs, reprimands, suspension,
demotion, to expulsion or termination.
Remedies or corrective actions shall be based upon the facts and
circumstances of each case and shall be in accordance with the terms and
guidelines of the applicable campus grievance procedures.
Violations of this policy by
students will be considered as violations of the Student Code and subject
student offenders to the remedy(ies) and corrective
action(s) provided by the code.
4.
Administrative Action
a.
The University recognizes its obligation to address
incidents of racial/ethnic harassment on campus when it becomes aware of their
existence even if no complaints are filed;
therefore, the University reserves the right to take appropriate action
unilaterally under this policy.
b.
With respect to students, the Vice President for Student
Affairs/Vice Provost for Educational Services or other appropriate persons in
authority may take immediate administrative or disciplinary action, which is
deemed necessary for the welfare or safety of the University Community. Any student so affected must be granted due
process including a proper hearing. Any
hearing involving disciplinary suspension or expulsion shall be conducted by a
campus disciplinary council in accordance with Title 13, Section 1.2. of the Student Code.
Lesser administrative or disciplinary action may be appealed to the Vice
President for Student Affairs/Vice Provost for Educational Services. Such requests must be in writing and filed
within seven calendar days following the summary action. The vice President for Student Affairs/Vice
Provost for Educational Services will issue a written determination to the
student within three working days following the date the request is received.
c.
With respect to employees, upon a determination at any
stage in the investigation or grievance procedure that the continued
performance of either party’s regular duties or University responsibilities
would be inappropriate, the proper executive officer may suspend or reassign said
duties or responsibilities or place the individual on leave of absence pending
the completion of the investigation or grievance procedure.
5.
Retaliation
Threats or other forms of
intimidation or retaliation against complaining witnesses, other witnesses, any
reviewing officer, or any review panel shall constitute a separate violation of
this policy which may be subject to direct administrative action.
6. Complaint Process
The complaint procedures delineated herein applies to all students, faculty, staff, guests or visitors.
Complaints alleging violation of the Racial and Ethnic Harassment Policy will be reviewed and investigated by the appropriate University office. Complaints may be resolved informally or may proceed through the applicable formal complaint proceedings. Complaints may be filed in the following manner:
a.
Complaints
against students or student organizations shall be filed with the Affirmative
Action Office (AAO) for review and investigation. The AAO, or its designee, may assist in the
informal resolution of the complaint or in processing a complaint through the
applicable campus procedures.
b.
Complaints against faculty or
staff shall be filed with the Affirmative Action Office. The AAO or its designee may assist in the
informal resolution of the complaint or in processing a complaint through the
applicable campus procedures for faculty and staff.
c.
Complaints against contractors working on University
premises shall be filed with the Affirmative Action Office. The AAO or its
designee may assist in the informal resolution of the complaint or in
processing a complaint through the applicable campus procedures for faculty,
staff and students.
d.
Complaints
against visitors or guests should be directed to the University police office
on the campus. The campus police will forward informational copies of all
reports and inquiries dealing with discrimination, harassment or hate crimes to
the AAO.
7. Responsible Official
The Affirmative Action Officer
is charged with the responsibility for administering this policy. The Affirmative Action Office will serve as a
repository for all records of complaints, investigative reports, and
remedies/corrective actions in connection with this policy. The Affirmative Action Office is the overall
co-ordinator of all university activities dealing with discrimination in
employment or education.
To
contact the Affirmative Action Office:
Norman Campus
Room 102, Evans Hall Room
111,
(405) 325-3546 (405)
271-2110
1.
Statement
The
When criminal action is pursued in addition to an administrative
grievance under this policy, the EO/AA Office will coordinate its investigative
actions with the University or local law enforcement authorities to ensure that
criminal prosecution is not jeopardized.
The EO/AA Officer may defer administrative action at the request of
University or local law enforcement authorities, pending completion of the
criminal investigation. Where review by
the EO/AA Officer or other University executive officer determines that
immediate administrative action is necessary for the safety, health and well
being of the campus community, such action may be taken in advance of
resolution of criminal charges.
Since some members of the University community hold
positions of authority that may involve the legitimate exercise of power over
others, it is their responsibility to be sensitive to that power. Faculty and supervisors in particular, in
their relationships with students and subordinates, need to be aware of
potential conflicts of interest and the possible compromise of their evaluative
capacity. Because there is an inherent
power difference in these relationships, the potential exists for the less powerful
person to perceive a coercive element in suggestions regarding activities
outside those appropriate to the professional relationship. It is the responsibility of faculty and staff
to behave in such a manner that their words or actions cannot reasonably be
perceived as sexually coercive, abusive, or exploitive. Sexual harassment also
can involve relationships among equals as when repeated advances, demeaning
verbal behavior, or offensive physical contact
interfere with an individual's ability to work and study productively.
