Selected Program Policies: PA Tampa

POLICY AND PROCEDURES FOR GRADING

To remain in good academic standing, normal academic progress in the didactic phase of the LMU-Tampa PA Program requires all students to achieve a minimum of 3.0 G.P.A. each semester.

Grade Point Average (GPA) equivalents are as follows:

MINIMUM PASSING COURSE GRADES

Students must earn a final course grade of C or better to receive a course credit toward their degree and to continue in the program. Courses in which a student earns a grade below C do not count toward meeting MMS degree requirements and require an academic hearing by the faculty. Earning below a C in a course (< 70.0%) will prevent a student from being permitted to continue in the program. As a policy, the LMU-Tampa PA Program does not round-up any grades, including course examination scores and course GPAs.

ACADEMIC STANDING 

 Students are considered in good academic standing if they have met all the following criteria:

• Receive a passing score of 70% (C) or higher in all courses.
• Maintain a cumulative GPA of 3.0 or higher.

Students who do not meet the above standards will be placed on academic probation and are no longer in good academic standing. Students who are not in good academic standing will be sent to the SPC for recommendations.

THE "C" GRADE POLICY

Students who earn a final course grade below "C" in any given semester will be sent to the SPC for recommendations.

Students are responsible for all housing, transportation, and meal arrangements associated with clinical rotations as well as any costs incurred from those arrangements.

The LMU-Tampa PA Program is committed to maintaining and developing excellent clinical rotation sites and preceptors. The Program assumes all responsibility for establishing clinical rotation sites. Under NO circumstance will a student be required or permitted to contact and/or obtain their own clinical rotation sites. Any student who contacts a potential preceptor directly to plan for their own clinical sites will be referred to the SPC for disciplinary action. Although it is the responsibility of the Program and not the students to arrange clinical rotation sites, a student may suggest a new clinical site. The clinical team will make students aware of this option and disperse appropriate forms at a designated time during the didactic phase. Until the clinical team has this discussion with students, the students are asked to refrain from requesting preceptors or clinical sites. If a student chooses to submit a request at the designated time, the program will determine if the site is adequate for students to meet program learning outcomes and legal requirements. All final decisions on site adequacy are made by the clinical team.

Standard precautions are the minimum safety and infection prevention practices that apply to all patient care, laboratory or technical skills training experiences in any setting where healthcare or healthcare training is delivered. These practices are designed to protect healthcare professionals (HCP) and prevent HCP from spreading infections to others. Students will be instructed in Standard Precautions early in the program during orientation and throughout the didactic phase of the program.

Compliance with all safety practices is not just a good procedure - it is a mark of your professionalism. Persistent failure to observe and practice Standard Precautions may result in adverse/disciplinary action for unprofessional behavior and referral to the Student Progress Committee.

For more information about the Standard Precautions/OSHA/Post Exposure and Reporting, review the attached PDF titles Standard Precautions.

Students are required to maintain personal health insurance during enrollment in LMU Physician Assistant Program. Proof of insurance coverage must be provided prior to orientation. Students are responsible for all personal health care costs incurred while enrolled in the PA Program. These costs may include but are not limited to immunizations, illness, PPD testing, health evaluation post exposure to a communicable disease, or other accidental injuries sustained during program mandated training activities. Due to the potential for exposure to infectious materials, insurance should cover screenings, diagnostics, treatments, and short- and long-term disability compensation that may result from any potential exposure. All screening, treatment, or disability maintenance costs that insurance does not cover will be the sole responsibility of the student. All covered, uncovered, or related costs are the exclusive responsibility of the student and not the responsibility of the Lincoln Memorial University.

All students must clearly identify themselves as Physician Assistant Students (PA-S) in all academic, clinical, and professional settings. This policy ensures transparency, maintains professional boundaries, and upholds patient safety. Specific requirements include:

Prohibited Misrepresentation:
* Students must never imply or state that they are physicians, residents, medical students, certified PAs (PA-C), or colleagues of clinical preceptors.
* Titles earned prior to matriculation (e.g., RN, EMT, Ph.D.) may not be used in any capacity during Program activities.

