College of Dentistry Handbook

Handbook

Please note, the information contained in this handbook may change from time to time by action of appropriate segments of the
University.

EQUAL OPPORTUNITY STATEMENT
The University of Oklahoma is an Equal Opportunity Employer. To find out more visit:
http://www.ou.edu/content/web/landing/legalnotices.html

1 - ACCESS AND OPPORTUNTY

2 - PREFACE

2.1 - Handbook Usage

The Student Handbook does not represent a contract between The University of Oklahoma College of Dentistry and the students who attend. The information contained in the COD Student Handbook is subject to change at the discretion of the COD Ad-Hoc Committee for Student Handbook as appropriate. In the event that any of the information outlined herein is found to be in conflict with University of Oklahoma Health Campus and/or University of Oklahoma policies and/or procedures, the latter will automatically take precedence.

(see Policies and Procedures Faculty Handbook)

2.2 - Handbook Review and Maintenance

The Student Handbook is reviewed annually and revised as needed. Revisions to policies and procedures are noted at the end of each section.

Every effort is made to ensure the handbook is up-to-date. If changes occur, students will be notified by e-mail and will be expected to adhere to the most current version of the policy.

In addition to this Student Handbook, various departments, units, offices, or divisions within the COD may, with the approval of the Office of the Dean, periodically issue and/or change guidelines, rules, and/or manuals from time to time which pertain solely to the conduct of their individual areas. Students in these areas are subject to such guidelines, rules and/or manuals and are expected and required to understand and abide by them.

Specific departmental or divisional handbooks should be found on D2L for those specific courses.

2.3 - Definitions of Acronyms Used

Unless otherwise provided, the definitions below apply to all of the University of Oklahoma Health Campus College of Dentistry Handbook.

Definition (Acronym):
Advanced Education in General Dentistry (AEGD)
Air Water Syringe (AW)
American Dental Association (ADA)
American Heart Association (AHA)
American Red Cross (ARC)
American Society for Testing Materials (ASTM)
As Little Radiation as Reasonably Achievable (ALARA)
Automatic External Defibrillator (AED)
Blood Pressure (BP)
Cardiopulmonary Resuscitation (CPR)
Center for Disease Control and Prevention (CDC)
Central Sterilization (CS)
Clinical Instructor (CI)
College of Dentistry (COD)
Current Dental Terminology (CDT)
Date of Birth (DOB)
Dental Hygiene Student (DH)
Dental Informatics (DI)
Dental Student (DS)
Director of Compliance (DOC)
Electronic Health Record (EHR)
Environmental Health and Safety Office (EHSO)
Environmental Protection Agency (EPA)
Food and Drug Administration (FDA)
General Practice Residency (GPR)
Group Practice Director (GPD)
Health Information Portability and Accountability Act (HIPAA)
Herpes Simplex Virus (HSV)
High Volume Evacuation (HVE)
Human Immunodeficiency Virus (HIV)
Hypertension (HTN)
Information Technology (IT)
Inventory Associate (IA)
Master Treatment Plan (MTP)
Occupational Safety and Health Administration (OSHA)
Oklahoma University Health Sciences Center (OUHSC)
Organization for Safety Asepsis Procedures (OSAP)
Other Potentially Infectious Materials (OPIM)
Patient Care Manager (PCM)
Patient Services Coordinator (PSC)
Patient Services Representative (PSR)
Permission to Proceed (PTP)
Personal Protective Equipment (PPE)
Predoc Consent to Treatment (PDPC)
Professionalism Concerns Report (PCR)
Quality Assurance (QA)
Radiation Protection Representative (RPR)
Relative Value Unit (RVU)
Ryan White Grant (RW)
Treatment Adjustment Request (TAR)
Workforce member - Students, staff, faculty, residents, volunteers and trainees, and other persons who conduct university business (WM)

3 - GENERAL COLLEGE OPERATIONS

3.1 - Mission

The mission of The University of Oklahoma College of Dentistry is to provide outstanding patient care and dental education to continuously improve the health of Oklahomans and those we serve.

3.2 - Vision

Transforming the health of Oklahomans and the future of dentistry through the power of science, technology and research.

3.3 - Purpose

At the University of Oklahoma College of Dentistry, we achieve excellence in every smile by:

Educating the next generation of dentists and dental hygienists.
Serving as the source of lifelong continuing dental professional education and training.
Championing oral health as essential to total health.
Providing world-class oral health care to patients of all ages.
Reducing disparities in access to care and promoting community outreach.
Engaging in research to transform the future of dentistry.

3.4 - Values

Professionalism: Committed to upholding the highest standards of professionalism in ethical conduct, patient care, interprofessional
collaboration and leadership.

Excellence: Ensure excellence in patient care and safety, education, research, community service, faculty, staff and facilities.

Accountability: Hold ourselves accountable to personifying the mission, vision and values of the University of Oklahoma College of Dentistry.

Knowledge: Dedicated to providing the highest level of education and training for the benefit of our students, patients, faculty and staff.

3.5 - Strategic Plan 2025-2030

Strategic Plan Pillars
1. Cultivate the Next Generation of Healthcare Professionals through Integration of Education, Research, and Patient Care.
2. Address Health Disparities Across Oklahoma.
3. Cultivate a Culture Rooted in Our Core Values to Achieve Access, Opportunity, Compassion and Respect for All.

3.6 - Access and Opportunity

Background: Policy 2.4 and its related processes aim to promote and support an institutional environment and culture within the College that optimally supports its core missions of education, patient care, research and service. A collegial, respectful, supportive, and welcoming environment and culture will assist all stakeholders of the College to excel in their multiple and interrelated roles.

As of January 6, 2025, the Dean assigned responsibility for fulfillment of this Policy to the OUCOD Access and Opportunity Committee.

Purpose: The purpose of the OUCOD Access and Opportunity Policy is to outline practices and procedures to systematically evaluate and implement comprehensive strategies to improve the College’s institutional climate for access and opportunity.

Policy Statement: Policy 2.4 requires that there be an ongoing, systematic evaluation and critical consideration of the College’s institutional environment. There shall be a formal survey or other assessment of the environment at least annually. Processes will be developed and described to collect and assess the data, and to generate related recommendations.

Responsibilities: The OUCOD Access and Opportunity Committee will cultivate, implement, and evaluate access and opportunity initiatives within the College to promote a welcoming and supportive environment, equal access to educational and professional opportunities remain a top priority.

Procedures: Methods will be proposed to address the needs identified through ongoing analyses. A Report on these assessment activities will be made annually to the Dean and to other stakeholder groups designated by the Dean.

By establishing this policy, the OUCOD seeks to:

• Create procedures and processes to systematically evaluate comprehensive strategies to improve the institutional climate for access and opportunity.
• Conduct assessments at least annually to identify strengths and areas for improvement.
• Establish clear and measurable goals for progression towards access and opportunity goals.
• Attract and retain faculty, staff, students, and patients from varied backgrounds to foster a welcoming and representative community.
• Foster an inclusive climate through evidence-based training and meaningful celebrations of access and opportunity.

Policy Review: This policy will be reviewed every three years by the Dean’s Advisory Council and revised as needed to reflect advancements and best practices in dental education, research, technology, and patient care.

Effective Date: 11/11/2024
Revised Date:
New Review By Date: 11/11/2027

Additional Resources: Office of University Community, Student Affairs, Multicultural Student Services, Disability Resource
Center, Veteran Student Services

The complete Non-Discrimination Policy and compliant procedure is found on the Institutional Equity Office website.

4 - STUDENT AFFAIRS

4.1 - Campus Services, Requirements, and Resources
4.1.1 - Campus Police and Public Safety

The Campus Police and Public Safety’s website includes policies and procedures of interest to students regarding right to know, general safety, hazardous weather, and emergency services. Information regarding campus closing due to hazardous weather is announced on the OUHC home page and is available at 405.271.6499 (OKC) and 918.660.3999 (Tulsa) and through the University’s Emergency Communication System (ECS). The University of Oklahoma’s Emergency Communication System (ECS) enables the University to send time sensitive notifications about emergency situations to all students, faculty, staff, and identified campus affiliates. These urgent messages will be transmitted to all available voice service, e-mail and text messaging options. Students in clinical assignments are considered professionals-in-training and are learning the responsibilities of health care providers whose services are vital to patients, clinics and hospitals. Therefore, they too are responsible for meeting their obligations regardless of inclement weather unless relieved of these duties by their instructor/clinical supervisor.

OU police officers are invested with the same powers as sheriffs and municipal police officers. They have the same authority to enforce state laws, including making arrests when appropriate.

Officers are on duty 7 days a week, 24 hours a day. Phone number 405.271.4300, located at 934 NE 8th St. Emergency telephones are located in strategic areas in the parking lots. Aside from regular law enforcement duties, they are equipped with jumper cables, air tanks, and first aid kits. They are trained in CPR and First Aid.

Update your contact information for the Emergency Communications System at http://www.ouhsc.edu/ecs/ 

4.1.2 - Counseling Services

All students on the Health Science Center campus have access to a myriad of services offered through the Office of Student Affairs to include individual therapy, group therapy, student wellness, and TAO Connect. Dental and dental hygiene students enrolled on the OUHC campus are assessed a Counseling Services Fee each semester, making them eligible for specific counseling services. Distance site students are now also included in the fees so they are offered counseling through telehealth. Services are available to all students at all sites. All services are strictly confidential and are at no additional cost to HSC students.

Counseling Services Provided
Individual Counseling
Group Therapy
TAO Connect
Academic Coaching (Study and Test-Taking Skills)
Psychological Assessment (For a Fee)
Educational Programs and Workshops
Couples Counseling
Common Concerns Addressed Through Counseling Services
Improving Study and Test-Taking Skills
Problems with Drugs/Alcohol
Reducing Test/Evaluation Anxiety
Sexual Difficulties
Difficulty Concentrating
Harassment /Discrimination
Depression
Difficulty Sleeping
Anxiety
Perfectionism
Stress Management
Personal Growth
Relationship Difficulties
ADD Evaluations (for an extra charge)
Suicidal Thoughts
Difficulties Adjusting to New Culture/Customs

To schedule an appointment or for information regarding a workshop call (405) 271- 7336 or e-mail counselors@ouhsc.edu. They are located in the Student Union, Room 300.

For additional information visit: https://students.ouhsc.edu/SCS
All services are strictly confidential and are at no additional cost to HSC students.

Hours of Operation:
Monday through Friday 8:00 a.m. to 5:00 p.m.

Mental Health Emergency Information:
If life-threatening situation occurs after business hours, call Campus Police at (405) 271- 4911 or 911.

4.1.3 - Disability Resource Center

The University of Oklahoma is committed to the goal of achieving equal educational opportunity and full participation for students with disabilities. Consistent with the Rehabilitation Act of 1973, as amended, and the Americans with Disabilities Act of 1990, as amended, The University of Oklahoma ensures that no “qualified individual with a disability” will be excluded from participation in, be denied the benefits of, or otherwise be subjected to discrimination solely on the basis of disability under any program or activity offered by The University of Oklahoma.

Accommodations on the basis of disability are available by contacting the Disability Resource Center (DRC) by email, drc@ou.edu, or by calling (405) 325-3852 Voice or (405) 325-4173 TDD. Students requesting disability-related services or accommodations are required to submit appropriate documentation to substantiate the disability every semester. DRC staff will review the documentation and send e-mail to the student's university e-mail account that explains the eligibility determination. Students can expect to receive an initial response within 15 University business days of the Center's receipt of the documentation. Students with disabilities will then schedule an appointment for an initial intake procedure with the Disability Resource Center staff. During this appointment DRC staff and the student will engage in an interactive process and discuss any history of accommodation, strengths and limitations, and review policies/procedures.

Information on policies and registration with DRC may be found on the DRC website at www.ou.edu/drc.

4.1.4 - International Student Services

Recruitment and Admissions provides assistance to international students at the point of application and continuing through their education. Advisors are available to assist students with all immigration-related issues.

All international students should bring their original immigration documents to check in with International Student Services as soon as they arrive on campus, and will not be allowed to enroll until they do so. International students are also required to have health, hospitalization, and repatriation insurance while at the Health Campus.

For additional information visit: https://students.ouhsc.edu/Student-Services/ISS.

4.1.5 - Multicultural Student Services

Multicultural Student Services (MSS) exists to create and maintain a culturally diverse student environment, provide educational opportunities on the varying cultures on campus, optimal recruitment, advisement and support services to prospective and current students.

For additional information visit: https://students.ouhsc.edu/Student-Services/MSS.

4.1.6 - Self Service

Students can login to http://www.ouhsc.edu/selfserve.aspx to view/accept/decline financial aid, update addresses, view e-bills, pay tuition, apply for graduation, request a transcript, access other student records, financial aid, and bursar functions.

You can request an official copy of your transcript be mailed to X address by logging into self-service where you view your unofficial transcript. You can also fill out a transcript request form and email it to admissions@ouhsc.edu. If you needs it sent electronically or via express mail, you will need to request it via the National Student Clearinghouse and there is a charge.

It is the student’s responsibility to take care of outstanding balances before enrollment, otherwise a hold will prevent the student from being enrolled in a timely manner and may delay financial aid disbursement. This will also cause a delay in getting access to D2L and Canvas.

Students should have contact information updated at all times.

4.1.7 - Student Health Services

Comprehensive health services for all Health Campus students are offered in the Family Medicine Center. Those services are usually provided by family physicians, including pediatric, medical and gynecological care. X-ray facilities are also available.

Each dental student and HC dental hygiene student, at the time of enrollment for each semester, is charged a fee to defray the cost of these services, without regard to the number of hours he or she is enrolled. The health fee does not cover most labs, x-ray reading, and immunizations. Each student admitted to the University on the Health Sciences Center campus receives a health form that must be completed prior to enrollment. Student ID and insurance cards must be presented at each visit. Distance dental hygiene students are not assessed the Student Health Care fee and cannot access services through the Family Medicine Center.

All students enrolled in OUHC programs must either:

• Purchase the OUHC Student Health Insurance Plan or
• Submit a waiver to show alternative coverage via the Student Health Insurance waiver program each semester of enrollment.

The University Health Club is available for enrolled students to guide them to achieve optimal health, improve physical and mental performance, and enhance their lifestyles. They are located at the Harold Hamm Diabetes Center building or you can visit The University Research Park location which offers 24/7 access.

For additional information visit: https://students.ouhsc.edu/HRS

4.1.8 - Veteran Student Services

Veterans who are eligible to receive benefits through the Department of Veteran’s Affairs (VA) are also advised through Recruitment and Admissions located in the Student Union, Rm. 300. Veterans must have their enrollment status certified by the advisors each semester in order to receive payment from the VA. Students should contact the advisors upon arrival on campus in order to ensure that the correct paperwork is completed so that the enrollment may be certified and payments made by the VA as soon as possible.

For additional information visit: https://students.ouhsc.edu/Student-Services/VMA

4.2 - Release of Student Information

Recruitment and Admissions provides annual notice of the Family Educational Rights and Privacy Act (FERPA) rights afforded to current students with respect to their educational records. FERPA permits the release of “directory information” about students without the student’s written consent. Directory information routinely appears in student directories and alumni publications and may be freely released. Upon written request, students may opt to withhold the routine disclosure of their directory information, in which case, such information will be treated as confidential and released only with the student’s written consent, or as permitted, or required by law.

Directory information includes: Student’s name, home and permanent address, e-mail address, telephone/cell number, major field of study, class year, enrollment status, anticipated degree date, participation in officially recognize University activities, degree and awards received, and most recent previous educational institution attended.

Students should be advised that by withholding directory information, University officials are prohibited from disclosing any form of information without the student’s consent. This means that inquiries about the status of students, who apply for an auto loan, good student discount, apartment lease, employment verification, enrollment verification, loan deferments, etc., will not be verified by University officials unless accompanied by a written release from the student.

For further information, please refer to Section 3.8.10 - Release of Student Information and Access to Student Records in the OUHC Student
Handbook.

4.2.1 - Family Education Rights and Privacy Act

Information maintained by the University of Oklahoma about students is covered under the Family Educational Rights and Privacy Act (FERPA). FERPA is defined as either directory or confidential. The College of Dentistry follows the FERPA policy maintained by Recruitment and Admissions.

For additional information visit: https://admissions.ouhsc.edu/FERPA 

4.2.2 - Letters of Standing, Rank, Recommendations, or Transcripts

To request a letter of good standing or know your class rank, please email the Student Affairs Staff in the College of Dentistry.

To verify enrollment or degree attainment, submit an Enrollment Verification Form to the Office of Admissions and Records. Transcript Requests are also done by the Office of Admissions and Records. You can request an official copy of your transcript be mailed to X address by logging into self-service where you view your unofficial transcript. You can also fill out a transcript request form and email it to admissions@ouhsc.edu. If you needs it sent electronically or via express mail, you will need to request it via the National Student Clearinghouse and there is a charge.

To request a letter of recommendation, submit a completed Consent of Authorization form to the Dean of Student Affairs in the Dean’s Office for recordkeeping.

All forms can be found on the Recruitment and Admissions Office website: https://admissions.ouhsc.edu/Current-Students/Forms

4.3 - Student Awards, Honors, and Scholarships
4.3.1 - Scholarships

The College of Dentistry is fortunate to have a great variety of scholarship opportunities available to students. Award amounts may vary from several hundred to several thousand dollars per semester, depending upon the specific award. There are typically about 70 students who receive scholarships totaling approximately $300,000.

Applicants must have the FAFSA on file for the upcoming academic term prior to submitting an application for OU College of Dentistry scholarships. Applicants must also be in good academic standing. When applying for OU College of Dentistry scholarships, applicants will be required to submit responses to a few short-answer questions. Some scholarships may prompt applicants to submit supplemental material to be considered.

Criteria for each scholarship is dependent on each foundation account and they are allocated per year or per semester dependent on the amount. Students can find the application on Self-Service during the spring term. Refer to the scholarship link on the OUCOD website for more information.

4.3.2 - Dean's Award of Academic Excellence

Presented for attaining the highest academic standing during the prescribed years of study at the University of Oklahoma College of Dentistry.

4.3.3 - Distinction

Dental Student Distinction:
Distinction recognition is given to fourth year students. No student who has been subject to disciplinary action will be granted a degree with distinction, special distinction or outstanding distinction.

Outstanding Distinction: Awarded to the number one student in the graduating class. Depending on the differential of cumulative GPA, there may be two students who receive this distinction.

Special Distinction: Awarded to the top 5% of the class.

Distinction: Awarded to the remaining 15% of the class.

Dental Hygiene Student Distinction:
Distinction recognition is given to second year students. No student who has been subject to disciplinary action will be granted a degree with distinction or special distinction.

Special Distinction: Awarded to the top 5% of the class.

Distinction: Awarded to the remaining 10% of the class.

4.3.4 - Departmental and Divisional Awards

There are several awards given out by Department, Division, or National Groups. The criteria is based upon performance in each of those specific courses of that Department or Division.

The awards are typically presented at the Senior Awards Ceremony prior to graduation or at the ODA Annual Meeting.

4.3.5 - Omicron Kappa Upsilon

Omicron Kappa Upsilon is a national dental honorary society founded in 1914. It recognizes graduates exhibiting achievements in scholarship, exemplary traits of strong character, and professional potential. Members receive a stole representing the society for graduation.

4.3.6 - Sigma Phi Alpha National Dental Hygiene Honor Society

Sigma Phi Alpha is a national dental hygiene honorary society founded in 1958. Membership is based upon scholarship, leadership, character, and service to the profession. Members receive a certificate and a pin representing the society for graduation.

4.4 - Attendance

University of Oklahoma College of Dentistry D.D.S. Attendance Policy and Absences 

Overview and Philosophy
The University of Oklahoma College of Dentistry students pursuing the Doctor of Dental Surgery and Dental Hygiene degree are aspiring to a profession in which full participation in the learning environment is an essential component of lifelong learning and aligns with accreditation and licensing standards. Professional development dictates that students are expected to make their education program their highest priority. Attendance and participation are expected in all educational activities, and any other additional sessions specified by the College of Dentistry.

Attendance and Punctuality Expectations
The University of Oklahoma Dentistry students must arrive on time, participate, and attend all required activities. This applies to didactic and clinical activities, to include dressing professionally and arriving early or on time.

An absence is any instance when a student is not present at an activity. Students should not assume they are allowed any absences at their discretion or for their personal convenience. All requests for excused absences must be made through the COD Student Absence Request Form. All anticipated absences must be requested 30 days in advance. Requests submitted after this deadline will not be considered. For unanticipated absences, the form must be submitted as soon as possible.