The University is committed to providing an
environment of study and work free from sexual harassment and to insuring the
accessibility of appropriate grievance procedures for addressing all complaints
regarding sexual harassment. The
University reserves the right, however, to deal administratively with sexual
harassment issues whenever becoming aware of their existence. Records of all complaints, except for
hearings before the Faculty Appeals Board, shall be transmitted to and maintained
by the Affirmative Action Officer as confidential records.
The University encourages victims to report
instances of sexual assault or other sex offenses, either forcible or
non-forcible. In addition to internal
grievance procedures, victims are encouraged to file complaints or reports with
campus security or local law enforcement agencies by telephoning 911, as soon
as possible after the offense occurs in order to preserve evidence necessary to
the proof of criminal offenses. The
campus police department is available to assist victims in filing reports with
other law enforcement agencies.
2. Definition of Sexual
Harassment
Sexual harassment shall be defined as unwelcome
sexual advances, requests for sexual favors, and other verbal or physical
conduct of a sexual nature in the following context:
a.
when
submission to such conduct is made either explicitly or implicitly a term or
condition of an individual's employment or academic standing, or
b.
when
submission to or rejection of such conduct by an individual is used as the
basis for employment or academic decisions affecting such individual, or
c.
when such
conduct has the purpose or effect of unreasonably interfering with an
individual's work or academic performance or creating an intimidating, hostile,
or offensive working or academic environment.
3. Examples of Prohibited Conduct
Conduct prohibited by this policy may include, but is not limited to:
a.
Unwelcome
sexual flirtation; advances or propositions for sexual activity.
b.
Continued
or repeated verbal abuse of a sexual nature, such as suggestive comments and
sexually explicit jokes.
c.
Sexually
degrading language to describe an individual.
d.
Remarks
of a sexual nature to describe a person’s body or clothing.
e.
Display
of sexually demeaning objects and pictures.
f.
Offensive
physical contact, such as unwelcome touching, pinching, brushing the body.
g.
Coerced
sexual intercourse.
h.
Sexual
assault.
i.
Rape,
date or acquaintance rape, or other sex offences, forcible or non-forcible.
j.
Actions
indicating that benefits will be gained or lost based on response to sexual
advances.
4. Retaliation
Any attempt to penalize or retaliate against a person for filing a
complaint or participating in the investigation of a complaint of sexual
harassment will be treated as a separate and distinct violation of University
Policy.
5. Sanctions
Appropriate disciplinary action may include a range of actions up to and including dismissal
and/or expulsion.
6.
Complaint
Procedure
Complaints alleging a violation of the Sexual Harassment/ Sexual Assault
Policy shall be handled in accordance with the Grievance Procedure for
Complaints Based Upon Discrimination, Sexual
Harassment, Consensual Sexual Relationships or Racial and Ethnic
Harassment. To contact the University
Equal Opportunity and Affirmative Action Office:
Norman Campus
Room 102, Evans Hall Room 111,
(405) 325-3546 (405) 271-2110
These procedures can be obtained from the Office of
Resident and Student Affairs or the Human Resources Office.
1.
The University’s educational
mission is promoted by professionalism in faculty-student relationships. Pro-fessionalism is fostered by an atmosphere
of mutual trust and respect. Actions of
faculty members and students that harm this atmosphere undermine
professionalism and hinder fulfillment of the University’s educational
mission. Trust and respect are
diminished when those in positions of authority abuse, or appear to abuse,
their power. Those who abuse, or appear
to abuse, their power in such a context violate their duty to the University
community.
2.
Faculty members exercise power
over students, whether in giving them praise or criticism, evaluating them,
making recommendations for their further studies or their future employment, or
conferring any other benefits on them.
Amorous relationships between faculty members and students are wrong
when the faculty member has professional responsibility for the student. Such situation greatly increases the chances
that the faculty member will abuse his or her power and sexually exploit the
student. Voluntary consent by the
student in such a relationship is suspect, given the fundamentally asymmetric
nature of the relationship. Moreover,
other students and faculty may be affected by such unprofessional behavior
because it places the faculty member in a position to favor or advance one
student’s interest at the expense of others and implicitly makes obtaining
benefits contingent on amorous or sexual favors. Therefore, the University will view it as
unethical if faculty members engage in amorous relations with students enrolled
in their classes or subject to their supervision, even when both parties appear
to have consented to the relationship.