Identification Standards:
*A PA Student ID badge must be always worn in a visible location during:
o    Clinical rotations,
o    University-sponsored events,
o    Any activity representing the Program.
* The program works with clinical sites to ensure that PA students are readily distinguishable from other learners and staff. This may involve specific dress code requirements, name tags, or other site-specific identification protocols.

Consequences for Non-Compliance:
* Violations of this policy will result in referral to the SPC for disciplinary action. Outcomes may include but are not limited to:
o    Formal probation
o    Suspension from the program
o    Dismissal from the program

In the case where a student may need to take a leave of absence from the program for medical or personal emergencies. The request for a leave of absence must be submitted by the student in writing to the program director and a meeting must be scheduled with the program director to discuss the decision. The program director must first approve the leave of absence, for it to be official. If a student in the didactic phase takes a leave of absence, they will restart the Program with the next matriculating class and be required to retake all Program courses from the beginning at the sole cost of the student.

Leave of Absence in the Clinical Phase

If a student in the clinical phase takes a leave of absence, they will restart clinical rotations at the beginning of the semester where they left off and have a delay in graduation for the length of time the leave of absence has been granted; they will not be required to retake all previous Program courses. Students who take any extended leave of absence may be required to complete additional assignments to ensure they are well- prepared to continue in the program.

All students must complete the LMU-Tampa PA program curriculum within 48 months. If a leave of absence will cause the student to go over the 48-month allotted time frame for program completion, the student will need to withdraw permanently from the program and reapply at a later date when they are able to fulfill the academic requirements.

Leave of absence stipulations are as follows: 

• The student must be in good academic standing. 
• The student must submit a written request for a leave of absence to the PA Program Director.
• The student must discuss the reason for the leave with the Program Director.
• The Program Director will be the one who approves or denies the request.
• The maximum amount of time allowed for a leave of absence is 12 months.
• The start date of the leave of absence, if granted, is the date the student’s written request was received. Any tuition refunds or outstanding balances will be based on this date.
• If a student is granted a leave of absence, they will receive a letter from the PA Program Director outlining the requirements for the student’s return to the Program.
• Students returning from a leave of absence must complete all requirements related to the leave of absence and provide written notification of completion of requirements and desire to return to the program to the Program Director at least four (4) months prior to the anticipated date of return.
• Students seeking to return from a medical leave of absence must have a licensed healthcare provider certify in writing that the student’s physical and/or mental health is sufficient to continue their training in a capacity consistent with the Program’s technical standards. This letter must be submitted to the PA Program Director.
• Students seeking to return from a financial leave of absence must provide the financial aid office with sufficient documentation to demonstrate their financial capability to advance their education.

A leave of absence may be granted for the following reasons: 

• Maternity/paternity leave
• Jury duty
• Medical emergency
• Financial emergency
• Call to active military service
• Personal or family emergency

Remediation Policy and Procedure

Remediation is the process of addressing deficiencies in a student’s knowledge and skills, so that the deficiencies are corrected. Remediation is NOT Retesting. The purpose of remediation is to identify areas of student weakness, assist the student in overcoming those weaknesses, and provide an opportunity for the student to demonstrate achievement in the area(s) of identified weakness. Course Directors may initiate remediation measures at any time when an area of weakness is identified in a student.

A student receiving an “F” in a didactic assessment or “F” grade in a SCPE assessment, a failed end of rotation exam or failed OSCE will remediate the identified area(s) of deficiency. The specific remediation plan developed is at the discretion of the course instructor in collaboration with the Didactic Education Director and faculty advisor for didactic courses and the Clinical Education Director with collaboration of the faculty advisor and clinical preceptor for SCPE courses and may include but is not limited to:

1. Reading assignments
2. Written completion of selected course learning objectives with reference citations
3. Written response to selected exam items with reference citations
4. Problem-based learning exercises focused on area(s) of weakness
5. Written self-reflection exercise
6. Individual faculty-led tutoring (especially skills related deficiencies). Skills review and assessment
7. Repeating a portion of or the entire SCPE.