Once you have completed your absence request, you will receive notification if the absence is considered excused, unexcused or unapproved.

A limited number of reasons will justify excused absences. These include, but are not limited to:

1. An illness, personal emergency or family tragedy
2. Personal emergency
3. Access to health services and counseling. Students may be excused to attend necessary health care and counseling appointments. Students should make all such appointments during independent study time.
4. Religious observance-actual day (s) of observance only
5. Residency/job interviews
6. Jury Duty with appropriate documentation
7. Scientific/Educational presentation or representation in a leadership capacity at regional or national professional meetings

Absences for reasons not explicitly covered in the policy will be reviewed on a case-by-case basis. Examples of absences typically considered unexcused include weddings, family vacations, and personal obligations. In such cases, a maximum of one day may be permitted.

Students are required to attend all scheduled clinical sessions, regardless of whether they have met the minimum requirements for graduation.

Consequences of Absences
Students are responsible for all material and assignments missed during any absence. At the discretion of Student Affairs, students may be required to provide documentation supporting the reason for the absence. Additionally, the Course Director may require completion of supplemental assignments to make up for missed activities.

Students with an unexcused absence will not be permitted to make up exams, quizzes, or assignments and will receive a grade of zero for any missed work.

Students are permitted up to five excused absences and two unexcused absences per academic year. Requests for additional absences beyond these limits will be reviewed on a case-by-case basis, taking into consideration the student’s academic standing and overall performance. Penalties for excessive absences will be determined by the Dean of Academic Affairs, the Dean of Clinics and the Dean for Student Affairs.

An unapproved absence or failure to report an absence as described above is considered unprofessional behavior and may result in a Professionalism Concerns Report (PCR).

Special Circumstances
Examinations: Because of the difficulty in rescheduling examinations, permission to be excused from high-stakes examinations (e.g. midterm, final, clinical skills assessments) will be granted only in cases of health issues or personal tragedy. While exceptions may be reviewed on an individual basis, residency/job interviews, family events, or personal travel are not considered reasons for missing an examination.

Faculty may not impose a point limitation or grade penalty on a high-stakes examination for which a student has obtained an excused absence. However, faculty may employ a revised examination format.

A student with an unapproved absence from any examination will receive zero credit for the examination and will not be able to make-up
the exam.

Policy Date: 05.21.2025

Dental Hygiene Student Procedure for Reporting Absences

Didactic Absences
1. Attendance is mandatory for didactic courses unless specifically advised otherwise by the Course Director. Each unexcused absence for
didactic courses will result in a 2-point deduction from the final course grade.

Clinic Tardiness/Absences

ATTENDANCE IN ALL CLINIC AND ROTATION SESSIONS ARE MANDATORY.

1. Students are required to arrive on time for all clinic activities. Late clinic arrival (<10 minutes) will result in an N in Professionalism-Punctual on the Clinic Evaluation Form according to the DH I and DH II Clinical Evaluation Rubric. Mandatory clinic arrival times are located in the Dental Hygiene Reference Documents. Students will be counted as absent (unexcused) if they are more than 10 minutes late for the clinic or rotation.
2. If a student leaves without permission s/he will be counted as absent (unexcused).
3. Failure to attend a clinic or rotation session without notifying the proper faculty will result in an unexcused absence.

*In the event of an unexcused absence the student will receive a 10 point grade deduction from their overall clinic grade.

Reporting Absences:
Requests for excused absences that are anticipated must be made in writing to:

• The Course / Clinic Director for the courses and/or clinics to be missed
• The Dental Hygiene Program Director
• Site Coordinator

Unanticipated absences (i.e. illness, injury, etc...) are to be reported prior to the scheduled class or clinic session on the date the absence occurs. Unanticipated absences are to be reported to:

• The individual Course / Clinic Director
• The Dental Hygiene Program Director
• Site Coordinator
• If patient care is to be delivered that day, then it is your responsibility to notify the patient if that is your specific site’s policy.

For all absences related to illness, students must provide a doctor’s note that includes date and time of service that matches date of absence.

4.4.1 - Leave of Absence

Leave of Absence (LOA) is defined as time away from the college for greater than one week during normal semester hours. Leaves of absence must be requested in writing, and will be granted or denied by the Dean in consultation with the appropriate administrative deans.

1. In situations of extraordinary personal/family problems or illness, students may request a leave of absence (LOA). Academic difficulty in itself is not a sufficient reason to request an LOA. Lengthy absences for less compelling reasons usually are not approved because of the adverse effects of a hiatus on the systematically integrated medical curriculum.
2. LOAs that are requested for personal/family problems or illness may be granted for up to one year and require review and approval by the Dean of Student Affairs. All requests must be made through the LOA form.
3. Students who are granted an LOA for health concerns will be required to submit a letter from a medical or mental health provider before re-enrolling.
4. Students who are on an LOA are not enrolled in the College of Dentistry. Any dental assisting or dental volunteering activity must be in compliance with the Rules and Regulations of the Oklahoma State Board of Dentistry.
5. Health and disability insurance coverage may be affected while on leave.
6. Students on a LOA cannot receive financial aid.
7. Students on a LOA are subject to adhering to all University and College compliance requirements, to include, but not limited to urine drug screen, national criminal background check, etc.

4.4.2 - Religious Holiday Observance

It is the policy of the University to excuse student absences that result from religious observances unless such an accommodation would cause undue hardship to the educational and/or university process. In accordance with the procedures stipulated by each college to accommodate varying clinical and educational differences, students must make requests for accommodation of religious holidays in writing within the first week of the term in which the course/clinical experience is offered. Approved accommodations will be provided without penalty for rescheduling of examinations and/ or required clinical, lab, or class work that may fall on religious holidays.

4.4.3 - Volunteer/MissionTrip/External Externships/Etc.

The College of Dentistry recognizes the need to develop its students as active and engaged members of the profession. Organizations such as ASDA and ADEA are instrumental in developing attitudes regarding the nature of our profession in society. As such, students are encouraged to participate in the several formal local, state, and national organizations. However, students must also recognize that their primary focus while enrolled is their own professional development.

Participation in extracurricular organizations, especially at officer level, is often time consuming and inherently competes with the time available for their own education. The College cannot allow extracurricular involvement to compromise the integrity of the students’ professional growth and their inherent role in direct patient care.

Students holding leadership positions in recognized student professional organizations must be deemed to be making satisfactory academic and clinical progress in all areas of their scholastic and clinical activities. Those who do not show satisfactory progression will not be allowed to leave for extracurricular activities (conferences, volunteer activities, mission trip, externships, etc.).

Any student that is requesting to participate in extracurricular activities must:

1. Be in good academic standing
2. Have all clinical requirements at minimum level projected for on-time graduation.
3. Currently have at least a 3.00 GPA.
4. Not have any Professional Concerns Reports or Skills Development Reports on record for the current or preceding semester at the time of the request for absence; further any student receiving a Professional Concerns Report or Skills Development Report will be ineligible for any such request during the current academic year.

Conferences
Students wanting to represent a student organization at regional or national conferences of a professional or honorary organization must receive approval from the Assistant Dean for Student Affairs before making any travel arrangements.

Students wanting to present research projects at national or international conferences of scientific organizations (i.e., presenting poster or oral presentations) must receive approval from the Assistant Dean for Student Affairs and the Associate Dean for Research and Innovation before making any travel arrangements.

Volunteering for Dental Events

1. All events at which students are invited to provide clinical service must be approved by the Administration of the College of Dentistry.
2.  Students are not permitted to provide any form of direct care to patients, at any event or location, except under the direct supervision of approved College faculty.
3. Failure to comply with this policy will be grounds for disciplinary action, including the possibility of dismissal from the College of Dentistry.

All of these items will be monitored by the Office of Student Affairs up to the date of the specific absence. Any student with a request that is revoked due to violation of this policy may apply for a subsequent event after approval from the Office of Student Affairs. Please fill out the Student Absence Request Form.

4.5 - Tuition and Fees

It is the responsibility of the student to register and pay fees on the dates specified on the Academic Calendar. The Academic Calendar can be accessed online at: http://www.admissions.ouhsc.edu/

Questions about tuition and fee payment should be directed to the Bursar. Estimated cost of tuition and fees can be found here.

4.6 - Student Life

Participation in a student organization gives students opportunities to expand and enhance their overall educational experience, improve social life, gain self confidence, acquire leadership skills, and learn how to function as a member of a group or a team. Students should explore the various student organizations offered and become actively involved.

College of Dentistry Organizations include:
Albert F. Staples Society
American Student Dental Association (ASDA)
Access and Opportunity Council
Oklahoma Association of Women Dentists (OAWD)
Rural Dentistry Interest Group (RDIG)
Student American Dental Hygiene Association (SADHA)
Student Research Group-Oklahoma Chapter (SRG)
Student Council
Student Professionalism and Ethics Association (SPEA)

Find more information under organizations on the COD website.

Professional Conduct at Events
Students who are sponsored by or participate in any events hosted or recognized by the College of Dentistry or OUHC are expected to remember their obligation as students and as developing professionals. Academic standing and satisfactory progress are critical factors and can be deciding factors when allowing students to participate in official extracurricular activities. Whether on campus or off, students will be held to the Student Professionalism Code of Conduct when attending such meetings.

Involvement of the Faculty Advisor

1. Faculty sponsors must be informed of all organization activities. Faculty sponsors should be invited to, and if possible attend in all meetings of the organization's officers, and certainly its general membership meetings.
2. Officers contacted by professional organizations outside of the College of Dentistry (i.e. ODA, ASDA, OAWD, etc.) are to contact their faculty advisor prior to making any plans or commitments with said organization.

Scheduling of Events

1. Insure that space is available. Events requiring space within the college should be scheduled a minimum of 30 days in advance.
2. Complete the Event form, available under Student Organizations on the COD Website. The form must be completed in its entirety, including the faculty advisor's signature, before any room will be reserved.

Consequences
Failing to follow the above procedures may result in the following sanctions being enforced against the organization:

1. Loss of funding
2. Inability to schedule events
3. Administrative removal of organization officer(s)

Travel
Any student or representative of a student organization wanting to attend professional conferences must receive prior approval to making any plans and complete the requisite travel paperwork. (See Policy 3.4.3 EXTRACURRICULAR PARTICIPATION regarding participation). In general, students WILL NOT receive approval to attend these conferences unless:

1. The conference must provide a scientifically sound, unique learning opportunity that is not currently being provided at the College of Dentistry. "Scientifically sound" will be determined by the College, not the student or the continuing education course director.
2. Additional special permission must be received from the Dean of Student Affairs, Dean of Academic Affairs, and the Dean of Clinic Affairs, if applicable. The above policy should not be construed as to deny students the opportunity to attend a continuing education programs at times other than usual college hours. However, the College will not sponsor a student for travel excepting conditions #1 and #2 have been met, as well as the terms of Policy 3.4.3.

Students must fill out the student travel form Student Travel Form found on the COD Website.

4.7 - Tutoring Services

Tutoring services are available through the Office of Student Affairs and sponsored by the J. Dean Robertson Foundation. At risk students can request a tutor through the Director of Student Services or tutoring can be requested through the course director. Students will be paired up with an upperclassmen to help navigate course content and tips on how to study at no cost to them.

Throughout the curriculum, students who receive a failing or marginal grade on assessments will meet with the Dean of Academic Affairs. These meetings will identify specific academic difficulty of each student and to institute appropriate remedial activities.

The Dean of Academic Affairs will continue to follow the academic progress of all students throughout each semester by monitoring the student's examination performance. Particular attention will be paid to those students on probation. All students are encouraged to meet with appropriate individuals e.g. faculty, counselor or learning specialists to discuss any difficulties they are having in dental school.

Written progress notes for counseling sessions will be generated and included in each student's file.

Student academic progress will be periodically reviewed.

A student in need of special accommodations for examinations will be required to schedule an appointment to meet with the Disability Resource Center Director. The Director of the Disability Resource Center will notify the College directly if special accommodations need to be arranged for the student. Refer to the HSC student handbook.

Academic counseling in a particular course is provided by the course director. If a student is having difficulty in multiple courses, academic counseling is provided by the Dean of Student Affairs.

5 - EDUCATION

5.1 - Learning Management System

College of Dentistry currently uses Canvas as the Learning Management System.

Access Canvas at https://canvas.ou.edu 

Sign-on using your campus username and password.

Each class has a community group, for example: Class of 2027 or DH Class of 2025. General information is housed in this course such as orientation information or requirements. It is in the student’s best interest to setup notifications for items added to this course or to check in often. To visit a specific course, click on the 9 square icon to do a course search. Students will not have access to courses unless they are enrolled in the course.

5.2 - Technical Standards of Performance

The College recognizes the unique cognitive, technical, and attitudinal aspects of the profession and its curricula. Students must possess the skills and abilities that will allow them to successfully complete the course of study and receive the full benefit of the educational program. The student is required to direct or perform treatment on the patients of the College as part of the curriculum. The College has responsibility for ensuring the safety of patients and student clinicians. This includes the completion of treatment safely and within a reasonable amount of time. The student must be able to meet or perform the following elements that are fundamental to the nature of the program.

Sensory and Observation
Students must be able to observe patients, in clinic or in simulations, in order to gain information to be used in diagnosis. Students must possess vision, hearing and physical abilities sufficient to obtain a patient history, perform a physical examination and provide patient care. Additionally, students must have sufficient dexterity to manipulate dental and dental hygiene equipment appropriately and to perform in class, clinic and laboratory settings for extended periods of time.

Cognitive
Students must be able to solve problems using the ability to understand and retain knowledge derived from readings, lectures and demonstrations. Students must be able to use reasoning to analyze and integrate learned material and apply principles to new problems.

Motor Skills
Students ordinarily should have motor function sufficient to enable them to execute movements required to provide general care for and treatment of patients in routine and emergency situations. It is required that a student possess the motor skills necessary to directly perform palpation, percussion, auscultation and other diagnostic maneuvers, basic laboratory tests and diagnostic procedures. Such actions require coordination of both gross and fine muscular movements, equilibrium and functional uses of the senses of touch, vision and smell. Students must be able to tolerate physically taxing workloads and to function effectively under stress.

Communication
Students must be able to communicate effectively with patients; convey or exchange information at a level allowing development of a health history; identify problems presented; explain alternative solutions; and give directions during treatment and post treatment.

Communication includes speech and writing. Students must be able to communicate effectively and efficiently in oral and written form with all members of the health care team. Students must have sufficient facility with English in order to retrieve information from texts and lectures and communicate concepts on written exams and patient charts; elicit patient backgrounds; describe patient changes in moods, activity and posture; and coordinate patient care with all members of the health care team. In any case where a student’s ability to communicate through these sensory modalities is compromised, the student must demonstrate acceptable alternative means and/or ability to acquire and demonstrate the essential information conveyed in this fashion.

Behavioral Skills
Students must possess the emotional health required for all utilization of the intellectual abilities, the exercise of good judgment, the prompt completion of all responsibilities attendant to the diagnosis and care of patients and the development of mature, sensitive and effective relationships with patients.

5.3 - Academic Integrity and Standards

The College of Dentistry is committed to a culture of trust and individual accountability. At the foundation of this culture are the principles of truth, fairness, respect, and responsibility. Personal responsibility in all dimensions of teaching and learning result in principled people with shared standards, which assure that the allied health professions consist of practitioners with character. The choices that practitioners make shape their character and their practice. Consequently, in the College of Dentistry community, integrity in all aspects of professional education and personal development is a shared value. Individual acts that are in conflict with this shared value of integrity are subject to the Academic Misconduct Code of the University of Oklahoma. Please also see Regents’ Academic Integrity policy in the OUHSC Faculty Handbook, Section 4.17.

5.3.1 - Grading Policy

No student may graduate from the College with less than an overall (2.0) “C” grade point average. A student may appeal any decision made by the Dean according to procedures and policies set forth by the Health Sciences Center guidelines.

The College of Dentistry uses the OUHC grading system, based on the mastery of subject material. Students are made aware of the course expectations at the beginning of each course. Each syllabus lists the specific requirements for that course, as well as the grading scale upon which the grade is derived. The mastery of the subject material, or clinical accomplishments where applicable, will determine the grade the student earns.

The grading standards used by the College are as follows:

• “A” for outstanding work that demonstrates exceptional mastery of course material.
• “B” for good work which is clearly beyond simple mastery of the course material.
• “C” for acceptable work indicating a mastery of basic concepts of a course.
• “D” indicates that a student performed at a level that is below minimal competency levels established for that course. The deficiencies are limited enough that they are amenable to remediation. The course director recommends the specific requirements for remediation.
• “F” indicates that a student performed at a level that is substantially below competency levels established for the course.

Note: students receiving a grade of "D" or "F" will be placed on academic probation for the following term and will be removed from probation the following term if successfully remediated.

• An “I” grade is to be given only for an administratively excused absence for extenuating circumstances (i.e. personal illness or family tragedy). An "I" (Incomplete) grade signifies that due to extenuating circumstances the student has not achieved the minimal course objectives. The "I" grade can be removed by meeting criteria established by the instructor, after which an appropriate grade will be awarded. Normally, an "I" grade for a course, which is a pre-requisite to advancement, must be made up by the beginning of the next semester. The department chairperson and/or the course director can grant exceptions to this policy. An "I" grade for all other courses must be made up as soon as possible, but not later than the end of the next semester. An "I" not made up by the specified deadline will remain an "I" on the transcript permanently. Re-enrollment will be required to earn credit in the course.
• “S” Satisfactory work
• “U” Unsatisfactory work

Note: some courses do not lend themselves to definitive letter grades, and these are graded according to the Satisfactory/Unsatisfactory grading
system. An Unsatisfactory (U) is treated in the same manner as an "F" grade. "S" and "U" grades are not included in grade point average
computations.

Non-passing Grades

• The College of Dentistry does not consider the "D", "F", or "U" grade acceptable in terms of degree fulfillment. Both "D" and "F" grades counts toward overall GPA insofar as academic hours are recorded.

D/F Protocol

• To satisfy degree requirements, all "D" grades must be remediated by enrolling in a special studies remediation course, the contents of which are determined by the course director. If the student satisfactorily completes the requirements for the special studies course, a grade of "S" will be recorded, the degree requirement will be deemed fulfilled, and the "D" grade remains. If the student does not satisfactorily complete the requirements, the remediation is not considered successful and the student receives a grade of Unsatisfactory (U) for the special studies course and must repeat the course in its entirety. This can result in the student repeating the year.

Didactic and preclinical courses in which an “F” grade is received must be re-taken and the student will be re-enrolled in the course. Both grades will appear on the transcript. The course director recommends a format by which the course may be re-taken, subject to approval of the Periodic Assessment Committee. This can result in the student repeating the year.

Clinical courses in which an “F” grade is received may either be remediated or re-taken as determined by the course director subject to approval of the Periodic Assessment Committee. Students re-taking a failed course are re-enrolled in the course for a second time. The “F” grade for the original course and the grade for the re-taken course both appear on the student’s academic record and are included in the grade point average calculation.

5.3.2 - Academic Integrity

Upon acceptance of an offer of admission, the student commits to comply with all professional conduct regulations established by the University, respective college, and program. Individual acts that are in conflict with this shared value of integrity are subject to the Academic Misconduct Code of the University of Oklahoma.

5.3.3 - College Standards

Students will be placed on academic probation for the following reasons:

1. Receipt of a "D" or "F" grade
2. Cumulative GPA of less than 2.0

Any student receiving a “D” or "F" grade in a course or grade point average below 2.0 (4.0=A) for a semester will automatically be placed on probation. Probationary status may also be given to a student who does not receive an "F" grade or who earns a grade point average above 2.0 if, in the judgment of the faculty, the student has not made satisfactory progress toward the adequate professional development necessary for the proper treatment of patients. Other sanctions may be imposed at the discretion of the Periodic Assessment Committee subject o the Dean’s approval.

A student who receives a semester grade of "F" in any course while on probation or who receives two consecutive probationary periods may be assessed by the Periodic Assessment Committee to determine if they should repeat all or part of a year, or dismissal from the program.

Students on academic probation for two consecutive semesters may be dismissed.

If the course deficiencies are satisfactorily remediated as directed by the course director, and the student receives no further major academic deficiencies for the specified term (i.e. course grade of F, one or more D’s, academic or professional misconduct), the probationary status will be lifted. Failure to satisfactorily remediate these item(s) or continued poor academic performance may lead to an extended probationary period or more severe sanctions, such as limiting ability to receive student aid, repeating a year, or may result in dismissal from the program.