3.
As with faculty, staff may also
be in a position to exert authority and control over students. Staff, too, must be conscious of the
potential for abuse of power inherent in their relationships with
students. Students rely on staff for
assistance and guidance in dealing with issues such as scheduling of classes,
financial aid, tutoring, housing, meals, employment, educational programs,
social activities and many other aspects of University life. Those who deal with students are expected to
provide them with support and positive reinforcement. Staff who would deal with students in a
sexual manner abuse, or appear to abuse, their power and violate their duty to
the University community.
As used in this policy, the terms
“faculty” or “faculty member” mean all those who teach at the University, and
include graduate students with teaching responsibilities and other
instructional personnel. The terms
“staff” or “staff members” mean all employees who are not faculty, and include
academic and non-academic administrators as well as supervisory personnel. The term “consensual sexual relationship” may
include amorous or romantic relationships, and it intended to indicate conduct,
which goes beyond what a person of ordinary sensibilities would believe to be a
collegial or professional relationship.
1.
Within the Instructional
Context
It is
considered a serious breach of professional ethics for a member of the faculty
to initiate or acquiesce in a sexual relationship with a student who is
enrolled in a course being taught by the faculty member or whose academic work
(including work as a teaching assistant) is being supervised by the faculty
member.
2.
Outside the Instructional
Context
Sexual relationships
between faculty members and students occurring outside the instructional
context may lead to difficulties.
Particularly when the faculty member and student are in the same
academic unit or in units that are academically allied, relationships that the
parties view as consensual may appear to others to be exploitative. Further, in such situations the faculty
member may face serious conflicts of interest and should be careful to distance
himself or herself from any decisions that may reward
or penalize the student involved. A
faculty member who fails to withdraw from participation in activities or
decisions that may reward or penalize a student with whom the faculty member
has or has had an amorous relationship will be deemed to have violated his or
her ethical obligation to the student, to other students, to colleagues, and to
the University.
3.
Staff/Student Relationships
Consensual sexual relationships between staff and students are prohibited in cases where the staff member has authority or control over the student. A staff member who fails to withdraw from participation in activities or decisions that may reward or penalize a student with whom the staff member has or has had an amorous relationship will be deemed to have violated his or her ethical obligation to the student, to other students, to colleagues, and to the University.
Complaints alleging a
violation of the Consensual Sexual Relationships Policy shall be handled in
accordance with the Grievance Procedure For Complaints Based
Upon Discrimination, Sexual Harassment, Consensual Sexual Relationships
or Racial and Ethnic Harassment. To contact the University Equal Opportunity
and Affirmative Action Office:
Norman Campus
Room 102, Evans Hall Room 111,
(405) 325-3546 (405)
271-2110
(Regents, 9-27-95)
These
procedures may be obtained through the Office of Resident & Student Affairs
or the Office of Human Resources.
PHYSICIAN RECOVERY PROGRAM
FOR RESIDENTS
The College
of Medicine-Tulsa is the sponsoring institution for graduate medical education
at the University of Oklahoma Health Sciences Center,
Tulsa Campus. The College recognizes the
importance of providing an avenue for intervention and treatment for physicians
in residency and/or fellowship training who develop or
have alcohol or other chemical dependence problems. The College and its residency programs want
our residents to understand that there is a desire to work with them in a
strongly supportive manner for their rehabilitation if they are discovered to
have a chemical dependence problem.
The
The Physician Recovery Program (PRP) is a special program of the Oklahoma State Medical Association (OSMA). The program’s purpose is to provide a peer-sponsored program for those physicians (including residents) who have developed a chemical dependence problem.
The program
approaches individuals suffering chemical dependence with the following
resources: (1) a method for confronting physicians regarding their problems,
(2) provides a mechanism for evaluation of chemical dependence problems, and
(3) identifies appropriate treatment programs for these individuals.
The PRP
officially works with allopathic physicians, osteopathic physicians, physician
assistants, and dentists. It also
provides services to residents in graduate medical education programs and to
medical students. The Oklahoma State Board of Medical Licensure and Supervision
has recognized the PRP for its activities, and the Board allows the OSMA to
supervise physicians who voluntarily commit to its
program and ongoing monitoring activities.
The Board generally respects the confidentiality of the PRP program.
(Note: the following is the usual, though not only,
procedure.)
1. The residency program director contacts the Chair of the OSMA PRP Committee to discuss options for dealing with a resident who is discovered to have a problem or potential problem.