Students will be reassessed after completion of the outlined remediation plan with an emphasis on areas of poor performance. The assessment activity may vary depending on the nature of deficiency and degree of remediation necessary. A successful remediation plan will include:

1. Academic Improvement Form: Composition/nature of assessment and the student performance required for successful remediation of material
2. Date in which assigned activities are due and follow-up.

The responsible course director or codirector must document remediation efforts and outcomes and submit documentation to the Program Administrator in the respective year to be filed in the student’s official file.

The course instructor must notify the Didactic Education Director or the Clinical Education Director of any student needing remediation. The DED and CED will be responsible for notification to the Student Progress Committee (SPC) of any remediation plan. To ensure adequate rigor and consistency within the program, the SPC must approve remediation plans and remediation reassessments prior to implementation.

Unsuccessful remediation efforts will be forwarded to the SPC for review. The Committee may recommend appropriate courses of action, which may include the entire range of possible outcomes up to and including dismissal from the program.

Program Summative Examinations and Student Assessments Failure after Two Attempts 

Any student failing any section of the summative process after two attempts will be held from graduation and will be remediated for a period of four-six weeks. A diagnostic assessment of the deficiencies will be performed by the Didactic Education Director and/or the Clinical Education Director. The Program Director will assign a faculty member experienced in the remediation process to assist.

Any learner failing the second attempt at remediation will be referred to the Student Progress Committee for further action, which may include further remediation or dismissal. 

This policy defines the permissible roles and responsibilities of Physician Assistant (PA) students within the Lincoln Memorial University Tampa PA program, ensuring compliance with accreditation standards and maintaining appropriate learning experiences.

Purpose:
This policy clarifies the distinction between the educational role of PA students and the roles of faculty, clinical staff, and administrative staff. It emphasizes that students are learners and should not be used as substitutes for employed personnel.

Policy Statement:
PA students enrolled in the Lincoln Memorial University Tampa PA program must not be required to work for the program, nor may they substitute for or function as instructional faculty, clinical staff, or administrative staff.

Permitted Activities:
PA students may engage in the following activities as part of their educational experience:

• Learning Activities: Participating in supervised learning experiences, including classroom instruction, laboratory sessions, simulations, and clinical rotations.
• Clinical Experiences: Providing patient care under the direct supervision of qualified clinical preceptors, as defined by the program's clinical education policy. These experiences are designed to enhance clinical skills and knowledge, not to provide staffing for clinical sites.
• Educational Support: Assisting with program-related educational activities, such as peer tutoring, serving as standardized patients, or participating in program evaluation activities, provided these activities do not constitute employment or replace the duties of paid staff.
• Research Activities: Participating in research projects under the guidance of faculty members, in accordance with the program's research policy.
• Professional Development: Engaging in activities that promote professional growth, such as attending conferences, joining professional organizations, and participating in community outreach events.
  
  

Prohibited Activities:
PA students are prohibited from:

• PA students are prohibited from:Employment by the Program: Students must not be required to work for the program in any capacity, whether paid or unpaid.
• Substitution for Faculty: Students may not teach courses, lead labs without faculty supervision, or assume the primary responsibility for instruction. Faculty members are responsible for all aspects of instruction.
• Substitution for Clinical Staff: Students may not function as or replace clinical staff, including but not limited to medical assistants, nurses, or other healthcare professionals. Clinical rotations are for learning purposes, not staffing solutions.
• Substitution for Administrative Staff: Students may not perform administrative duties that are the responsibility of paid staff, such as record keeping, scheduling, or office management.
• Independent Practice: Students may not practice medicine independently. All patient care activities must be performed under the direct supervision of a licensed healthcare professional.