5.4 - Academic Misconduct Code

The code describes academic misconduct as acts intended to improperly affect the evaluation of a student’s academic performance or achievement and includes but is not limited to acts such as cheating, plagiarism, fabrication, fraud, destruction, bribery or intimidation, assisting others in any act proscribed by this Code, or attempting to engage in such acts. The policy and procedures related to academic misconduct are detailed in the Academic Misconduct Code found in Appendix C of the Faculty Handbook at: https://provost.ouhsc.edu/Policies-and-Procedures/HSC-Faculty-Handbook 

5.5 - Copyright Infringement

Course syllabi and all related course material are protected under US Copyright Law and may not be further disseminated in any form or format without the prior explicit written consent of the faculty member. Failure to comply with this provision may subject the student to disciplinary action and/or state or federal action.

5.6 - Academic and Professional Progress

The College of Dentistry uses a progressive 3-tier system of reviewing and making decisions regarding the advancement of students: 1) the individual course director; 2) the Periodic Assessment Committee (PAC); and 3) the Dean of the College of Dentistry.

Periodic Assessment Committees: The function of the Periodic Assessment Committees (PACs) is to assess the academic progress and professionalism of each student in the context of published University of Oklahoma Health Campus progression policies, College of Dentistry academic progression policies, and documentation of completion of course requirements as specified in the syllabi as well as the student’s overall transcript. These assessments shall result in recommendations from the PAC to the Dean of the College of Dentistry pertaining to students’ advancement in the program, and may include:

1. Advance to the next semester in good standing
2. Advance to the next semester on academic probation
3. Repeat the year or a portion thereof, or
4. Dismissal from the College.

PACs may also suggest, but are not required to suggest, departmental and/or administrative counseling.

There is a PAC for each class of dental and dental hygiene students. Each PAC shall meet at the mid-term mark and following the deadline for end-of-term grades. The Dean appoints PAC chairs annually. The PAC for each class is composed of the department chairs, the course directors from all courses that have been offered in the particular semester in which students are being evaluated, the Dean for Clinical Affairs and the Dean for Research. If s/he is not serving as chair of the Dental Hygiene PAC(s), the Dental Hygiene Program Director shall be an ex officio member of these PACs only. The Dean for Academic Affairs, Dean for Student Affairs, and the Director of Student Services are ex officio members of all PACs without vote.

The Dean for Academic Affairs will schedule meetings. A 50% quorum is required for decisions or actions to be official, and recommendations on students’ status are based on a 2/3 vote of those present. If a department chair or course director cannot attend the meeting, s/he is responsible for designating an alternate who must be approved by the chair of the PAC to attend in his or her place. The Office of the Dean for Academic Affairs shall provide administrative support to the PAC.

5.6.1 - Professional Dress Code

The University of Oklahoma College of Dentistry (COD) brings workforce members (employees, faculty, students, volunteers, trainees, etc.), patients, and visitors together for the purposes of patient care, education, and research. The healthcare provider/patient relationship is a cornerstone of your future professional career. The COD appreciates that clinical, educational, and research experiences can be influenced by the personal appearance and demeanor of all members of our college community. The confidence and trust of our patients are directly and indirectly influenced by their assessment of professional decorum, conduct, attitude, and personal appearance. The conduct and appearance of all workforce members also form a major part of the collective impression outside of the provision of care -- including alumni, legislators, foreign dignitaries, visiting professors, and others who visit the College of Dentistry. It is incumbent on all of us in the college community to conduct ourselves with dignity, responsibility, and respect for others and to maintain appropriate dress and a well-groomed professional appearance in accordance with the guidelines set forth by the COD.

Proper dress and a well-groomed professional appearance also reflect current infection prevention and safety guidelines recommended by the Centers for Disease Control and Prevention (CDC) and enforced by the Occupational Safety and Health Administration (OSHA). College guidelines for appearance and attire reinforce our commitment to all current federal, state, and local regulations as part of an ongoing effort and responsibility to maintain the safest, most contemporary learning and clinical environment possible for our patients and workforce members. These guidelines are reviewed and updated as needed by the COD Health and Safety Committee.

College of Dentistry allows self-expression through personal appearance unless it conflicts with a workforce member's ability to perform their duties effectively or it is regarded as offensive or harassing towards others in the college community, including patients and guests.

All workforce members must comply with the Clinical and Professional Appearance and Dress Code policy. Since patient care is delivered throughout the year, it is important to maintain a professional appearance during college business hours, Monday through Friday from 7:30 am to 5:30 pm, as well as, during college-approved activities, for example, Kid’s Day and Veteran’s Day events. This operating procedure applies to all College of Dentistry facilities as well as all affiliated external sites. When workforce members are at affiliated external sites, should there be differences in policies, they must comply with the site’s policies and procedures, including those related to professional appearance and attire.

General Appearance:
All students must comply with the following guidelines for professional appearance and attire during business hours.

Professional Appearance:

1. Hair should be clean, well-groomed, and of a neutral or natural color.
2. Men must be clean-shaven or beards and mustaches must be clean, neatly trimmed, and well groomed.
3. Personal body hygiene is required so that offensive body odor is avoided.

Professional Dress Code:

1. Business Casual: dress slacks, skirts or dresses of appropriate length, polo-style shirts, shirts with collars, and blouses with long or short sleeves.
2. Shoes: most types of shoes are acceptable as long as they are clean and presentable.
3. OUCOD ID Badge: must be visible and worn above the waist, at all times.

Unacceptable or Not Permitted:

1. Clothing: bare midriffs, exposed undergarments, improperly fitted clothing, baseball caps or other hats, T-shirts with inappropriate content, rubber flip-flops, jeans with tears or designer holes, yoga pants or work-out attire, and sweats.
2. Tattoos: obscene images and/or are offensive based on gender, race, sexuality, or religion, or that have yielded patient or employee complaints must always be covered.
3. Jewelry: must not present a safety hazard or interfere with job responsibilities.

5.6.2 - Professional Concerns Report

The College of Dentistry is charged with educating the dental student in a manner which allows that student to matriculate into the profession of dentistry. However, academic and clinical situations can arise which brings into question the ethics, integrity, or abilities of the student.

The Professionalism Concerns Report is prepared when a student exhibits behavior not consistent with the OUHC Student Professional Behavior in an Academic Program Policy. It is intended to assist the student in meeting professionalism expectations in academic, professional or administrative settings. Improvement in the area(s) below is needed in order to meet the standards of professionalism inherent in being a dentist or dental hygienist:

• Integrity & Honesty
• Patient-Centered Care & Patient Safety
• Respect
• Service & Working within the Team
• Responsibility
• Responsiveness, Adaptability, & Self-Improvement

PCRs are filed with the Dean of Student Affairs and becomes part of the student file.

Outcomes in these situations will be consistent with published university policy (see OUHSC Faculty Handbook, Appendix C - Student Professional Behavior in an Academic Setting.)

5.6.3 - Skills Development Report

The Skills Development Report is prepared when a student exhibits performance concerns that do not meet pre-clinical and/or clinical expectations outlined in course syllabi. It is intended to assist the student in meeting expectations, progressing in pre-clinical and/or clinical settings, and includes a course of action plan. Improvement in the area(s) noted below is needed in order to meet the expected standards of progress towards being a dentist or dental hygienist.

Nature of Concern(s):

• The student does not exhibit the skills expected at this stage in their education.
• The student does not follow instructions.
• The student repeatedly did not demonstrate awareness of his/her own deficiencies and/or willingness to seek help.
• The student resisted adopting recommendations from faculty or others to improve learning or performance.
• The student did not correct their errors when they were brought to their attention.
• Other reasons at the discretion of pre-clinical and clinical course directors where a student does not meet expectations.

This report goes to the Dean of Clinical Affairs and is discussed as part of student progress at the Periodic Assessment Committee
meetings.

5.7 - DDS Promotion and Advancement Policy

The College of Dentistry curriculum for the Doctor of Dental Surgery degree is both rigorous and tightly scheduled. Each cohort of students takes the same block of required courses for each academic year of the program. The Promotion and Advancement Policy is designed to ensure that students are clearly informed regarding requirements for advancement and the consequences when those requirements expectations are not met. For each semester of the program, all required courses must be successfully completed in order to advance.

Purpose: The University of Oklahoma College of Dentistry [COD] seeks to:

• Set clear standards for advancement through the curriculum.
• Inform students of requirements and consequences.
• Ensure that students are clearly informed and responsible for their own progression through the program.

Policy Statement:

• Students who earn an “F” grade in Human Structure for Dental Students during the first term will automatically be dismissed from the program.
• Any “D” or “F” grade automatically places the student on academic probation, with the exception of an “F” grade in Human Structure for Dental Students, which shall result in dismissal from the program.
• Any student who receives an “F” or 2 “D’s” in a simulation lab course must repeat the year, regardless of the term in which the “F” or 2 “D’s” were earned. For example, a second year student who earns an “F” in a simulation lab course offered in the spring term must repeat the second year in its entirety.
• A student who receives two (2) or more “F” grades in simulation lab courses will be dismissed from the program.
• A student may only repeat one year of the first three (3) years.
• Students must successfully complete Part 1 and Part 2 of NBDE or the INBDE in order to receive a DDS degree.

Scope and Applicability: This policy shall apply to all students in the Doctor of Dental Surgery Program.

A student is considered to have repeated a year if he/she retakes a portion of the curriculum and thus falls a year behind his/her original cohort.

Senior dental students not completing their minimal clinical experiences for graduation on or before the last regularly scheduled spring clinic session will be enrolled in the summer session and the diploma will reflect the final date of the summer session. Any dental student not completing their work by the end of the summer session must be enrolled in the fall semester and the diploma will reflect the final date of the fall semester.

Any senior student who does not fulfill graduation requirements by the end of the fall semester is enrolled in the spring semester. The student may be required to complete additional requirements in various clinical departments to ensure the maintenance of competency in all areas. The decision to assign additional clinical procedures is determined by the Comprehensive Care Course Director and/or considered by the fourth-year dental Periodic Assessment Committee. If required, these additional clinical expectations are presented to the student in writing.

Simulation Lab Courses include:

• OCCL 7101/7215 Dental Morphology
• OCCL 7225 Articulation and Occlusion
• ENDO 7225 Pre-clinical lab
• FPRO 7125 Fixed Prosthodontics I
• FPRO 7225 Fixed Prosthodontics II
• FPRO 8125 Fixed Prosthodontics III
• IMPL 8192 Oral Implantology I
• OPDT 8193 Preclinical Operative Dentistry II
• OPDT 7293 Operative Dentistry I Lab
• PEDO 7125 Developmental Dentistry
• PERI 7193 Preventive Dentistry
• PERI 7305Oral Prophylaxis Clinic
• RD 7105 Alginate Impressions
• RP 7125 Removable Prosthodontics
• RP 7325 Removable Partial Prosthodontics
• RP 8191 Immediate Dentures

Policy Approval: This policy was approved by the Curriculum Committee on June 1, 2018, went into effect on June 8, 2018, and will be reviewed annually thereafter.

5.8 - Appeals Process for Students

Academic Appeals Board: The function of the Academic Appeals Board (AAB) is to adjudicate disputes concerning academic evaluations that have not been satisfactorily resolved at the division level. If the student is unable to resolve the matter at the division level, an appeal may be made to the AAB.

Membership of the AAB will consist of a pool of six full-time faculty and six students. The full-time faculty of the College will elect the six faculty members. One second year dental student, one third year dental student, two fourth year dental students plus two senior dental hygiene student members will be appointed by the Dean upon recommendations from the Student Council President. Faculty members will serve three-year staggered terms and may be re-elected. Students will serve one-year terms and may be reappointed.

The AAB shall meet on an as-needed basis. In the event of a hearing, the Dean shall establish an ad hoc board consisting of three students and three faculty members selected from the AAB membership pool. Procedures for notification and hearings should be followed as outlined in The University of Oklahoma Health Sciences Center Faculty Handbook. Any retiring member serving on a case in progress shall be continued on the Board until the case is closed.

The Dean shall appoint an additional faculty member from the AAB pool who shall be non-voting to chair the AAB and to be responsible for the Board’s administrative matters including scheduling of cases, notification of hearings and decisions, and maintenance of records. The Office of the Dean for Academic and Student Administration shall provide administrative support to the AAB.

Academic Misconduct Board: The function of the Academic Misconduct Board (AMB) is to hear cases of alleged didactic or clinical misconduct. Academic misconduct includes but is not limited to: a) cheating (using unauthorized materials, information, or study aids in any academic exercise or on national board examinations), plagiarism, falsification of academic or clinic work or records, unauthorized possession of examinations, intimidation and any and all other actions that may improperly affect the evaluation of a student's academic, clinical, or professional performance or achievement; b) destruction, misappropriation or unauthorized possession of University property or the property of another; c) assisting others in any such act; or d) attempts to engage in such acts.

Membership of the AMB will consist of a pool of ten (10) full-time faculty and ten (10) students. The full-time faculty of the College will elect the ten (10) faculty members. Two second-year dental students, three third-year dental students, three fourth-year dental students plus two senior dental hygiene student members will be appointed by the Dean upon recommendations from the Student Council President. Faculty will serve three-year, staggered terms and may be re-elected. Students will serve one-year terms and may also be reappointed.

The AMB shall meet on an as-needed basis. In the event of a hearing, the Dean shall establish an ad hoc board consisting of two students and three faculty members selected from the AMB membership pool. Procedures for notification and hearings should be followed as outlined in The University of Oklahoma Health Sciences Faculty Handbook. Any retiring member serving on a case in progress shall be continued on the Board until the case is closed.

The Dean shall appoint an additional faculty member from the AMB pool who shall be non-voting to chair the AMB and to be responsible for the Board's administrative matters, including scheduling of cases, notification of hearings and decisions, and maintenance of records. The Office of the Dean for Academic and Student Administration shall provide administrative support to the AMB.

5.9 - Departmental Care Completion

Students must have Block Care requirements completed by the end of the Fall semester during their 4th year. If students do not have this completed, they will not participate in May’s graduation.

Senior dental students not completing their minimal clinical experiences for graduation by the last regularly scheduled spring clinic session will be enrolled in the summer session and the diploma will reflect the final date of the summer session. Any dental student not completing their work by the end of the summer session must be enrolled in the fall semester and the diploma will reflect the final date of the fall semester. Senior dental hygiene students not completing their minimal clinical experiences for graduation by the last regularly scheduled spring clinic session will be enrolled in the fall semester and the diploma will reflect the final date of the fall semester.

Any dental or dental hygiene student who does not fulfill graduation requirements by the end of the fall semester is enrolled in the spring semester and may be required to complete additional requirements in various clinical departments to ensure the maintenance of proficiency in all areas.

The decision to assign additional clinical procedures is considered by the fourth-year dental Periodic Review Committee and the second year dental hygiene Periodic Review Committee, respectively. If required, these additional clinical expectations are presented to the student in writing.

5.10 - Participation in Graduation Ceremony

The commencement ceremony recognizing the achievements of students having completed all requirements for the degree is an honored tradition. It is at this time the graduates are invested with the doctoral hood representing the University and the discipline of dentistry and it is when graduates take an oath for the profession of dentistry. The recitation of the Oath symbolizes a commitment to respect the privileges inherent in the degree.

1. All students in the College of Dentistry are required to participate in the commencement ceremonies.
2. Students who have circumstances that may prevent attendance at commencement must submit a written statement of nonparticipation a minimum of two (2) weeks prior to the commencement date to the Dean for Student Affairs. Alternate arrangements for recitation of the oath will be required.
3. Students are eligible for the current ceremony as a spring or summer graduate.
4. Students completing requirements for the Doctor of Dental Surgery degree to be awarded in the fall semester will participate in the commencement exercises the following year.
5. Recitation of the Oath - the College of Dentistry uses as its official oath an adaptation of the original Oath of Hippocrates and further developed by the Faculty of the College of Dentistry.
6. Graduates may be individually hooded by an immediate family member, if the family member is a dentist with a D.D.S. or D.M.D. degree. The definition of “immediate family member” includes any person related by blood or marriage (e.g. parent, grandparent, spouse, sibling)

5.11 - National Board Dental Examination Policy

The Joint Commission on National Dental Examinations (JCNDE) administers several standardized tests to evaluate the preparedness of individuals for the study and practice of dentistry and dental hygiene. The purpose of the National Board Examinations is to assist state boards in determining qualifications of dentists and dental hygienists who seek licensure to practice dentistry or dental hygiene. These examinations assess candidates' ability to understand important information from basic biomedical and dental sciences and also the ability to apply such information in a problem-solving context.

• Ensure that students have met minimal required national standards in dental education at appropriate time points in the curriculum.
• Ensure that all graduates of OUCOD are eligible to attain a license to practice dentistry in Oklahoma and other states.

Policy Statement:

• Students must successfully complete the INBDE in order to receive a DDS degree.
• A student who fails to pass the INBDE prior to graduation in May will not receive his/her diploma until he/she successfully passes (see details below).

Scope and Applicability:
Specific dental and dental hygiene licensure requirements vary among jurisdictions, but all jurisdictions have three basic requirements: an educational requirement, a written examination requirement and a clinical examination requirement. You must complete all three to receive a license to practice dentistry.

INBDE:
Students must successfully pass the INBDE in order to graduate from the College of Dentistry. Passing is a curriculum requirement, which must be met in order to receive a D.D.S. degree from the College of Dentistry. It is expected that the initial attempt will be completed sometime between the end of summer session of the senior year and the beginning of the spring semester of the senior year.

It is imperative that students sitting for licensing examinations thoroughly understand the requirements, rules, and procedures applicable to the Board examination for which they are sitting. The consequences relative to cancellations or withdrawals, required or otherwise, are the sole responsibility of the student, as are any financial penalties incurred.

5.12 - Clinical Licensing Examination

Senior dental students who have not been cleared to participate in all phases of Comprehensive Care by the end of the Fall semester of their senior year will not be allowed to sit for the Clinical section of the Clinical (Regional) Board exam offered in the Spring term, regardless of their status as a candidate for a specific Clinical Board Exam.

5.13 - Awarding of the Diploma

Diplomas are awarded three times a year – May, August, and December. Students completing all department obligations prior to the May graduation date will be eligible to receive a May-dated diploma. Students completing department obligations after that date will have degrees dated corresponding to the August or December deadline, depending upon the semester in which their obligations are completed.

The Registrar is responsible for ordering diplomas after the College of Dentistry submits the list of “degree candidates.” No student will be allowed to graduate and receive a diploma earlier than the established spring commencement date for that Class.

Students are responsible for applying for graduation by the application deadline. At that time, they indicate if they would like the diploma to be picked up or mailed.

5.14 - Degree Completion Timeline

Dental students will have 6 years (72 months) from the month he or she enters dental school as a freshman to successfully complete all program requirements for a DDS degree, not counting time away for leave of absence. Advanced Standing Program students have 4 years (48 months) from the month of their initial enrollment at OU College of Dentistry to successfully complete all program requirements for a DDS degree, not including time away for leave of absence. Any student failing to fulfill all program requirements in the stipulated time period will be dismissed from the program and will be ineligible for graduation.

5.15 - Compliance with Commission on Dental Accreditation

Regarding: Compliance with the American Dental Association Commission on Dental Accreditation’s Policies for Complaints

The ADA Commission on Dental Accreditation serves the public by establishing, maintaining, and applying standards that ensure the quality and continuous improvement of dental and dental-related education.

In accordance with the ADA Commission on Dental Accreditation’s policies relating to Complaints, the University of Oklahoma College of Dentistry has instituted procedures to inform all students of these policies, and of their rights to file any complaints relative to accreditation standards directly to the Commission. A complaint is defined by the Commission on Dental Accreditation as one alleging that a Commission-accredited educational program, or a program which has an application for initial accreditation pending, may not be in substantial compliance with Commission standards or required accreditation procedures. The Commission on Dental Accreditation will review complaints that relate to a program's compliance with the accreditation standards. The Commission is interested in the sustained quality and continued improvement of dental and dental-related education programs but does not intervene on behalf of individuals or act as a court of appeal for treatment received by patients or individuals in matters of admission, appointment, promotion or dismissal of faculty, staff or students.

A copy of the appropriate accreditation standards and/or the Commission's policy and procedure for submission of complaints may be obtained by contacting the Commission at 401 North Michigan Avenue, Suite 3300, Chicago, IL 60611-2678 or by calling 1-800-232-6108.

Student Complaints:
Section 3 of the OUHC student handbook enumerates the rights students possess, as well as the procedures for addressing suspected or confirmed violations of said rights. Further, when the complaint pertains to specific accreditation standards, the Commission on Dental Accreditation strongly urges that students and interested parties file formal correspondence. Students are encourage to notify the Dean of Student Affairs, where such complaints will be logged.

6 - COMPLIANCE

6.1 - HIPAA/Protected Health Information
6.1.1 - HIPAA Privacy and Security

OU College of Dentistry utilizes the OUHC HIPAA website for compliance. The University is required to be compliant with the HIPAA Privacy and Security Regulations. The regulations establish national standards regarding uses and disclosures of protected health information. The purpose of this website is to provide access to the University's Privacy and Security Policies and Procedures and other helpful tools and information regarding HIPAA. The website is located at: https://hipaa.ouhsc.edu/

6.1.1.1 - Training

Annual online HIPAA Privacy and Security training is required for all workforce members. Annual trainings can be accessed via the OU Enterprise Learning Management System known as OnPoint. OnPoint will send email notifications to all workforce members up to 30 days before the expiration of the previous year's certificate. It is the responsibility of each workforce member to complete training in a timely manner.

6.1.2 - The Patient Record

Accurate and complete documentation of patient interactions is an integral and critical part of the student’s training. The electronic health record and any handwritten documents are legal documents; they afford protection to the student, the patient, the faculty, and the College should any questions arise about treatment of or interaction with a patient. The patient record contains all pertinent information regarding the patient's medical, dental, emotional, and behavioral background that might impact the type/extent of treatment rendered. Without such information, the possibility of providing inappropriate care is increased. It is also the primary source of information for decisions about the patient's status in the program. Releases, reassignments, transfers, or referrals cannot be made or defended without sufficient documentation. Proper records and information management is also important for monitoring treatment sequencing, facilitating departmental interaction in the treatment decision-making process, and providing accurate data to those to whom patient referrals are
made.

6.1.2.1 - Consents and Documentation

Each patient's electronic health record must contain:

• a signed Acknowledgment of Receipt of Privacy Practices form
• a signed Authorization for Release/Use of Protected Health Information in Photograph/Videotape/Electronic Images from Dental or Medical Record for Education Training

Optional documents are:

• Authorization to Release Protected Health Information Verbally to Others
• Request and Consent for Electronic Communications (Excluding Patient Portal and Secure Email)

6.1.3 - Academics and Safeguarding PHI

All workforce members are responsible for safeguarding Protected Health Information (PHI). Workforce members include students, residents, employees, faculty, trainees, non-employees (contract labor), volunteers, and temporary employees who will be working at the college longer than six days.

Protected Health Information (PHI) is related to past, present, or future physical or mental health condition, treatment or payment for treatment for that person AND identifiable to an individual person. It is also created, received, or maintained by a healthcare provider or other entity covered by HIPAA.

• To protect the patient's privacy:
  • Remove all patient identifiers from materials OR
  • Obtain patient authorization to use PHI (Authorization for Release/Use of Protected Health Information) OR
  • Use commercially-available slides
  • Do not take photos of instructors’ PowerPoint presentations
• Workforce members are responsible for the PHI they create, collect, store, and send
  • Photos: Do not take pictures of patients using your cell phone
  • Flash Drives: MUST be encrypted before being utilized for storing any PHI (including photos and x-rays)
  • Portable Computing Devices (e.g., laptops, smartphones, tablets, flash drives) and Desktops: Workforce members must use extreme caution when using Portable Computing Devices and desktop computers to store PHI. PHI should not be stored on Portable Computing Devices and desktop computers unless absolutely necessary; it should be stored on servers in a secure enterprise data center. Workforce members must follow the COD's Administrative, Physical, and Technical Procedures for Accessing PHI on Portable Computing Devices. If PHI is stored on such devices or computers, the device or computer must be encrypted according to HIPAA Security policies and applicable University policies. Portable Computing Devices must never be left unattended in unsecured places. The failure to take the above security precautions will be considered a violation of these Policies, subjecting the user to sanctions.
  • Personal Cell Phones: COD students are encouraged to contact patients using a phone located within the COD (see Section 2.6.1: COD Phones for Student Use in the COD Clinic Operations Manual). Calling a patient from a personal cell phone constitutes utilizing the phone for university business. Cell phones must be enrolled in Secure Mobile.
    • Patient contact numbers are considered PHI and must be kept secure.
• The University and/or the individual who breaches HIPAA can be held liable:
  • Student clinic suspension may be imposed
  • Fines may be imposed against the University and individuals
  • Individuals may be imprisoned for up to 10 years
• Resource:
  • http://www.ouhsc.edu/hipaa

6.1.4 - Physical Records Security and Privacy

Paper records and any printed radiographic images are also the property of the College and should be secured at all times. Under no circumstances is any PHI to be removed from the building. If it has been determined that a student has removed or disclosed any patient information or supporting materials (e.g. lab work) from the building, the student is subject to losing his/her clinic privileges for a period of no less than three (3) weeks.

Examples of PHI include: patient names, phone numbers, written notes, photos, treatment plan worksheets, models and grade/evaluation forms. PHI may not be left unattended on the counters or other areas. Documents printed from the electronic health record (EHR) must be placed in a locked shred bin for destruction.

6.1.5 - Contacting Patient by Phone or Electronic Devices Policy

The University of Oklahoma College of Dentistry will take all necessary steps to protect and safeguard patients’ Protected Health information (PHI). This policy is intended to provide direction to the College of Dentistry (COD) faculty, staff and students in regard to the protection of PHI when communicating by phone and/or other electronic devices.

A. For Appointment Confirmation –

1. Speaking Directly to Patient – You may provide detailed information about the appointment; i.e. time, place, provider and procedure.
2. Leaving a Message – Identify only that you are calling from the COD and provide a return number for confirmation. DO NOT leave detailed information about the appointment.
3. Confirmation VIA Text or E-Mail – The patient must have a signed Consent for Electronic (text, e-mail) Communication in the electronic health record (EHR) before this method of contact can be used.

B. Obtain or Review Health/Dental Histories –
It is the University’s policy that faculty, staff, and students shall not review documents containing PHI from the COD’s premises for their own convenience. Printing portions of the PHI is acceptable only if the documents containing PHI are stored or filed in such a way as to avoid access by unauthorized persons and do not leave the COD. Photographs of any portion of the patient’s record are prohibited.

1. Faculty, Staff, and Students Reviewing Health Histories VIA Phone – Telephone conversations must be conducted away from public areas if possible and voices should be quiet. Speakerphones may not be used. Ideally, conversations should take place during regular business hours. The information collected must be directly entered into the EHR (axiUm) and not recorded on paper or any portable computer devices; i.e. Word, Notes. If it is necessary to contact a patient after business hours and off campus, then only questions about the patient’s health that could be a consideration for treatment can be asked; i.e. have you had a heart attack or stroke in the last six months, have you had any surgeries, been diagnosed with a disease or condition that may require special needs, etc.
2. PHI via E-mail – Transmitting PHI via e-mail outside the University email address system for treatment, payment, or health care operations is prohibited unless the message is encrypted between sender and recipient in a manner that complies with HIPAA and the Emailing and Transmitting PHI policy or the patient has signed the Consent for Electronic Communication. Secure options include emailing through a secure patient portal or by typing [secure] in the subject line before the subject. Sending e-mails that contain PHI for treatment, payment, or health care operations between ouhsc.edu/ou.edu and oumedicine.com/ouhealth.com e-mail addresses is secure and acceptable as long as the recipient is authorized to receive the PHI.

6.1.6 - Policy for Models

Patient models are considered Protected Health Information (PHI).

• HIPAA and university policy require reasonable steps to protect PHI from unauthorized access.
• Models must be secured in locked desks, file cabinets, drawers, lockers, or cabinets when not in use.

The Oklahoma Board of Dentistry no longer requires diagnostic study casts or models obtained for removable or fixed prostheses to be retained as part of the patient record. Therefore, the college is not obligated to maintain the models once the patient has been released or treatment is complete. Once the treatment is completed or the patient is released, follow the destruction process below.

• Study and removable prostheses models:

1.Patient MUST be released from the student program
2. Some models are kept for teaching purposes; check with the supervising faculty before moving on to the next steps
3. If the patient's information is on the plastic mounting piece, remove PHI with a stone grinder or redact with a permanent marker
4. With the stone grinder, remove/alter the occlusal surfaces from any teeth present. If teeth are not present, the alveolar ridge does not need to be altered
5. Discard in the lab's trash can

• Fixed prostheses quadrant models or diecasts

1. The patient can still be active in the student program
2. Check with supervising faculty before moving on to the next steps
3. Remove the patient's name with a stone grinder
4. Remove or alter the occlusal surfaces with a stone grinder
5. Discard in the lab's trash can

Keep any study and removable prostheses models of active patients with current treatment to be transferred to your vertical team upon graduation.

Utilize a permanent marker to remove any PHI from the storage box or bag after all items are destroyed.

Do not discard numerous models into a single trash can at one time. The trash can liner could become overloaded.

6.1.7 - Social Media Guidelines

Protected Health Information shall not be posted or transmitted on social media sites, such as Facebook or X (formerly known as Twitter). Replies to patient posts should be avoided, especially if the reply will confirm PHI. Workforce Member should keep in mind that even if a patient’s name is not posted, if the patient could reasonably be identified, alone or with information obtained from other sources, the information is considered Protected Health Information. Do not use your personal social media account to discuss or communicate patient information with one of your patients, even if the patient initiated the contact or communication. Always use approved communication methods when communicating with patients about their health or treatment.

• Do not post photos or x-rays of patients; these images are the property of the College of Dentistry.
• Do not text photos or x-rays of patients.
• Sensitive or proprietary information MUST NOT be shared.
• Activity on social media should remain personal in use only.
• Use personal email account for registration.
• Personal social media relationships with patients, patient family member, etc. are prohibited.
• Remember that content is subject to interpretation.
• Report unprofessional content to the COD Director of Compliance.
• OUHSC email policies apply to files shared over social media
• TikTok
  • In compliance with the Governor’s Executive Order 2022-33, effective immediately, no University employee or student shall access the TikTok application or website on University-owned or operated devices, including OU wired and wireless networks. As a result of the Executive Order, access to the TikTok platform will be blocked and cannot be accessed from the campus network.
• Resources:
  • http://it.ouhsc.edu/policies/
  • Social Media & Networking Policy and Standards (oklahoma.gov)
  • HIPAA Emailing and Transmitting PHI Policy

6.2 - Information Technology Policies, Standards, and Guidelines
6.2.1 - Electronic Records Security and Privacy

All electronic records are the property of the College of Dentistry. Every effort should be made to ensure the security and privacy of these records. All workforce members must follow HIPAA and OUHC HIPAA policies to safeguard PHI. When a user steps away from a display containing protected health information (PHI), the screen must be secured by locking the screen or logging off. Minimizing the screen is not an acceptable method to maintain security.
References:
Safeguards - Administrative and Physical
Safeguards - Technical 
Workstation Policy 

6.2.2 - Encryption of Electronic Devices

Electronic devices including laptops, I-pads, tablets and cell phones must be encrypted in order to access PHI on a portable electronic device. This encryption process is established by Central Information Technology for the Health Campus.

Resource: https://itsupport.ou.edu/TDClient/30/Unified/KB/ArticleDet?ID=3016 

6.2.3 - College Computer Requirements

Link to: College of Dentistry Computer Requirements

6.2.4 - Electronic Media and Copyright

Copying, storing, and/or providing transport of digital material in a manner that violates the copyright associated with the digital material on or with any University information system resources is strictly prohibited.

Resource: https://it.ouhsc.edu/policies/documents/infosecurity/Digital%20Copyright%20Policy.pdf 

6.3 - Student Enrollment Requirements

Student Enrollment Requirements
As a student at the University of Oklahoma College of Dentistry, it is a student's responsibility to stay up to date on annual and mandatory enrollment requirements. Students are required to take steps to ensure they maintain compliance with all applicable laws and regulations.

Each student will receive appropriate training for his or her role in the organization. All training materials will be developed and/or selected and approved by the COD Director of Compliance. Documentation of compliance training provided to each individual will be maintained.

Being out of compliance can cause many issues that hinder educational progress including delay in financial aid disbursement, inability to enroll, removal from class or clinic, unexcused absences that will result in zeros, and restricted access to academic records. The student receives notification from Complio 30 days before becoming non-compliant and reminders thereafter until the student is compliant. If this timeframe falls within enrollment for the next semester, an enrollment hold is placed on their account by the Office of Compliance. Some items become non-compliant on the same day each year (June 1) while others become non-compliant on a rolling basis depending on when the original documentation was submitted.

Students must fulfill the following requirements at acceptance into the COD program, annually, or upon expiration of each requirement. It is the responsibility of each student to maintain their requirements by keeping them up to date and by staying current with all training material.

1. Complio:
   • Students must subscribe to Complio, the immunization/enrollment requirement tracking system for the duration of their program.
2. Immunizations:
   • Hepatitis B
   • Varicella
   • MMR
   • TDAP
   • Flu Vaccine
   • Covid-19 (optional)
   • Tuberculin testing
3. Health Insurance:
   • OU Student Health Insurance Plan or
   • Alternate Healthcare Coverage and
   • Needle Stick Coverage
4. Required Annual Training:
   • HIPAA Privacy and Security
   • Hazardous Communication/General Safety
   • TB Awareness
   • Blood Borne Pathogens
   • Sooner Fire Safety
   • Title IX: Sexual Assault Prevention (1st year)
5. Additional Requirements:
   • CPR - Basic Life Saving for Healthcare Workers
   • Policy Acknowledgement Statement
   • Talent/Photo Release
   • Device Encryption Attestation
   • Criminal Background Check
   • Drug Screening
   • Medical Marijuana Policy
   • Financial Aid
   • Bursar
   • Citizenship documents

The following will result for any student not compliant by the enrollment date:

1. Students will incur a campus non-refundable late enrollment fee.
2. Students cannot attend class or clinic.
   1. Students with scheduled patients during the first week of the semester will be reassigned to another student for limited treatment or can be completely reassigned if the patient has not been seen by the original student. The re-assignment will continue into the next weeks until the student is enrolled.
   2. Students will not have access to LMS for non-enrollment.
      1. Students will earn a grade of zero for all assignments and quizzes that are missed due to non-enrollment and will not be able to make them up
3. Non-enrollment due to not being compliant will result in a Professionalism Concerns Report (PCR)

6.3.1 - Complio

Complio is an online application system used by the University of Oklahoma Health Campus to track immunization and enrollment requirements among our different programs and campus sites. Students are required to upload their own immunization and enrollment documentation into the system, rather than providing documentation to Student Health or the COD Office of Compliance. Complio will also allow you to send your immunization records to externship sites or when you transition from an OUHC student to a healthcare professional.

Items to remember when creating your Complio account:

• Be sure to select the correct program you are enrolling in
• Use your OUHS email address as your primary email address
• Use your OUHS network password as your initial password
• Use your personal email address as a secondary email address
• Add your cell number to receive text message updates regarding your account
• List all aliases you have been known by in your student profile

Students who do not meet the immunization or enrollment requirements within Complio will have enrollment holds automatically placed on their accounts for the next enrollment period. Students must satisfy the requirements before the automatic hold will be released. Students should review their Complio account regularly to maintain compliance and prevent any enrollment holds.

For more information regarding Complio, visit this link: https://students.ouhsc.edu/Current-Students/Student-Wellbeing/Health-
Clinic/Complio

Frequently Asked Questions:

1. I tried to access Complio but was unable to log in. What should I do?
   • If this is your first time, visit https://students.ouhsc.edu/Current-Students/Student-Wellbeing/Health-Clinic/Complio to Create an Account. Complio will send an email to the email address used during account creation. You must use the link sent specifically to you from Complio to set up and access your account. Always use your school email address as your primary email address and your personal email address as your secondary email address. If you have done this correctly, you will have Single Sign On activated and your Complio password will be the same as your OUHC network password.
   • If you are a returning student, you can use your school email and password to access the system.
2. How much is Complio for the very first year I sign up?
   • Subscription costs are based on the number of years you will be utilizing Complio. They are:
     • $19 | 2-year subscription
     • $29 | 3-year subscription
     • $35 | 4-year subscription
     • $45 | 5-year subscription
3. Two of my requirements were rejected; could you tell me why?
   • Students can log into Complio to review the Admin’s Comment History to clarify why requirements were rejected or review the email sent by Complio.
4. Who rejected my requirements in Complio?
   • All requirements are reviewed by a Medical Review Officer at Complio. The Office of Compliance can review rejected items and complete an override if the requirement was met and incorrectly denied by Complio.
5. I’ve uploaded documents into Complio and they say “Pending Approval”, did I submit my documents correctly?
   • It does take several business days for all uploaded documents to be reviewed. Your Pending Approval status will be indicated by a yellow exclamation point. If it is rejected, you will log into Complio to review Admin’s Comment History or the email sent by Complio to clarify why the requirement was rejected.
6. I completed my requirements and they were approved in Complio. How long will it take for my enrollment hold to be removed?
   • Once approved, Complio sends an electronic notification to the Bursar's office to remove the enrollment hold. This process can take up to 48 hours (not including holidays, school breaks, or weekends) for the enrollment hold to be removed. Students failing to be enrolled before the deadline could pay late fees, have funding of student loans affected, and not be able to attend class or clinic until the enrollment hold is resolved.
7. My program is for 2.5 years. Which subscription should I purchase?
   • Purchase a 3-year subscription; it costs less to round up. If you purchase a 2-year subscription, you will have to add additional months at the end of your plan; adding six additional months costs $18.

6.3.2 - Immunizations

COD program students with patient-facing responsibilities must receive certain immunizations to protect patients, other students, and health care providers. Every new undergraduate or graduate student must upload proof of immunity into Complio. Each student is responsible for maintaining compliance with all required immunizations while enrolled for the duration of your program. Students failing to comply with their immunizations could be removed from class or clinic until requirements are met.

For immunization proof to be valid, all records must contain:

• The student's name and any aliases used must be listed within the student's profile in Complio
• Full dates of vaccination; just a month and year listed will not be considered valid
• Treating facility, clinic, or provider's information who administered the vaccination or be an Official Immunization Record of the state
• Vaccination name
• Date the vaccination was administered
• English or be a certified English translation of the documentation
• The FULL record. Do NOT crop your vaccination records; upload the entire document into Complio

Frequently Asked Questions:

1. Can I use my shot records that are in another language?
   • No. Any childhood immunization records in a language other than English should have a certified translation into English before they can be approved for your requirements.
2. Do I upload my Vaccine History Form for HSC Students?
   • No. You do not upload the vaccine history form into Complio. It is not necessary and not a valid record of your immunization history.

6.3.2.1 - Hepatitis B Vaccine

Students with potential for exposure to blood or Other Potentially Infectious Materials (OPIM) must receive the Hepatitis B vaccination series, which may be obtained from the appropriate campus student health service. All applications, immunization schedules, vaccine doses, etc., should follow the Centers for Disease Control and Prevention Morbidity and Mortality Weekly Report.

Students must upload documentation of three childhood Hepatitis B vaccines and a positive quantitative Hepatitis B surface antibody titer showing immunity. Once a positive titer is provided, the requirement will be complete.

If titer results are NEGATIVE or nonreactive, upload your result in the Initial Hepatitis B Titer requirement. Begin booster doses as directed by your PCP or Student Health. Repeat the quantitative Hepatitis B surface antibody titer four weeks after your last Hepatitis B booster dose. Upload a POSITIVE result in the Repeat Hepatitis B Titer requirement.

• Students should consult with their PCP or Student Health to determine which course of action is best for establishing immunity - repeating a 3-dose or a 2-dose booster series.
• 3-dose series (Engerix-B or Recombivax-B):
  • Booster dose 1 will cause 1 month of TEMPORARY compliance.
  • Booster dose 2 will cause 5 months of TEMPORARY compliance.
  • Booster dose 3 will cause 1 month of TEMPORARY compliance until you complete your repeat quantitative Hepatitis B surface antibody titer.
• 2-dose series (Heplisav-B):
  • Booster dose 1 or 2 of the Heplisav-B series will cause 1 month of TEMPORARY compliance until you complete your repeat quantitative Hepatitis B surface antibody titer.
• Uploading proof of booster doses will cause TEMPORARY compliance.

Frequently Asked Questions:

1. I just started my Hepatitis B booster series; how do I know I won’t be reported as non-compliant?
   • Uploading documented proof of your booster doses will cause TEMPORARY compliance while you finish the Hepatitis B series. If you are on schedule with your series, you will NOT be held from class or clinic.
2. I had my Hepatitis B titer and the results came back negative but I have already completed the 3-shot series as a child; what should I do?
   • Upload your negative titer results into the Initial Hepatitis B Titer requirement. Next, talk to your healthcare provider or Student Health about the best way to proceed. You can either take a 3-dose or 2-dose booster series. Whichever route you choose, you will still need to re-titer 4-6 weeks following the last vaccine.
3. I just started my Hepatitis B series; can I still attend class or clinic?
   • Yes. If you have initiated a series but have not completed it, you can participate in the program if vaccination documentation is uploaded into Complio. If you do not upload vaccination documentation, you will not receive temporary compliance. If you do not keep up with your immunization schedule, you could be held from the program until you are compliant again.
4. I’ve completed my Hepatitis B vaccine and titer, what should I do next?
   • If you are immune, you are finished. Complio will mark this requirement completed and it will not need to be re-visited as long as you are a student.
5. What kind of titer do I need?
   • Students must supply a quantitative Hepatitis B surface ANTIBODY titer. Quantitative gives us a measurement of your immunity. An antigen titer only tells us if you were exposed to Hepatitis B, not if you are immune.
6. I had two 3-dose series and both of my titers have come back negative. What do I do?
   • If you had two 3-dose series and two negative titer results, you may be considered a non-responder which means you are not developing an immunity to the virus. Typically, your PCP may want to try the alternate series of the vaccine to see if your body develops immunity; please speak to your healthcare provider. About 60% of non-responders will develop immunity with another series.
7. Why was my proof for the Hepatitis B vaccination denied by Complio?
   • Proof must show:
     • Student's name
     • Vaccination name
     • Administration date
     • Facility or physician's name
     • Site of vaccination
       • A receipt only showing you paid for your vaccination will not be approved. Read the notes left by the Medical Review Officer.
8. Why was my screenshot from MyChart (or similar EHR) denied?
   • Your name must appear on your Hepatitis B vaccination information. Follow these instructions for getting valid proof:
     • For MyChart:
       • While you are viewing your vaccination information, click the 3 dots in the upper right corner.
       • Select Print
       • Click the down arrow PDF button to download a copy of your vaccination information which will now contain your name and full vaccination history.
       • Save with a file name that is easy to find to upload into Complio.

6.3.2.2 - Varicella (Chicken Pox)

Students must upload documentation of two Varicella vaccines OR a positive quantitative antibody titer to show immunity. If the titer provided is negative, students are to repeat the two-shot series. A second titer is not required.

NOTE: History of disease is not accepted.

Frequently Asked Questions:

1. I had Chicken Pox as a child; what should I do since I did not receive the vaccinations?
   • You should ask your primary care physician or Student Health for a quantitative Varicella antibody titer to determine if you are still immune. If so, you will upload proof into Complio. If not, you will complete a 2-dose vaccination series.
2. I only had one dose of Varicella as a child; what should I do?
   • You can choose to get a second dose of Varicella as an adult and upload documentation into Complio. The duration between doses does not matter for this vaccination.
   • You can choose to complete a quantitative antibody titer. If the titer is positive, upload your documentation into Complio. If the titer is negative, you will need to complete a second dose of the vaccination.
3. Why was my proof for the Varicella vaccination denied by Complio?
   • Proof must show:
     • Student's name
     • Vaccination name
     • Administration date
     • Facility or physician's name
     • Site of vaccination
       • A receipt only showing you paid for your vaccination will not be approved. Read the notes left by the Medical Review Officer.
4. Why was my screenshot from MyChart (or similar EHR) denied?
   • Your name must appear on your Varicella vaccination information. Follow these instructions for getting valid proof:
     • For MyChart:
       • While you are viewing your vaccination information, click the 3 dots in the upper right corner.
       • Select Print
       • Click the down arrow PDF button to download a copy of your vaccination information which will now contain your name and full vaccination history.
       • Save with a file name that is easy to find to upload into Complio.

6.3.2.3 - Measles, Mumps and Rubella (MMR)

Students must upload documentation of two MMR vaccines OR three positive quantitative antibody titers to show immunity. The titers for MMR will be processed separately and proof of immunity must be uploaded separately into Complio. If the titer provided is negative, students are to repeat the two-shot series. A second titer is not required.

NOTE: If MMR vaccination is indicated separately, then proof of 2 doses of Measles and Mumps and 1 dose of Rubella vaccination is
required.

Frequently Asked Questions:

1. I only received one MMR shot as a child. What should I do?
   • You can choose to get a second dose of MMR as an adult and upload documentation into Complio. The duration between doses does not matter for this vaccination.
   • You can choose to complete a quantitative antibody titer. If the titer is positive, upload your documentation into Complio. If the titer is negative, you will need to complete a second dose of the vaccination.
2. Why was my proof for the MMR vaccination denied by Complio?
   • Proof must show:
     • Student's name
     • Vaccination name
     • Administration date
     • Facility or physician's name
     • Site of vaccination
       • A receipt only showing you paid for your vaccination will not be approved. Read the notes left by the Medical Review Officer.
3. Why was my screenshot from MyChart (or similar EHR) denied?
   • Your name must appear on your MMR vaccination information. Follow these instructions for getting valid proof:
     • For MyChart:
       • While you are viewing your vaccination information, click the 3 dots in the upper right corner.
       • Select Print
       • Click the down arrow PDF button to download a copy of your vaccination information which will now contain your name and full vaccination history.
       • Save with a file name that is easy to find to upload into Complio.

6.3.2.4 - Tetanus, Diphtheria, & Pertussis (Tdap)

Students must upload proof of one Tdap vaccine received as an adult. If the Tdap vaccine is older than 10 years or received as a minor (less than 18 years of age), documentation of a booster or an updated Tdap vaccine is required.

NOTE: Tdap vaccines received under the age of 18 are not valid.

Frequently Asked Questions:

1. What expiration date should I use for my Tdap?
   • Tdap is valid for 10 years from the date of the vaccination. Complio will automatically add the expiration date for you.
2. My Tdap is not expired but Complio rejected it; why?
   • To fulfill this requirement, you must receive at least one Tdap as an adult (over the age of 18). If you received a Tdap as an adolescent and it has not expired yet, you will need to get another Tdap vaccination as an adult and upload that proof into Complio.
3. Why was my proof for the Tdap vaccination denied by Complio?
   • Proof must show:
     • Student's name
     • Vaccination name
     • Administration date
     • Facility or physician's name
     • Site of vaccination
       • A receipt only showing you paid for your vaccination will not be approved. Read the notes left by the Medical Review Officer.
4. Why was my screenshot from MyChart (or similar EHR) denied?
   • Your name must appear on your Tdap vaccination information. Follow these instructions for getting valid proof:
     • For MyChart:
       • While you are viewing your vaccination information, click the 3 dots in the upper right corner.
       • Select Print
       • Click the down arrow PDF button to download a copy of your vaccination information which will now contain your name and full
       • vaccination history.
       • Save with a file name that is easy to find to upload into Complio.

6.3.2.5 - Influenza (Flu)

Students must provide proof of receiving an annual influenza (flu) vaccine. The flu vaccine must be administered AFTER September 1st and before the deadline of November 1st of each year. Students getting the flu vaccine during the Spring and Summer semesters will still be required to vaccinate with the current flu vaccine that becomes available in September; flu vaccinations administered before September will be denied by Complio. All flu requirements expire on September 15th of the following year no matter when they were administered; therefore, the vaccination or an approved declination is required every year.

Frequently Asked Questions:

1. Can I opt out of the flu shot?
   • Yes, see the information regarding declinations here. You can discuss your concerns regarding the flu vaccine with Student Health since it is a requirement for all healthcare providers on the OUHC campus. Call Student Health at 405-271-9675 to schedule an appointment to discuss this issue.
2. Since I can’t take the flu shot until October, what do I do for Complio?
   • The deadline for the flu vaccination is November 1st. Your enrollment will not be affected unless you do not comply with the deadline.
3. I recently took my flu shot before September. Do I have to take another flu shot in October?
   • Yes. The flu vaccine is created yearly for the upcoming flu season which starts approximately in September. If you received a flu shot before Oklahoma’s flu season started, you were likely injected with a vaccine for last year’s flu. You will have to vaccinate with the current vaccine when it becomes available.
4. Can I receive my flu shot at any pharmacy or healthcare center?
   • Yes. While OUHC in Oklahoma City and OU-Tulsa offer flu clinics during October, students can seek treatment with their PCP, local health department, area clinic, or a nearby pharmacy.
5. Why was my proof for the flu vaccination denied by Complio?
   • Proof must show:
     • Student's name
     • Vaccination name
     • Administration date
     • Facility or physician's name
     • Site of vaccination
       • A receipt only showing you paid for your vaccination will not be approved. Read the notes left by the Medical Review Officer.
6. Why was my screenshot from MyChart (or similar EHR) denied?
   • Your name must appear on your flu vaccination information. Follow these instructions for getting valid proof:
     • While you are viewing your vaccination information, click the 3 dots in the upper right corner.
     • Select Print
     • Click the down arrow PDF button to download a copy of your vaccination information which will now contain your name and full vaccination history.
     • Save with a file name that is easy to find to upload into Complio.
7. I did not get proof of my vaccination from the campus flu clinic. How can I prove that I received my vaccination?
   • Search the email you registered with for an email from OUCollegeofPharmacy@ouhsc.edu
   • If you did not find one, you can send an email to the OU College of Pharmacy (see address above) with your Name and Date of Birth requesting another copy be sent to you.

6.3.2.6 - Covid-19

Effective 9/30/2024, COVID-19 vaccines are no longer required or mandatory, but rather are strongly encouraged, especially for students with patient-facing responsibility. As the COVID-19 vaccine is no longer required, you will notice that the COVID section in Complio now shows as optional.

Frequently Asked Questions:

1. Do I have to take a COVID-19 vaccination?
   • No. COVID-19 vaccination proof can be uploaded into Complio. Fields are available for the one- or two-dose series and booster doses.
2. Where can I get the COVID-19 vaccination?
   • The vaccine is available in various locations on the OU Health Campus, in designated HSC pharmacies and clinics, as well as in the community.
3. Why was my proof for the COVID-19 vaccination denied by Complio?
   • Proof must show:
     • Student's name
     • Vaccination name
     • Administration date
     • Facility or physician's name
     • Site of vaccination
       • A receipt only showing you paid for your vaccination will not be approved. Read the notes left by the Medical Review Officer.
4. Why was my screenshot from MyChart (or similar EHR) denied?
   • Your name must appear on your COVID-19 vaccination information. Follow these instructions for getting valid proof:
     • For MyChart:
       • While you are viewing your vaccination information, click the 3 dots in the upper right corner.
       • Select Print
       • Click the down arrow PDF button to download a copy of your vaccination information which will now contain your name and full vaccination history.
       • Save with a file name that is easy to find to upload into Complio.

6.3.2.7 - Tuberculin Test

Students must provide documentation annually for Tuberculosis (TB). TB tests are valid for 12 months from the date they are interpreted/read. Students are responsible for ensuring their annual TB documentation does not expire. Students with a history of either a positive TB Skin Test or a positive TB blood test must contact Student Health for further assessment and instruction regarding TB clearance.

New students:

• Two 2-step PPD skin tests read 1 - 3 weeks apart OR
  • 4 visits to PCP or Student Health
  • If PPD skin test results return positive, Student Health may require a clear chest x-ray and medical clearance before issuing a
  • Student Clearance Letter for Complio
  • Do NOT upload x-rays or physician notes into Complio
  • Failure to complete the second PPD skin test within the 3 weeks will negate the first test and the student will be required to start the process again.
• One negative IGRA (Quantiferon or TSPOT) TB Gold test
  • 1 visit to PCP or Student Health
  • This is a lab test where blood is drawn. It requires orders from a healthcare provider.

Returning students:

• 2nd and 3rd year students:
  • Complete and upload the Annual Screening Questionnaire after your 1st academic year in your educational program.
    • Students who answer ‘Yes’ to any question must first contact Student Health for further evaluation and assessment. Students must submit the Student Health Clearance letter they receive from Student Health.
• 4th year students:
  • One negative 2-step PPD skin test OR
  • One negative IGRA (Quantiferon or TSPOT) TB Gold test will be required for externship participation.

NOTE: Expiration dates are one year from the date of the IGRA test, the annual questionnaire, or the second PPD skin test.

Frequently Asked Questions:

1. I was an OUCOD student last year, do I have to take two 2-step PPD skin tests?
   • You will complete the Annual Screening Questionnaire form which is found in Complio. After uploading the document, the expiration date should reflect one year from the signed date on the questionnaire.
2. My PPD came back positive, what do I do?
   • You will be required to complete an IGRA test. If the IGRA is negative then you have satisfied your requirement. If your IGRA is positive then you will need to consult with Student Health. If you are cleared, Student Health will issue a Student Clearance Letter. Do NOT upload x-rays or physician statements into Complio, only upload the Student Clearance Letter.
3. Can I decline the TB test?
   • No. The requirement for TB is a TEST and not a vaccination. It will be conducted via skin or blood analysis. The declination is not valid for the TB requirement.
4. As a child, I was vaccinated with the BCG vaccine. Which test should I take?
   • The BCG vaccine will cause a positive result on a PPD SKIN test, for this reason, it is best to complete an IGRA test which is a blood test.

6.3.2.8 - Immunization Records Information

Students must upload documented proof of receiving vaccinations or titers into Complio. Students should upload the FULL record into Complio; do NOT crop vaccination or titer information. To assist with finding vaccination information:

Oklahoma Residents:

• Immunization records may be located at the Oklahoma State Immunization Information System (OSIIS) website: https://shotrecords.health.ok.gov/

Out of State:

• Immunization records may be located at the county health department where you grew up

Frequently Asked Questions:

1. I can't find my shot record; what should I do?
   • You can choose to have quantitative antibody titers drawn for all of the vaccinations that you do not have documented. If the titers return positive, you will upload the titer results into Complio. If the titers return negative, you will need to complete the required number of vaccinations to satisfy the enrollment requirement.

6.3.2.9 - Vaccine Declinations

OUHC program students can submit declinations for a required vaccination, either on a medical basis or for religious reasons. Please note
that a separate form is required for each vaccination being declined. The below steps outline the process for submitting a declination form
for consideration:

1. Complete the Vaccine Declination Form for OUHSC & OU-Tulsa Students
2. Based on your declination reason, please gather the documentation as requested on your Vaccine Declination Form.
3. Submit your completed Vaccine Declination Form and required documentation to the following email address, based upon your geographic campus location, using the subject line Vaccine Declination Form:
   • HSC-OKC and remote site learners: SAS-HealthSciences@ou.edu
   • OU-Tulsa learners: Tulsa-SAS@ou.edu
4. Following submission, a member of the Student Accommodation Services team will be in communication with you, if needed, and will return your Vaccination Declination Form with their signature, if approved.
5. Do not upload this form to Complio until you receive notification of approval along with a copy of the signed form.

A separate Vaccine Declination Form, and supporting documentation, are required for each vaccination being declined. Additionally, if
declining the influenza vaccine, that declination form must be submitted after September 15th and is required annually.

Frequently Asked Questions:

1. Why are vaccinations required?
   • HSC program students are required to receive immunizations to protect the patients, visitors, and the healthcare providers they work and train with.
2. If I am unsure about the vaccine, who can I call?
   • You can contact your primary care provider or Student Health to discuss the research and safety of the vaccines. The phone number is 405-271-9675.
3. How long does it take to review my documentation for a declination?
   • Allow 15 business days (not including holidays, school breaks, or weekends) for review. The requirement will be non-compliant until an approved declination or appropriate vaccination/titer proof is uploaded.
4. If my declination is approved, how will I protect my patients?
   • Students will visit with their program/college student service team to understand the next steps and possible program limitations. Generally, all unvaccinated patient-facing students will be required to mask in all indoor campus facilities.
5. What happens if my declination is declined?
   • Students will visit with their program/college student service team to understand the next steps and possible program limitations.
6. Will declining vaccinations be a challenge to completing my program?
   • The University of Oklahoma Health Campus does not control the vaccination policies of the facilities, hospitals, or physician groups that provide clinical experiences for our students. If you are not allowed to participate in a particular clinical experience due to your declining vaccination, the University may not be able to find you an alternate clinical experience without fundamentally altering the program. If you are unable to complete the required clinical experiences, you will be unable to fulfill the requirements of your program, eliminating the opportunity to fulfill the requirements for graduation. In other words, although you may be able to participate in the didactic portions of the program if you decline required vaccinations, the University cannot guarantee that you will be able to ultimately graduate from the program.

6.3.3 - OUHSC Health Insurance Policy

Per the University of Oklahoma Regents’ Policy, all students enrolled in an OU Health Campus program are responsible for maintaining health insurance and providing coverage information each semester of enrollment in their programs. A student who is found to be uninsured will receive notification from HSC Student Affairs and their academic dean’s office regarding lack of compliance and possible delay academic program, including clinical participation, and advancement.

All students enrolled in an OU Health Campus program who do not enroll in OUHSC Health Coverage must submit alternate coverage information through the Academic HealthPlans Waiver System by the deadlines respective to your program. The COD deadline is ALWAYS one week before the OUHC campus deadline.

Frequently Asked Questions:

1. Do I have the option to not have medical coverage?
   • No. As an OUHC student, this is an enrollment requirement to attend class and clinic. You must purchase the OU Student Health Insurance Plan or provide coverage information that you are covered by alternate healthcare coverage.

6.3.3.1 - OU Student Health Insurance Plan

Students who do not have coverage or acceptable medical coverage may purchase the OU Student Health Insurance plan. To purchase the
plan, visit: https://ouhsc.myahpcare.com/

Students can also enroll their spouses and dependents on the plan. Rates are based on which plan you choose. Other benefits of the plan
include:

• $500 deductible, many services covered at 100%
• Needle stick coverage IS included in the plan
• Opt-out waiver is NOT required
• ACA compliant
• Coverage at home, school, and while traveling abroad
• BCBS participating provider network
• Multi-lingual 24/7 Nurseline
• Prescription drug coverage

Frequently Asked Questions:

1. If I purchase the OU Student Health Insurance Plan, do I still have to complete a waiver?
   • No. You only need to submit a waiver if your insurance coverage is not through the OU Student Health Insurance Plan.
2. If I purchase the OU Student Health Insurance Plan, do I need to purchase Needle Stick coverage?
   • No. Needle Stick coverage is an included perk of the OU Student Health Insurance Plan.
3. The premium is very high; can I make monthly payments?
   • No. The premium amounts quoted are for the full semester and must be paid for at the time of purchase.
4. I was able to get cheaper insurance after I paid for the Student Health Insurance Plan. Will they refund me the difference?
   • Unfortunately, they will not. Your coverage will stay in effect until the end of the semester and if you have other coverage, you will have primary and secondary coverage.
5. How much is the OU Student Health Insurance Plan?
   • There are different coverage options and periods, but the plan is roughly $305 per month for student coverage. For the most up-to-date information, go to: https://ouhsc.myahpcare.com/ for the Student Health Insurance Benefit Summary.
6. I am not attending classes during the summer, which plan should I purchase?
   • Your best option would be to choose the plan that covers dates from August 1 to December 31 (FALL 2) and January 1 to May 31 (SPRING).
7. If I purchase the OU Student Health Insurance Plan, will that cover any immunizations and titers that I need for enrollment?
   • The student health insurance will cover all of your vaccinations and most of the cost of the titers.
8. I received a notice to renew my OU Student Health Insurance Plan before my current plan expires. Can I renew this plan now for fall?
   • Yes. You can enroll for the next semester; be sure to select the plan that expires at the end of the next semester. For example: If currently in the Summer semester, the Fall semester would end on December 31st. Pick the plan that also expires on December 31st.

6.3.3.2 - Alternate Healthcare Coverage (Waiver)

Students can opt out of purchasing the OU Student Health Insurance Plan if they have alternate healthcare coverage that meets OUHC criteria. All students with alternate healthcare coverage must submit proof of coverage through the Academic HealthPlans Waiver System by the designated COD deadline each semester. If the COD’s deadline passes and you have NOT opted out or purchased the Student Health Insurance plan, you will have instruments held, chart locks applied, or be removed from class/clinic.

Waiver will be approved for any OUHC student who has coverage as an employee or dependent on the OU or OUHC Employee Group Health Plan, other Affordable Care Act (ACA) compliant employer group health plan, Tribal coverage, Military coverage, or SoonerCare coverage. ACA-compliant individual and family plans will be evaluated by Academic Health Plans to determine if the policy meets the OUHC requirements. If the waiver is denied, the student must find suitable coverage or purchase the semester's OU Student Health Insurance Plan. Failure of a student to maintain coverage as required under this policy violates Regent’s Policy and can delay enrollment and program advancement.

For more details on alternate healthcare coverage criteria, click this link: https://ouhsc.myahpcare.com/waiver

Frequently Asked Questions:

1. Where do I go to submit my waiver?
   • Domestic students can complete their waiver here: https://www2.academichealthplans.com/school/5002.html
   • International students (F1-J1 visa holders) can complete their waiver here: https://www2.academichealthplans.com/school/5007.html
2. What is my waiver site password?
   • Unless you previously changed it, your password is your 8-digit date of birth in MMDDYYYY format.
3. How often do I have to submit a waiver?
   • All students enrolled in OU Health Campus (OUHC) programs are responsible for maintaining health insurance and providing coverage information each semester of enrollment in their programs. Dental students will submit their waiver in the Summer and Spring semesters. Hygiene students will submit their waiver in the Fall and Spring semesters.
4. What is the waiver deadline?
   • The deadline varies each semester; however, the COD deadline is ONE WEEK before the OUHC campus deadline.
5. How long does it take to receive notification that my waiver was approved?
   • A separate email explaining if the waiver request has been approved or denied will be sent from Academic Health Plans within seven business days.
6. Should I wait until the last minute to complete my waiver?
   • NO. Complete your waiver as soon as possible. If AHP requests additional paperwork, you will still beat the deadline. If your insurance coverage is not compliant, you must purchase the OU Student Health Insurance Plan or coverage through the Healthcare Marketplace Insurance before the deadline. If you have trouble signing in, let Student Affairs know immediately.
7. What happens if I do not complete my waiver or purchase insurance before the deadline?
   • The system automatically closes and you will not fulfill your OU Board of Regents requirement for enrollment, therefore, you will not be able to attend classes or clinic.
8. Should I upload my medical insurance information in Complio?
   • Only if you purchased the OU Student Health Insurance Plan; otherwise, no. To fulfill your needle stick coverage requirement, a receipt must be uploaded into Complio. If you purchased the OU Student Health Insurance Plan, you can upload your two-page emailed receipt, in the Needle Stick category, under OUHSC Insurance.
9. I have medical insurance already; what should I upload as proof of coverage for the waiver system?
   • You must ensure that your medical card has your name listed. If your name is listed, then you can upload a front and back copy of the insurance card. You may be asked for a Letter of Coverage and a summary of plan benefits from your insurance company. This information can be found on most insurance company’s patient portal. If your name is not listed, you must get a new card with your name on it or ask your insurance carrier for a Letter of Coverage stating you are covered under that policy. Medical coverage policy must be a) active on, or before, the first day of classes, b) list coverage dates until the end of the semester, c) be printed in English, and d) quoted in United States currency.
10. I have military or Veteran’s insurance, what can I upload as proof of coverage?
    • You can submit a front and back copy of your military ID and Social Security card as proof or ask your insurance carrier for a Letter of Coverage stating your policy is in effect.
11. I have Tribal coverage, what can I upload as proof of coverage?
    • You can submit a front and back copy of your Tribal ID, CDIB card, or a Letter of Coverage from your tribe stating you have coverage and a front and back copy of your Social Security card.
12. I have a Health Sharing Plan; is this acceptable medical coverage?
    • No. Health Sharing Plans are not compliant with ACA coverage. You must purchase the OU Student Health Insurance Plan or another plan through the Healthcare Marketplace.
13. What do I do if my insurance card is in my maiden name and I haven’t changed it yet?
    • You must upload your marriage license with your proof of medical coverage. Be sure to save all your documents with the last name you are enrolled with before uploading.
14. If my deductible is too high, will my waiver be denied?
    • Yes, medical coverage must be comparable to the HSC student health insurance plan including a $1000 or less deductible for Domestic students or a $500 or less deductible for International students plus a similar benefit model.
15. What are some other reasons why my waiver would be denied?
    • Medical coverage must meet the Minimum Essential Coverage as required by the Affordable Care Act (ACA) such as
      • no exclusions for pre-existing conditions - Your plan may have pre-existing exclusions.
      • preventive care and women’s health care as required by the ACA covered at 100% - Your plan may not cover either benefit at 100%.
      • no annual or lifetime limits. - Your plan may have an annual or lifetime limit for the amount they will pay out.
    • Healthcare-sharing groups, discounts, or indemnity plans do not meet the criteria for acceptable alternative health insurance. Membership in healthcare-sharing groups, discounts, or indemnity plans will not be accepted for waiver approval. You must purchase the OU Student Health Insurance Plan or a comparable plan through the Healthcare Marketplace.
16. I tried to log in to complete my waiver and got a message that “my school had not authorized me to fill out this form”; what should I do?
    • Please refer to the email sent out by Student Affairs titled Student Health Insurance & Waiver Information. Although you may be currently enrolled with the COD, you cannot access the waiver system until the new term activation date. This date varies by semester, but it will be listed in the email from Student Affairs.
17. The waiver site is asking for proof of my insurance; what does that mean?
    • Proof of coverage consists of:
      • Required
        • Insurance Card: Copy the front and back with the student’s name listed OR
        • Letter of Coverage: Contains beginning and end dates of coverage and who is covered. Found on the insurance company’s online portal.
          • Any Letter of Coverage must be dated within 30 days of the start of each semester.
          • Military Coverage: Letter from Tricare.
          • Tribal Coverage: Front and back of your tribal or CDIB card and SSN or letter of coverage from Tribal insurance carrier.
          • SoonerCare coverage: DET-9001-D approval letter.
      • Optional
        • Summary of Benefits: a document that details plan deductible, copay, and coinsurance. Found on the insurance company’s online portal.

6.3.3.2.1 - Criteria for Acceptable Medical Coverage

1. Medical coverage must meet the Minimum Essential Coverage requirements of the Affordable Care Act (ACA). Student must provide evidence that they are eligible for, and enrolled in, ACA compliant individual coverage purchased through the Exchange (HealthCare.gov) or other ACA compliant individual coverage purchased from an insurance carrier based in the United States.
2. Medical coverage must be CURRENTLY active, in effect, and list coverage dates that cover the entire semester/trimester being waived. Medical coverage cannot become effective AFTER classes have started, if you are seeking a waiver.
3. Policy must be in English and any premiums or amounts quoted must be in US currency/dollars.
4. Policy cannot exclude pre-existing conditions and must include a list of the exclusions.
5. International Students must also maintain coverage for repatriation of remains to their home country and medical evacuation to their home country. The benefit for repatriation may not be less than $25,000, and the benefit for medical evacuation may not be less than $50,000.
6. If an International Student’s health plan does not include medical evacuation and repatriation, a rider must be purchased providing coverage at equal limits to the student health insurance plan as follows:
   • A deductible not to exceed $500 per accident or illness
   • Medical benefits of at least $100,000 per accident or illness
   • Repatriation of remains in the amount of $25,000
   • Expenses associated with the medical evacuation of the exchange visitor to their home country in the amount of $50,000

International Students may waive the Student Health Insurance Plan if:

1. Student is eligible for, and enrolled in, coverage that is backed by the full faith and credit of the government of the exchange visitor’s home country and is provided through an ACA compliant plan.
2. Student is sponsored by the US government or other sponsoring entity that has guaranteed payment of all health expenses, and repatriation and evacuation expenses.
3. Student is enrolled exclusively in distance learning classes at the university.

6.3.3.3 - Needle Stick Coverage

Needle stick insurance is required and is available through the Academic Health Plan’s insurance company at:

https://ouhsc-needlestick.myahpcare.com/

For students enrolling in the OUHSC Student Health Insurance Plan through Blue Cross and Blue Shield of Oklahoma, this benefit is included and does not have to be purchased separately. Students with alternate healthcare coverage should check with their insurance carrier to see if their current policy includes needle stick coverage. If needle stick coverage is not an included benefit, College of Dentistry students MUST purchase a separate needle stick policy through the Academic Health Plan. Upload the two-page emailed receipt in the Needle Stick category. Add the receipt to the Needle Stick requirement and update the expiration date.

The cost of the policy is $68 per policy year, and it is NOT prorated. The policy year begins on June 1 and ends on May 31 each year.

Plan benefits include:

• $2000 plan maximum per policy year
• 100% coverage at OU Student Health
• Covered expenses
  • Outpatient doctor visits
  • Outpatient lab tests
  • Medications necessary to treat exposure to a needle stick, body fluid splatter, or bloodborne pathogen
• Emergency room visits

Frequently Asked Questions:

1. How do I prove I have Needle Stick Insurance if I didn’t receive a new card?
   • You only receive a Needle Stick card in your first year; do not lose it. For Complio, upload the two-page emailed receipt in the Needle Stick category; add the receipt to the Needle Stick requirement, and update the expiration date.
2. Do I have to buy Needle Stick Insurance?
   • Yes; if your alternate healthcare coverage does not cover needle sticks, you must purchase a plan. Needle Stick coverage is a benefit if purchasing the OU Student Health Insurance Plan.
     • If you have medical coverage that includes Needle Stick as a benefit (must be comparable to the AHP Needle Stick plan (NSP)), the student must complete a Medical Insurance Verification Form.
     • The student must call their insurance company via the phone number on the back of their insurance card to complete the form.
     • Upload the completed form to the Needle Stick category as an EXCEPTION.
     • Ms. Carter will review the exception for approval. If not approved, the student MUST purchase the AHP Needle Stick plan for $68.
3. SoonerCare states that my Needle Stick coverage is my primary insurance. How do I correct this to show SoonerCare as my primary insurance?
   • Contact SoonerCare by calling 405-522-7300 or 800-987-7767. Select the "Third Party Liability" (TPL) department if given options via the automated system. You will need your Needle Stick coverage information from your BCBS card. If directed to an online form, complete it, and return it to SoonerCare. SoonerCare will verify your coverage information with BCBS and remove the TPL information indicating SoonerCare is the primary payer for medical claims.
   • IF SoonerCare does NOT remove the TPL from your account, your claims will still be paid.
     • Your provider will submit claims to BCBS as your primary medical payer.
     • BCBS will deny the claims because the charges are not covered by the plan.
     • Your provider must submit your claim to SoonerCare with the primary Explanation of Benefits (EOB) indicating no payment was made.
     • SoonerCare will pay the claim as the primary payer.
     • In this scenario, it takes longer for your provider's claims to be paid; however, they will still be paid at the SoonerCare rate.
4. If I have SoonerCare coverage, should I purchase the Needle Stick plan?
   • Yes, SoonerCare does NOT provide occupational coverage for bloodborne pathogen exposure.
5. Why would my Needle Stick exception be denied?
   • If your coverage offered by your alternate healthcare coverage is NOT comparable to the AHP Needle Stick plan. Which would include:
     • Having a deductible - The NSP does not have a deductible for students.
     • Having a coinsurance percentage - The NSP does not have a coinsurance percentage. The student pays $0 out-of-pocket costs.
     • Copays totaling more than $68 per year - If you have a high copay per office visit, it may be more cost-efficient to purchase the NSP. In the event of a BBP exposure, you may have to see a provider up to four times or more.
     • Out-of-network with OU Health - If your plan does not offer you in-network benefits with OU Health, you must purchase the NSP.
     • Requires a referral - time is of the essence when faced with a BBP exposure. You cannot wait for a primary care provider or insurance carrier to refer you to a provider or lab for treatment.
     • Requires an authorization - time is of the essence when faced with a BBP exposure. You cannot wait for a primary care provider or insurance carrier to refer you to a provider or lab for treatment.

6.3.4 - Annual Training

Students must complete the following training courses by visiting the OnPoint website (https://onpoint.ou.edu ), and then upload one
certificate of completion for each requirement.

Annual Training Courses include:

• HIPAA Privacy and Security Training
• Hazardous Communication / General Safety
• Bloodborne Pathogens
• Tuberculosis Awareness
• Sooner Fire Safety

HIPAA training course is due within 5 days of the course being assigned or the certificate expiration date. OSHA training courses are due
within 30 days of being assigned or the certificate expiration date.

Frequently Asked Questions:

1. How do I log into Onpoint?
   • You can sign in using your HSC User Name and Network Password.
2. Where do I find my annual training courses?
   • Assigned training will be visible on the Home page, within OnPoint, under the My Learning Assignment section. You can also use the search bar at the top of the screen to search any of the keywords to find training courses.
3. The course I need to take is not listed under My Learning Section. What should I do?
   • You can use the SEARCH feature in the upper right corner of the OnPoint Home screen. Type in a portion of the course name for which you are searching. For example "fire" for the Sooner Fire Safety course. Once the course is found, click the title link. Click Register. Click Start to take your course. Screenshot or save your certificate of completion to upload into Complio.
   • You cannot take a course until it is within 30 days of the certificate expiration date. If your certificate expires on December 1st, OnPoint will not allow you to begin the course until November 1st.
4. I uploaded a screenshot of my Training Transcript. Complio denied it; why?
   • The certificate of completion must be uploaded into each training course. If the certificate is not uploaded, the requirement will automatically be denied.
5. How do I find my certificate of completion?
   • Sign-in to OnPoint
   • On the right side of the HOME page, under QUICK LINKS, click the link titled: TRAINING TRANSCRIPT.
   • On the TRAINING TRANSCRIPT page, under ACTIVITIES, locate the course name for the certificate you need for Complio.
   • Click the blue icon to the LEFT of the course title.
   • Screenshot, print, or "export to PDF" the certificate to upload in the correct Complio requirement.
   • Upload ONE certificate per Complio requirement.

6.3.4.1 - HIPAA Privacy and Security Training

All workforce members are required to complete the HIPAA Privacy and Security training annually. It is each individual’s responsibility to stay current on the required training. Annual training can be accessed via the OU Enterprise Learning Management System known as OnPoint. OnPoint will send email notifications to all workforce members up to 30 days before the expiration of the previous year's certificate. It is the responsibility of each workforce member to complete training promptly.

(Workforce Members include employees, students, trainees, volunteers, temporary employees and/or affiliates). OUHC’s policy and procedures may be different from other employers and Workforce Members must comply with OUHSC’s rules and regulations. Workforce Members are bound by OUHC’s policy even if they have not read it. Civil and criminal penalties will still apply.

Frequently Asked Questions:

1. When is my HIPAA training due?
   • You must complete HIPAA training within 5 days of receiving access to OnPoint. You will receive emails from OnPoint informing you a HIPAA course is due. HIPAA training can be found here: https://onpoint.ou.edu/

6.3.4.2 - Hazardous Communication/General Safety Training

To comply with federal, and state regulations, the College of Dentistry has committed to providing information about safe work procedures and chemical hazards, as well as other potential hazards, to its workforce members. This commitment will be met by instituting a documented policy of employee training that fully explains job hazards and safe work procedures before job assignment. To ensure safe work procedures are followed, the COD Director of Compliance or the OUHC Environmental Health and Safety Office will conduct unannounced laboratory and/or clinic inspections. Training guidelines are as follows:

1. Every employee at the College of Dentistry is required to complete annual health and safety online training available at https://onpoint.ou.edu/
2. Every student receives hazard training throughout his/ her tenure as a student.
3. A copy of the OUHC Environmental Health and Safety policies and lab manual is available online at EHSO Manual 2022-2023 - Hazardous Waste (ouhsc.edu)

Frequently Asked Questions:

1. When is my Hazardous Communication training due?
   • You must complete Hazardous Communication training within 30 days of receiving access to OnPoint. You will receive emails from OnPoint informing you a Hazardous Communication course is due every year thereafter.

6.3.4.3 - Tuberculosis Awareness

The Tuberculosis Awareness course will introduce you to the signs and symptoms of tuberculosis, as well as provide information about the OUHC/OU-TULSA Tuberculosis Infection Control Policy and the Tuberculosis Skin Test Program. Workforce members will also learn the proper procedures for identifying and interacting with patients with possible tuberculosis, and how to use appropriate respiratory protection.

Upon completion of the course, you should be able to:

• Recognize the signs and symptoms of active tuberculosis (TB)
• Know what to do if a patient is suspected to have active TB
• Understand that a positive skin test does not necessarily mean a person is infectious
• Understand that respirators (not surgical masks) should be worn by workforce members under certain conditions
• Understand that participation in the OUHC/OU-Tulsa PPD skin testing program is required for workforce members who have the
• potential for occupational exposure to TB

The Tuberculosis Awareness course is located at https://onpoint.ou.edu/ and is due annually.

Frequently Asked Questions:

1. When is my TB training due?
   • You must complete TB training within 30 days of receiving access to OnPoint. You will receive emails from OnPoint informing you a TB course is due each year thereafter.

6.3.4.4 - Bloodborne Pathogens

Universal/Standard Precautions - The College of Dentistry follows the Centers for Disease Control and Prevention (CDC), Organization for Safety and Asepsis Procedures (OSAP), OSHA, and the University of Oklahoma Health Campus (OUHC) Infectious Disease Policy (HSC/OU-Tulsa Infectious Disease Policy (ouhsc.edu) recommendations and guidelines for infection control to ensure patient and workforce member safety.

1. Standard/Universal precautions for infection control will be utilized for all patient care.
2. Annual training for Bloodborne Pathogens is located at https://onpoint.ou.edu/

Frequently Asked Questions:

1. When is my Bloodborne Pathogen training due?
   • You must complete Bloodborne Pathogen training within 30 days of receiving access to OnPoint. You will receive emails from OnPoint informing you a Bloodborne Pathogen course is due each year thereafter.

6.3.4.5 - Sooner Fire Safety

The University of Oklahoma Health Campus (OUHC) Office of the Fire Marshal operates under the Office of Construction Oversight and Fire Protection to protect lives and property from fire, explosions, and related hazards by providing a safe work environment through plan review and enforcement of fire codes and public education. The department also provides technical assistance to responding local fire departments. We believe prevention is the most effective means of fire protection. Through enforcement of national and state fire codes and education of OUHC employees, we can deliver vital fire prevention services and information creating safe work environments and reducing the impact of fire.

The OUHSC Fire Marshal website is located at https://firemarshalsoffice.ouhsc.edu/.

Annual training is located at https://onpoint.ou.edu.

Frequently Asked Questions:

1. When is my Fire Safety training due?
   • You must complete Fire Safety training within 30 days of receiving access to OnPoint. You will receive emails from OnPoint informing you a Fire Safety course is due each year thereafter.

6.3.4.6 - Title IX: Sexual Assault Prevention

The University is committed to creating and maintaining a community where all persons who participate in University programs and activities can work and learn together in an atmosphere free from all forms of harassment, exploitation, or intimidation.

The University condemns discrimination based on sex, sexual harassment, sexual assault, and sexual misconduct. Any such activity committed by a member of the University community may subject the individual to University sanctions as well as civil and criminal penalties.

Additional Sexual Misconduct resources can be found at https://students.ouhsc.edu/Current-Students/Student-Wellbeing/Sexual-Misconduct.

Annual training is due by October 15th of each year. If you fail to complete this training by the deadline, a hold will be placed against future enrollment and that hold will remain until the training is completed. The hold will automatically be removed the day after you complete the required training.

The training is located at: https://onpoint.ou.edu

Frequently Asked Questions:

1. Do I need to upload my certificate of completion into Complio?
   • No. HSC sends COD Compliance a list of all students who have NOT completed the SAP training. Your name will remain on the list as a non-compliant student until you finish the course. Non-compliance with the Title IX: SAP course will impact your ability to enroll for the Spring semester.

6.3.5 - Additional Requirements

6.3.5.1 - Basic Life Support (BLS/CPR Requirements)

All workforce members with direct provision of patient care are required to have successfully completed the Health Care Provider Level of Basic Life Support (BLS) course. The College requires that re-training is certified every two years, consistent with protocol from the American Heart Association (AHA). Online CPR training is accepted only if there is a practical component to the certification.

1. All students must obtain and maintain Basic Life Support (BLS) certification for the dura􀁄on of their educational program. The University of Oklahoma College of Dentistry’s Health and Safety Committee recommends either the American Heart Association (AHA) or American Red Cross (ARC) Basic Life Support for Healthcare Providers C PR course which includes adult, child, and automatic external defibrillator (AED) training. Online CPR courses do not meet the criteria for this requirement; the course must have a practical application component.
2. All entering students must upload a copy of their BLS card into their profile in the Complio® system no later than the first day of the fall semester. It is the student’s responsibility to keep track of the expiration date and renew the certification before expiration. Current students who allow their certification to expire will be removed from all clinics until certification is renewed and a current card has been uploaded to their profile in the Complio® system. The College of Dentistry’s Office of Compliance oversees student training and compliance.
3. All faculty and staff in charge of the provision of patient care are required to maintain a current Health Care Provider Level Basic Life Support certification. All employee records of training are maintained electronically.
4. Current AHA policy will not allow BLS certification to any person who is unable to physically perform the procedures in BLS and they are issued a Heart Saver Card only. Faculty that fall in this category are not allowed to supervise any clinical operations unless other faculty with full certification is present.

NOTE: Students will not be able to attend class or clinic as long as their CPR has expired.

Frequently Asked Questions:

1. Can I use my Heartsaver card for First Aid and CPR instead of taking a BLS class?
   • No. This course is not for healthcare professionals but geared toward fitness trainers, babysitters, construction workers, or other safety professionals. You must be certified in a BLS class for Healthcare Professionals. Military CPR that meets the BLS standard is acceptable.
2. Can I use my Military CPR card?
   • Military CPR that meets the BLS standard is acceptable.

6.3.5.2 - Policy Acknowledgement Statement

After reviewing the OUHSC Student Handbook, OUCOD Student Handbook, and Clinical Operations Manual, each student must electronically
sign and date the Policy Acknowledgment located within Complio.

Frequently Asked Questions:

1. Where is the COD Student Handbook and Clinic Operations Manual located?
   • The COD Student Handbook and Clinic Operations Manual are found on the College of Dentistry website. You must use your Username and Password to gain access. On the left side of the screen, click the STUDENTS link and then click the Student Handbook and Clinic Manuals link.
2. Where is the OUHSC Student Handbook located?
   • You can find the OUHSC Student Handbook here: https://studenthandbook.ouhsc.edu/

6.3.5.3 - Talent/Photo Release

Students must electronically sign and submit the Talent/Photo Release form within Complio. The student permits the COD to use their voice, image, likeness, works, etc., for educational purposes.

Students may also opt out of the Talent/Photo Release. A student's voice, image, face likeness, video recordings, video classroom captures, photographs, and/or voice recordings may not be utilized, for any reason, unless a release is provided. Opting out of the Talent/Photo Release will not allow photos or images to be published within the annual yearbook.

6.3.5.4 - Laptop Encryption Attestation

OU policy requires that all laptops used for University business – including checking OU email- be encrypted, regardless of who owns the laptop or what operating system is installed. Health Sciences program students must encrypt their laptop computers and maintain the encryption status while enrolled as Health Campus students. Failure to comply with this policy will delay a student’s participation in academic and clinical training. Click this link to begin the process: https://www.ou.edu/ouit/studentencryption 

Frequently Asked Questions:

1. How do I show compliance?
   • When you complete the steps in the link above, you will receive a confirmation email from the OU Information Technology (IT) Service Desk showing a status of “Resolved.” HC students may upload a PDF version of their encryption confirmation email to Complio in the new Device Encryption category. Any Health Sciences program student who has not uploaded the required documentation by the COD Compliance deadline will be deemed non-compliant in the Complio system, and their participation in academic and clinical training will be delayed. To access Complio, please visit here.
2. What is device encryption and what does it do?
   • Device encryption is a technology that protects the contents of your laptop from unauthorized access by converting the contents into unreadable code. Encryption provides a stronger level of protection than other security features, such as user logins and passwords. Device encryption encrypts the entire drive and therefore users do not need to encrypt individual folders or files.
3. Why is device encryption important?
   • The main value of device encryption is protecting data if the device is lost or stolen. Laptops are portable and thus more likely to be lost or stolen. A simple login does not protect the data, but device encryption does.
4. Is device encryption common practice?
   • Encryption is a basic requirement for Health Insurance Portability and Accountability Act (HIPAA) compliance and is commonly required for handling other forms of sensitive information. It is expected practice in the health care industry. As a healthcare professional, you will be required to take similar steps to protect patients and other sensitive information.
5. Must I encrypt my personal laptop?
   • Yes. All faculty, staff, and students at OU must encrypt any laptop computer that is used as part of University business. For students, University business includes tasks such as academic assignments, research, and even checking OU email. All students enrolled in Health Campus programs must encrypt their laptops.
6. How long does it take to encrypt my hard drive?
   • It takes about 20 minutes to enable the encryption software on a laptop and then up to several hours to complete the encryption. During the encryption process, you can use your computer normally. The encryption process should not disrupt your work, but keep your laptop plugged in and avoid shutting it down or restarting it.
7. How do I start the process?
   • Your laptop has a native (built-in) encryption program. You will enable that encryption and then download the program that will confirm your encryption has been completed and remains on your device. Visit https://www.ou.edu/ouit/studentencryption.
8. What type of encryption software does OU use?
   • OU uses Microsoft's BitLocker Drive Encryption for devices running Windows 10/11 Education or Pro or above and Apple's FileVault for devices running Macintosh OS X. Both encryption solutions are native to the respective operating system and offer significant improvement in system performance. Mobile devices, such as tablets and smartphones, are also encrypted using native device encryption.
9. Need help?
   • If you need further assistance, call IT Service Desk at (405) 325-HELP (4357) or visit itsupport.ou.edu.

6.3.5.5 - Criminal Background Checks

A national criminal background check (“CBC”) is required of each conditionally accepted applicant before full admission and at least annually thereafter for every continuing student. Conditionally accepted applicants who have an adverse finding on a CBC report may be denied full admission/matriculation, and current students may be disciplined following established University policy.

First-year students will complete their initial CBC through Certiphi when completing their applications for acceptance. Returning students will complete their annual CBC through Complio beginning their second year. The Director of Compliance will notify students when to initiate the CBC process and of the deadline. CBC must be initiated by the student before the deadline or the student will be held from class or clinic. Students should allow at least 3 business days for the results to be reported.

Frequently Asked Questions:

1. Where do I go to complete a background check?
   • You will purchase the background check option through Complio. Be sure that all of your information is accurate by listing all of the names you have used in the past plus any additional addresses where you may have lived. The cost is $56.70.

6.3.5.6 - Drug Screening

Drug Screening is required for OUHC students/accepted applicants admitted to designated degree programs that include or may include a clinical component at a healthcare facility that uses drug screening as a condition of its affiliation with the University.

As applicable, students/accepted applicants who do not pass the drug screening may be unable to complete degree requirements or may be denied admission to or suspended or dismissed from the degree program.
Drug screenings are required annually. The Director of Compliance will notify students when to initiate the Drug Screening process and of the deadline. The Drug Screening must be initiated by the student before the deadline or the student will be held from class or clinic. Students should allow at least 3 business days for the results to be reported. See the Drug Screening Policy for details.

Frequently Asked Questions:

1. Where do I go to initiate a drug screening?
   • You will purchase the drug screening option through Complio. Be sure to follow the directions in the email for the drug screening process. The cost is $34.00.
2. I have a medical marijuana card, where do I send it?
   • After completing your required drug screening, if you test positive for Cannabinoids, you will be contacted by the Medical Review Officer from Complio or the Director of Compliance. They will only attempt to contact you three times. Be sure to answer this call or return any calls as soon as possible. You will supply the Director of Compliance with a copy of your marijuana card by emailing it to Kim-Graziano@ou.edu.
3. I am currently out of the state of Oklahoma, can I take my drug test in another state?
   • Yes, you will utilize the map within Complio to find alternate locations in different cities or states. Testing is available all over the US but you will need to locate one that is contracted with Complio or the COD will NOT receive your results.
4. I received my drug test results back and they state “Negative – Dilute”. What should I do now?
   • You will need to retest. Follow the same instructions as before; be sure not to drink too much water or other liquid before testing. To avoid dilute samples, please limit your fluid intake to 24 ounces 2 hours preceding the collection. The cost of the drug screening and any retakes is $34.00 each time.
5. I selected the wrong lab. How can I choose another lab?
   • If you selected a LabCorp lab, you can find the nearest LabCorp to process your sample. All LabCorp labs are within Complio's network. You will need your Authorization Form and a government-issued identification to complete the drug screening.
   • If you selected a Quest lab, you must contact Complio to find another Quest lab within their network. The Customer Service phone number is 1-800-200-0853. Locate your order number from your recent emails to help them find your account information faster.
6. My drug test results came back. The results stated they could not test due to temperature. What does that mean?
   • You took too long to leave the lab your sample so it was colder than required for them to test it. You will have to pay $34 for another test.

6.3.5.7 - Medical Marijuana Policy

Medical marijuana is legal in the State of Oklahoma, but current and prospective dental students should be aware of the following issues that may arise during their academic career in the College of Dentistry. Absent specific requirements from affiliated partners, students who test positive for a marijuana derivative (THC) and have a license for medical marijuana will be regarded in the same way as students with prescriptions for drugs screened by drug test panels. Our current vendor will submit tests positive for THC to their Medical Review Officer (MRO) for review. The MRO will contact the student and they will have to provide proof of a current medical marijuana license card to the MRO for verification. The drug screening will still report positive but will indicate a medical marijuana card has been presented. It is at the discretion of the Director of Compliance and/or The Dean of Student Affairs to request a copy of the medical marijuana license card.

The College of Dentistry will work with our affiliated partners to identify whether the rotation sites will accept a positive drug test if the student has a license for medical marijuana. A positive result may prohibit a student with a medical marijuana license from attending a rotation if that rotation site does not accept the medical marijuana license as an exception to its drug policy. This could result in the student’s inability to complete experiential requirements and delay or prevent a student from graduating.

The University of Oklahoma receives federal funds and is legally bound to comply with the Federal Drug-Free Schools and Communities Act. As required by the Act, please be aware that students are not permitted to use (smoke or consume), possess, distribute, or cultivate marijuana for any reason on campus even if they have a medical marijuana license.

7 - DENTAL HYGIENE

7.1 - Philosophy

The philosophy of the Dental Hygiene Program at the University of Oklahoma is one of commitment to the education of oral health professionals who are capable of integrating educational, clinical, and individual services that support and promote the total health of the patient as well as optimal oral health.

In addition to the broader goals of the University and the College, the following goals have been adopted. Graduates of the Dental Hygiene Program are expected to:

• Be competent in recognition, evaluation, and appropriate treatment of oral diseases.
• In all settings in which responsibility has been delegated, apply scientific principles and an analytic approach to the practice of dental hygiene, educational endeavors, public health and research.
• Act as an integral member of the dental health team by performing quality preventive and therapeutic dental hygiene services, in a variety of settings, in order to improve the oral health status of the consumer.
• Function as a valuable member of interdisciplinary teams of health personnel recognizing the unique contributions of each discipline.
• Communicate effectively with patients and colleagues, develop intellectual curiosity, and demonstrate the skills necessary to enhance learning and continue professional development throughout their career.

The curriculum is designed and implemented with the goals as a foundation. The facilities offer a good environment for basic science and pre-clinical instruction, laboratory, and clinical experiences. Faculty are dedicated to excellence; sensitive to the depth of the curriculum offered; offer a wide range of professional experiences; and attempt to establish an atmosphere of respect and understanding with students.

In order to meet the goals of the program, one of the educator’s primary challenges is to provide opportunities to foster and improve the students’ critical thinking skills. This task falls not just to didactic course directors, but even more importantly to clinical instructors who are most likely to have more occasions to reinforce theoretical concepts and apply what has been learned in the classroom to actuality.

The attainment of the program’s goals necessitates background knowledge and skills in a variety of curriculum areas but just as importantly, the addition of knowledge of the latest scientific advancements and innovations in dental hygiene practice and health care systems. This essential information on the latest scientific advancements is provided by faculty in the classroom, laboratory, clinic, and community projects, but training for student involvement both while in the educational process and later as a professional is provided by requiring active participation by the students in the attainment of information (i.e., library assignments, reading updated texts, individual research assignments, sharing of information by peer presentations, etc.).

The goals are a living document sensitive to the changing needs of the profession. Each year, usually in late summer, the goals are reviewed, evaluated, and revised as necessary by the faculty during a faculty meeting established for that purpose. The meeting is mandatory for faculty affiliated with and/or holding a teaching appointment in the DH program.

7.2 - Goals

The mission of the Dental Hygiene Program is to improve the health of Oklahomans and shape the future of dentistry by developing highly qualified dental hygienists through excellence in education, patient care, research, community service, faculty, and facilities.

GOAL #1: EDUCATION

Comprehensively prepare students, through appropriate academic and clinical education, to be qualified dental hygiene professionals.

• 1.1 Recruit students of the highest quality who can reasonably be predicted to successfully complete the educational programs of the College within specified time frames.
• 1.2 Provide appropriate didactic and clinical instruction through an interactive, competency-based curriculum that is reviewed regularly through an outcomes assessment process and modified as necessary to address the dynamics of a constantly changing profession.
• 1.3 Provide didactic and clinical instruction in a diverse positive learning environment that leads to social and ethical development along with technical competency and practice management skills.
• 1.4 Prepare students to integrate critical thinking, evidence-based dental hygiene, and life-long learning throughout their dental hygiene careers.
• 1.5 Integrate biomedical and clinical sciences throughout the curriculum.
• 1.6 Incorporate intraprofessional and interprofessional education and practice into the curriculum.

GOAL #2: PATIENT CARE

Provide appropriately supervised dental hygiene treatment of the highest quality.

• 2.1 Provide high quality, efficient, comprehensive patient-centered care in a humanistic environment throughout the clinical education programs as an integral component of the College's teaching and service missions.
• 2.2 Develop and implement a quality assurance program based on measurable criteria that facilitate reliable and valid assessment.
• 2.3 Teach the necessity of professional ethics and responsibility in the delivery of patient care.

GOAL #3: RESEARCH and SCHOLARLY ACTIVITY
Create a positive and rewarding academic environment that facilitates research and scholarly activity by both students and faculty.

• 3.1 Provide faculty with sufficient time, guidance and resources to engage in productive research and other scholarly activities.
• 3.2 Integrate research with the educational mission of the College by providing students with opportunities for direct experience in meaningful research activities under faculty mentorship.
• 3.3 Create a culture in which achievements in research and scholarly activity by both faculty and students are recognized and rewarded.

GOAL #4: COMMUNITY SERVICE

Foster opportunities for involvement in service activities that are consistent with the dental hygienist’s responsibility to promote oral health care as an integral component of the overall health and welfare of the community.

• 4.1 Promote participation in community and professional organizations by students, faculty and staff.
• 4.2 Identify new, and strengthen existing, relationships between the College's academic programs and the public.
• 4.3 Encourage student and faculty participation in and support of professional service organizations that promote the service mission of the College and the dental profession.
• 4.4 Promote programs, clinical experiences, and community service activities that emphasize an interdisciplinary approach and expand clinical and cultural experiences.

GOAL #5: FACULTY

Provide students with highly qualified faculty and provide faculty with an environment that facilitates personal and professional growth.

• 5.1 Recruit and retain highly qualified faculty with the requisite education, knowledge, clinical skills, and motivation to facilitate student achievement of the College's didactic and clinical goals.
• 5.2 Provide a total compensation package and an environment that are competitive with peer institutions.
• 5.3 Provide opportunities for faculty development, leadership, and service within and outside the institution.

GOAL #6: FACILITIES

Provide a state-of-the-art educational environment.

• 6.1 Incorporate relevant innovations in information technology and management as an integral facet of the College's goals in the areas of teaching, patient care, research, and service.
• 6.2 Expose students to advanced dental technology and equipment to best prepare them for practice.
• 6.3 Initiate an ongoing program for facility maintenance and improvement.

7.3 - Dental Hygiene Code of Ethics

Code of Ethics for Dental Hygienists

Preamble
As dental hygienists, we are a community of professionals devoted to the prevention of disease and the promotion and improvement of the public’s health. We are preventive oral health professionals who provide educational, clinical, and therapeutic services to the public. We strive to live meaningful, productive, satisfying lives that simultaneously serve us, our profession, our society, and the world. Our actions, behaviors, and attitudes are consistent with our commitment to public service. We endorse and incorporate the Code into our daily lives.

Purpose
The purpose of a professional code of ethics is to achieve high levels of ethical consciousness, decision making, and practice by the members of the profession. Specific objectives of the Dental Hygiene Code of Ethics are:

• to increase our professional and ethical consciousness and sense of ethical responsibility.
• to lead us to recognize ethical issues and choices and to guide us in making more informed ethical decisions.
• to establish a standard for professional judgment and conduct.
• to provide a statement of the ethical behavior the public can expect from us.

The Dental Hygiene Code of Ethics is meant to influence us throughout our careers. It stimulates our continuing study of ethical issues and challenges us to explore our ethical responsibilities. The Code establishes concise standards of behavior to guide the public’s expectations of our profession and supports dental hygiene practice, laws and regulations. By holding ourselves accountable to meeting the standards stated in the Code, we enhance the public’s trust on which our professional privilege and status are founded.

Key Concepts
Our beliefs, principles, values and ethics are concepts reflected in the Code. They are the essential elements of our comprehensive and definitive code of ethics and are interrelated and mutually dependent.

Basic Beliefs
We recognize the importance of the following beliefs that guide our practice and provide context for our ethics:

• The services we provide contribute to the health and well being of society.
• Our education and licensure qualify us to serve the public by preventing and treating oral disease and helping individuals achieve and maintain optimal health.
• Individuals have intrinsic worth, are responsible for their own health, and are entitled to make choices regarding their health.
• Dental hygiene care is an essential component of overall health care and we function interdependently with other health care providers.
• All people should have access to health care, including oral health care.
• We are individually responsible for our actions and the quality of care we provide.

Fundamental Principles

These fundamental principles, universal concepts and general laws of conduct provide the foundation for our ethics.

Universality
The principle of universality expects that, if one individual judges an action to be right or wrong in a given situation, other people considering the same action in the same situation would make the same judgment.

Complementarity
The principle of complementarity recognizes the existence of an obligation to justice and basic human rights. In all relationships, it requires considering the values and perspectives of others before making decisions or taking actions affecting them.

Ethics
Ethics are the general standards of right and wrong that guide behavior within society. As generally accepted actions, they can be judged by determining the extent to which they promote good and minimize harm. Ethics compel us to engage in health promotion/disease prevention activities.

Community
This principle expresses our concern for the bond between individuals, the community, and society in general. It leads us to preserve natural resources and inspires us to show concern for the global environment.

Responsibility
Responsibility is central to our ethics. We recognize that there are guidelines for making ethical choices and accept responsibility for knowing and applying them. We accept the consequences of our actions or the failure to act and are willing to make ethical choices and publicly affirm them.

Core Values

We acknowledge these values as general for our choices and actions.

Individual autonomy and respect for human beings
People have the right to be treated with respect. They have the right to informed consent prior to treatment, and they have the right to full disclosure of all relevant information so that they can make informed choices about their care.

Confidentiality
We respect the confidentiality of client information and relationships as a demonstration of the value we place on individual autonomy. We acknowledge our obligation to justify any violation of a confidence.

Societal Trust
We value client trust and understand that public trust in our profession is based on our actions and behavior.

Non-maleficence
We accept our fundamental obligation to provide services in a manner that protects all clients and minimizes harm to them, and others involved in their treatment.

Beneficence
We have a primary role in promoting the well-being of individuals and the public by engaging in health promotion/disease prevention activities.

Justice and Fairness
We value justice and support the fair and equitable distribution of health care resources. We believe all people should have access to high-quality, affordable oral healthcare.

Veracity
We accept our obligation to tell the truth and expect that others will do the same. We value self-knowledge and seek truth and honesty in all relationships.

Standards of Professional Responsibility

We are obligated to practice our profession in a manner that supports our purpose, beliefs, and values in accordance with the fundamental principles that support our ethics. We acknowledge the following responsibilities:

To Ourselves as Individuals...

• Avoid self-deception, and continually strive for knowledge and personal growth.
• Establish and maintain a lifestyle that supports optimal health.
• Create a safe work environment.
• Assert our own interests in ways that are fair and equitable.
• Seek the advice and counsel of others when challenged with ethical dilemmas.
• Have realistic expectations of ourselves and recognize our limitations.

To Ourselves as Professionals...

• Enhance professional competencies through continuous learning in order to practice according to high standards of care.
• Support dental hygiene peer-review systems and quality-assurance measures.
• Develop collaborative professional relationships and exchange knowledge to enhance our own lifelong professional development.

To Family and Friends...

• Support the efforts of others to establish and maintain healthy lifestyles and respect the rights of friends and family.

To Clients...

• Provide oral health care utilizing high levels of professional knowledge, judgment, and skill.
• Maintain a work environment that minimizes the risk of harm.
• Serve all clients without discrimination and avoid action toward any individual or group that may be interpreted as discriminatory.
• Hold professional client relationships confidential.
• Communicate with clients in a respectful manner.
• Promote ethical behavior and high standards of care by all dental hygienists.
• Serve as an advocate for the welfare of clients.
• Provide clients with the information necessary to make informed decisions about their oral health and encourage their full participation in treatment decisions and goals.
• Refer clients to other healthcare providers when their needs are beyond our ability or scope of practice.
• Educate clients about high-quality oral health care.
• Recognize that cultural beliefs influence client decisions.

To Colleagues...

• Conduct professional activities and programs, and develop relationships in ways that are honest, responsible, and appropriately open and candid.
• Encourage a work environment that promotes individual professional growth and development.
• Collaborate with others to create a work environment that minimizes risk to the personal health and safety of our colleagues.
• Manage conflicts constructively.
• Support the efforts of other dental hygienists to communicate the dental hygiene philosophy and preventive oral care.
• Inform other health care professionals about the relationship between general and oral health.
• Promote human relationships that are mutually beneficial, including those with other health care professionals.

To Employees and Employers...

• Conduct professional activities and programs, and develop relationships in ways that are honest, responsible, open, and candid.
• Manage conflicts constructively.
• Support the right of our employees and employers to work in an environment that promotes wellness.
• Respect the employment rights of our employers and employees.

To the Dental Hygiene Profession...

• Participate in the development and advancement of our profession.
• Avoid conflicts of interest and declare them when they occur.
• Seek opportunities to increase public awareness and understanding of oral health practices.
• Act in ways that bring credit to our profession while demonstrating appropriate respect for colleagues in other professions.
• Contribute time, talent, and financial resources to support and promote our profession.
• Promote a positive image for our profession.
• Promote a framework for professional education that develops dental hygiene competencies to meet the oral and overall health needs of the public.

To the Community and Society...

• Recognize and uphold the laws and regulations governing our profession.
• Document and report inappropriate, inadequate, or substandard care and/or illegal activities by a health care provider, to the responsible authorities.
• Use peer review as a mechanism for identifying inappropriate, inadequate, or substandard care provided by dental hygienists.
• Comply with local, state, and federal statutes that promote public health and safety.
• Develop support systems and quality-assurance programs in the workplace to assist dental hygienists in providing the appropriate standard of care.
• Promote access to dental hygiene services for all, supporting justice and fairness in the distribution of healthcare resources.
• Act consistently with the ethics of the global scientific community of which our profession is a part.
• Create a healthful workplace ecosystem to support a healthy environment.
• Recognize and uphold our obligation to provide pro bono service.

To Scientific Investigation...
We accept responsibility for conducting research according to the fundamental principles underlying our ethical beliefs in compliance with universal codes, governmental standards, and professional guidelines for the care and management of experimental subjects. We acknowledge our ethical obligations to the scientific community:

• Conduct research that contributes knowledge that is valid and useful to our clients and society.
• Use research methods that meet accepted scientific standards.
• Use research resources appropriately.
• Systematically review and justify research in progress to insure the most favorable benefit-to-risk ratio to research subjects.
• Submit all proposals involving human subjects to an appropriate human subject review committee.
• Secure appropriate institutional committee approval for the conduct of research involving animals.
• Obtain informed consent from human subjects participating in research that is based on specification published in Title 21 Code of Federal Regulations Part 46.
• Respect the confidentiality and privacy of data.
• Seek opportunities to advance dental hygiene knowledge through research by providing financial, human, and technical resources whenever possible.
• Report research results in a timely manner.
• Report research findings completely and honestly, drawing only those conclusions that are supported by the data presented.
• Report the names of investigators fairly and accurately.
• Interpret the research and the research of others accurately and objectively, drawing conclusions that are supported by the data presented and seeking clarity when uncertain.
• Critically evaluate research methods and results before applying new theory and technology in practice.
• Be knowledgeable concerning currently accepted preventive and therapeutic methods, products, and technology and their application to our practice.

7.4 - DH Curriculum and Competencies

COMPETENCIES FOR THE ENTRY LEVEL DENTAL HYGIENIST

Competence: That level of skills, knowledge, and values required by new graduates to begin the practice of dental hygiene.

CORE COMPETENCIES (C): Reflect the ethics, values, skills, and knowledge integral to all aspects of dental hygiene practice.

The graduate will be able to:

Core Competencies (C)

• C.1 Apply a professional code of ethics in all endeavors.
• C.2 Adhere to state and federal laws, recommendations, and regulations in the provision of oral health care.
• C.3 Use critical thinking skills and comprehensive problem-solving to identify oral health care strategies that promote patient health and wellness.
• C.4 Use evidence-based decision making to evaluate emerging technology and treatment modalities to integrate into patient dental hygiene care plans to achieve high-quality, cost-effective care.
• C.5 Assume responsibility for professional actions and care based on accepted scientific theories, research, and the accepted standard of care.
• C.6 Continuously perform self-assessment for lifelong learning and professional growth.
• C.7 Integrate accepted scientific theories and research into educational, preventive, and therapeutic oral health services.
• C.8 Promote the values of the dental hygiene profession through service-based activities, positive community affiliations, and active involvement in local organizations.
• C.9 Apply quality assurance mechanisms to ensure continuous commitment to accepted standards of care.
• C.10 Communicate effectively with diverse individuals and groups, serving all persons without discrimination by acknowledging and appreciating diversity.
• C.11 Record accurate, consistent, and complete documentation of oral health services provided.
• C.12 Initiate a collaborative approach with all patients when developing individualized care plans that are specialized, comprehensive, culturally sensitive, and acceptable to all parties involved in care planning.
• C.13 Initiate consultations and collaborations with all relevant health care providers to facilitate optimal treatments.
• C.14 Manage medical emergencies by using professional judgment, providing life support, and utilizing required CPR and any specialized training or knowledge.

Health Promotion and Disease Prevention (HP)

• HP.1 Promote positive values of overall health and wellness to the public and organizations within and outside the profession.
• HP.2 Respect the goals, values, beliefs, and preferences of all patients.
• HP.3 Refer patients who may have physiological, psychological, or social problems for comprehensive evaluation.
• HP.4 Identify individual and population risk factors, and develop strategies that promote health-related quality of life.
• HP.5 Evaluate factors that can be used to promote patient adherence to disease prevention or health maintenance strategies.
• HP.6 Utilize methods that ensure the health and safety of the patient and the oral health professional in the delivery of care.

Community Involvement (CM)

• CM.1 Assess the oral health needs and services of the community to determine action plans and availability of resources to meet the health care needs.
• CM.2 Provide screening, referral, and educational services that allow patients to access the resources of the health care system.
• CM.3 Provide community oral health services in a variety of settings.
• CM.4 Facilitate patient access to oral health services by influencing individuals or organizations for the provision of oral health care.
• CM.5 Evaluate reimbursement mechanisms and their impact on the patient’s access to oral health care.
• CM.6 Evaluate the outcomes of community-based programs, and plan for future activities.
• CM.7 Advocate for effective oral health care for underserved populations.

Patient Care (PC)
Assessment

• PC.1 Systematically collect, analyze, and record diagnostic data on the general, oral, and psychosocial health status of a variety of patients using methods consistent with medicolegal principles.
• PC.2 Recognize predisposing and etiologic risk factors that require intervention to prevent disease.
• PC.3 Recognize the relationships among systemic disease, medications, and oral health that impact overall patient care and treatment outcomes.
• PC.4 Identify patients at risk for a medical emergency, and manage the patient care in a manner that prevents an emergency.

Dental Hygiene Diagnosis

• PC.5 Use patient assessment data, diagnostic technologies, and critical decision making skills to determine a dental hygiene diagnosis, a component of the dental diagnosis, to reach conclusions about the patient’s dental hygiene care needs.

Planning

• PC.6 Utilize reflective judgment in developing a comprehensive patient dental hygiene care plan.
• PC.7 Collaborate with the patient and other health professionals as indicated to formulate a comprehensive dental hygiene care plan that is patient-centered and based on the best scientific evidence and professional judgment.
• PC.8 Make referrals to professional colleagues and other health care professionals as indicated in the patient care plan.
• PC.9 Obtain the patient’s informed consent based on a thorough case presentation.

Implementation

• PC.10 Provide specialized treatment that includes educational, preventive, and therapeutic services designed to achieve and maintain oral health. Partner with the patient in achieving oral health goals.

Evaluation

• PC.11 Evaluate the effectiveness of the provided services, and modify care plans as needed.
• PC.12 Determine the outcomes of dental hygiene interventions using indices, instruments, examination techniques, and patient self-reports as specified in patient goals.
• PC.13 Compare actual outcomes to expected outcomes, reevaluating goals, diagnoses, and services when expected outcomes are not achieved.

Professional Growth and Development (PGD)

• PGD.1 Pursue career opportunities within health care, industry, education, research, and other roles as they evolve for the dental hygienist.
• PGD.2 Develop practice management and marketing strategies to be used in the delivery of oral PGD.3 Access professional and social networks to pursue professional goals.

Adopted by Faculty June 16, 2014

7.5 - Academic Calendar and Schedules

Faculty and student access online at: https://dentistry.ouhsc.edu/Intranet/Current-Students

7.6 - Inclement Weather

Weather conditions have varying impact on regions of the state and occasionally one or more sites may be OFFICIALLY closed. It is the student’s responsibility to determine whether his/her campus is officially closed, has altered hours of operation, or will meet for classes or clinics even if other sites are closed. All students should:

Verify whether your site is officially closed (see below).

Check email and Canvas sites for information from specfic course directors regarding classes.

Course directors may choose to hold class for students whose sites are open and post a recording, cancel class, alter hours, or post an assignment.

If your site is open and others are closed, confirm whether clinic will be held at your site even if classes are cancelled.

Official closing notification:

• HSC: Check the OUHSC website at ouhsc.edu for a weather announcement posted on the home page. You can additionally call the Weather Line at 405-271-6499.
• TCTC: If the College closes or cancels classes due to weather conditions, Ms. Snyder will call the class presidents and email TCTC students. If TCTC is open, clinic may be held even if other sites are closed; students will be notified.
• SOTC: Students will be notified of closures or delays by text, phone call, and/or email. If SOTC is open, clinic may be held even if other sites are closed; students will be notified.
• WTC: Students will be notified of closures or delays by text, phone call, and/or email. WTC may hold clinic if the Weatherford campus is open, even if OU or the main campus in Burns Flat is closed; students will be notified.

Our greatest concern is for safety; therefore, each individual should use his or her best judgement as to whether it is safe to travel based upon individual circumstances that exist. We expect that all concerned are responsible and professional and that they will be cognizant of the problems that may ensue due to an absence. Therefore, if class, clinic, and/or rotation is being held as scheduled, but you feel it is not safe for you to travel, you MUST communicate to the following:

• Class: contact your course director(s), site coordinator, and the Dental Hygiene Program Director, complete COD Student Absence Request Form located in Section 4.4.
• Clinic or Rotation: contact the clinical or site coordinator and Patient Service Coordinator. Complete COD Student Absence Request Form located in Section 4.4.

7.7 - Board Exams

DENTAL HYGIENE BOARD EXAMS

*Instructions will be provided by the Dental Hygiene Program Director.

NATIONAL BOARD DENTAL HYGIENE EXAM (NBDHE)
401 North Michigan Ave
Chicago, IL 60611-4250
Apply for NBDHE
800-232-1694

Date: Test date must be scheduled online through the JCNDE website. Exam must be taken during the scheduled OUCOD Spring Break and cannot interfere with any class or clinic sessions.

Application process occurs online after notification from the Program Director.

Requires 2 passport photos.

Regional Exam: ADEX-CITA-WREB
Phone: 301.563.3300 | Fax: 301.563.3307
Mailing Address: 1304 Concourse Drive, Suite 100 Linthicum, MD 21090

Apply for ADEX Exam

Application process occurs online after notification from the Program Director. Students must complete the application but are already scheduled for their testing site, the OU College of Dentistry.

Requires 2 passport photos.

Results usually available in 2-3 weeks.

OKLAHOMA LICENSURE

OKLAHOMA STATE BOARD OF DENTISTRY
2920 N. Lincoln Blvd., Ste B
Oklahoma City, OK 73105
(405) 522-4844
https://oklahoma.gov/dentistry.html

Requirements:

• Jurisprudence exam
• Physical exam
• Passport photo
• Notarized application

7.8 - Student Organizations

DENTAL HYGIENE CLASS OFFICERS

ELECTION AND DUTIES

TERM OF OFFICE

• Student Officers will be elected fall semester junior year and will continue these elected positions through the senior year.

ELECTION PROCESS

• The faculty advisor at each site will collect nominations, call, and preside over a class meeting for the purpose of electing officers.
• Candidates for each office will be given two minutes to speak to their colleagues.
• Students will vote by secret ballot.
• Votes will be counted by the site faculty advisor.

CLASS OFFICER JOB DESCRIPTIONS/DUTIES

PRESIDENT will: 1 AT EACH SITE

• Call and preside over meetings of the Site Class.
• Assume responsibility for representing the Site Class and act as spokesperson for the Site Class when indicated.
• Act as liaison between Dental Hygiene Program Director, Site Coordinators, and the Class.
• Be responsible for informing DH Program Director of Class activities, events, and functions.
• Coordinate functions and schedule locations of events for the Class with the Dental Hygiene Program, Dean’s Office, and various
• COD departments as necessary.
• Attend DHII Graduation and serve as DHI student marshals (May).
• Attend DHI Summer Orientation to welcome the new DHI Class (June).
• Attend White Coat Ceremony and serve as DHII student marshals (August).
• Serve as member of the Class Executive Council.
• Serve on DH Advisory Committee.
• Write a site commencement address.
• Currently hold and maintain at least a 3.00 grade point average.
• Must not have any Professional Concerns Reports on record; receiving a Professional Concerns Report will result in a meeting with the Program Director and possible removal from officer position.
• Must not have any unexcused absences; any unexcused absence will result in a meeting with the Program Director and possible removal from officer position.

VICE-PRESIDENT/SECRETARY/TREASURER (3 in1) will: 1 AT EACH SITE

• Assume duties of the President in case of absence.
• Assist the President in organization of class functions.
• Carry out other duties assigned by the President.
• Serve as member of the Class Executive Council.
• Currently hold and maintain at least a 3.00 grade point average.
• Must not have any Professional Concerns Reports on record; receiving a Professional Concerns Report will result in a meeting with the Program Director and possible removal from officer position.
• Must not have any unexcused absences; any unexcused absence will result in a meeting with the Program Director and possible removal from officer position.
• Work with COD Accounting Department to monitor class funds derived from the Student Activity Fee.
• Record minutes from class meetings.

Failure to perform any of the officer duties will result in removal from officer position.

DH Class Executive Council will consist of:

• Site Presidents
• Site Vice Presidents/Secretary/Treasurer (3 in 1)

Duties:

• Plan and coordinate class activities, events, and social functions (in collaboration with DHI and DHII Executive Councils from individual sites or jointly with all sites if indicated).
• Delegate class members to arrange facility, time, invitations, food, beverages, and clean up.

DH I Student Council Representatives (2): Must be OKC site students as meetings occur at COD
Represent the DH I Class from all sites on the Student Council (STUCO).

• Attend monthly STUCO meetings.
• Volunteer as appropriate in activities organized by STUCO.
• Keep classmates informed about the activities of STUCO and promote participation in its activities.

Classroom Technology Communicator:

• Student will volunteer for this position at the beginning of Semester 1.
• Student will participate in basic classroom technology training with IT personnel.
• Student will assist in basic classroom tecnology as needed throughout the program; e.g. unmuting Zoom audio.
• Student will contact IT for technological support that is beyond the student's basic training.
• Student will contact Course Director or Program Director in the circumstance that immediate assisstance is not provided by IT.

Staples Society Representative (2): Must be OKC site students as meetings occur at COD

• Attend and participate in Staples Society meetings.
• Participate as appropriate in the various activities and fundraisers of the Society.
• Keep classmates informed about activities of the Society and promote participation in Society activities.

Yearbook Committee (1) at each site

• Responsible for collecting pictures and other information about the class for publication in the yearbook.
• Coordinate items, photos, etc. from class to be included in the COD yearbook.

SADHA OFFICERS:
TERM OF OFFICE

• SADHA Student Officers will be elected fall semester junior year and will continue these elected positions through the senior year.

ELECTION PROCESS

• The faculty advisor at each site will collect nominations, call, and preside over a class meeting for the purpose of electing officers.
• Candidates for each office will be given two minutes to speak to their colleagues.
• Students will vote by secret ballot.
• Votes will be counted by the site faculty advisor.

CLASS OFFICER JOB DESCRIPTIONS/DUTIES

• See SADHA Bylaws & Constitution

7.9 - Remediation and Mentoring

CLINICAL REMEDIATION PROTOCOL

If student scores less than 75% on clinical competencies, the student must self-assess errors and undergo remediation with the assigned faculty mentor. The student must retake the competency until a score of 75% is achieved. The initial grade will stand.

When remediation is necessary student must fill out the Patient Care/Competency Remediation Agreement Form and the Remediation Self-Assessment Worksheet and turn in both to their assigned faculty mentor.

MENTORING

Faculty Role
Provide students with guidance in:

• Professional development
• Academic and clinical concerns (Ex: monitoring of grades and clinical skills/tracking progress)
• Ethical issues

Student's Role

• Maintain regular communication with his or her assigned Faculty Advisor
• Preparing in advance for Faculty Advisor/Mentor Meetings by:
  • setting daily and weekly goals for program progression
  • assessing attainment of goals
  • identifying challenges to achieving goals
  • monitoring grades and clinical tracking

Goals of Meetings

• Attain and maintain regular communication between students and faculty
• Provide guidance in areas of clinical skills, or those needing attention or development (clinical evaluation forms “A” or “N”)
• Provide remediation as stated in the Clinical Remediation Protocol

Meeting requirements

• Students will be assigned a Faculty Advisor/Mentor
• Mandatory meetings will be scheduled by the student twice per semester
• Meeting length will average 30 minutes-1 hour depending on need
• Advisors/Mentors will advise Clinic Coordinator and/or Program Director of any deficiencies or concerns noted in meeting

NOTE: Email will not be utilized for the mentoring session.

7.10 - Clinic Information

All information pertaining to clinic (including specific rotation information) can be found in the associated clinic course on Canvas.

7.11 - Clinical Evaluation Criteria

DH1 and DH2 Clinical Evaluation Criteria

The DH1 and DH2 Clinical Evaluation Criteria documents are utilized to measure clinical performance when providing patient care. The established criteria categorize the student's performance utilizing a C (Competent), A (Needs Attention), and N (Needs Development). For those students receiving a determined number of N's in the same category, remediation is required with the assigned clinic faculty member and may occur in the clinic session where the error occurred. Those students will also receive a point deduction in their overall course grade.

DH1s –

• 1 A in any category = .5 point deduction from the final course grade
• 1 N in any category = Remediation with assigned clinic faculty member/1 point overall grade deduction
• 3 N’s in the same category = Clinical Skills Report or Professional Concerns Report completed and signed by the faculty and student in addition to the point deduction
• 4 N’s in the same category = Clinical remediation provided during patient care. This experience will not count toward clinic requirements; however, any A’s or N’s earned will be deducted from the final course grade.

DH2s –
FALL:

• 1 A in any category = .5 point deduction from the final course grade
• 1 N in any category = Remediation with assigned clinic faculty member/1 point overall grade deduction
• 3 N’s in the same category = Clinical Skills Report or Professional Concerns Report completed and signed by the faculty and student in addition to the point deduction
• 4 N’s in the same category = Clinical remediation provided during patient care. This experience will not count toward clinic requirements; however, any A’s or N’s earned will be deducted from the final course grade.

SPRING:

• 1 A in same category = .5 point deduction from the final course grade
• 1 N in any category = Remediation with assigned clinic faculty member/1 point overall grade deduction
• 3 N’s in the same category = Clinical Skills Report or Professional Concerns Report completed and signed by the faculty and student in addition to the point deduction
• 4 N’s in the same category = Clinical remediation provided during patient care. This experience will not count toward clinic requirements; however, any A’s or N’s earned will be deducted from the final course grade.

7.12 - Cell Phone Protocol

Cell phone use is strictly prohibited in clinic. Cell phone use for special circumstances is only allowed if faculty permission is given. Failure
to comply will result in a “N” in Professionalism for Protocol Adherence.