Enforcement: Violations of this policy will be subject to disciplinary action, as outlined in the program's student handbook. Any student who believes they are being asked to perform prohibited activities should immediately report the concern to the Program Director.

Outside Employment: The rigorous, full-time nature of the Physician Assistant program, encompassing academic coursework, clinical rotations, and mandatory program events, requires students' full academic and professional focus. Therefore, outside employment during enrollment is strongly discouraged.

Program schedules will not be adjusted to accommodate work obligations. Students are advised to prioritize their education and explore available financial aid resources, including scholarships, loans, and institutional aid.

This policy ensures compliance with accreditation standards, safeguards patient safety, and maintains the integrity of the learning environment.

This policy outlines the procedures for student grievances and appeals at the LMU-Tampa PA Program and the School of Medical Sciences (SMS), encompassing academic (grade and dismissal), non-academic (program) and SPC decisions matters. The policy ensures due process and protects student rights while maintaining a professional and respectful environment.

Purpose: To provide a clear and comprehensive process for students to address concerns and appeal decisions related to academic performance, program actions, and Student Progress Committee (SPC) outcomes.

Policy Statement: LMU and SMS are committed to fair and equitable treatment of all students. This policy establishes a structured process for addressing grievances and appeals, ensuring that established policies and procedures are followed, factual and procedural errors are addressed, and all relevant information is considered.

Scope: This policy applies to all students enrolled in the LMU-Tampa PA Program.

Definitions:

• Grievance: A formal complaint by a student regarding an academic matter (grade or dismissal) or a non-academic program action or decision.
• Appeal: A request for review of a decision made regarding a grievance or an SPC outcome.
• Academic Grievance: A grievance related to grades awarded or the process by which grades are determined.
• Non-Academic (Program) Grievance: A grievance related to program decisions or actions unrelated to grades or dismissal.
• SPC Grievance/Appeal: A grievance or appeal of a decision or disciplinary action originating from the Student Progress Committee (SPC).

General Principles:

• All grievances and appeals must be submitted in writing (electronic submissions must be from the student’s LMU email account).
• Deadlines are strictly enforced. Non-written complaints or written complaints received after the stated deadlines will not be accepted.
• Professionalism is expected at all stages of the process.
• Meetings related to grievances and appeals are considered academic proceedings. Legal counsel is not permitted to attend or participate. Students may request participation by other students or non-program faculty with the approval of the Program Director. Proceedings may not be recorded in any manner (audio, video, digital, etc.).
• All decisions regarding grievances and appeals will be communicated to the student in writing via their University-issued email account and via U.S. mail.
• Only judgements or disciplinary actions originating from an SPC decision will be considered in initiating the SMS appeals process.

All students MUST provide proof of health insurance prior to Each student’s personal health insurance policy must remain active throughout their participation in the program.

Students are financially responsible for the cost of all health care services they may require while enrolled in the program, including any health care services required as a result of their participation in scheduled program activities (e.g., TB testing, immunizations, treatment of injuries, pathogen exposure evaluation and treatment).

The following health requirements are mandatory and must be fully complied with prior to matriculation.

Tuberculosis
One of the following completed within the past 12 months is required:
* Two-step TB skin test (administered 1-3 weeks apart)
* QuantiFERON Gold blood test (lab report required)
* If positive results, submit a clear chest x-ray (lab report required)

Immunizations
Students must be current on all required immunizations. Either record of immunization or serologic proof of immunity must be provided for all listed conditions recommended by the Centers for Disease Control and Prevention for health care personnel, to include, but may not be limited to:

Hepatitis B: BOTH of the following are required:
o   A complete vaccination series AND
o   A positive antibody titer (lab report required)
o   If your titer was negative or equivocal, you must repeat the series and provide a 2nd titer.

Measles, Mumps & Rubella (MMR): One of the following is required:
o   2 vaccinations: The first vaccination MUST be administered AFTER the age of 1 regardless of vaccination type. Vaccinations can be a combined MMR vaccination, however if individualized vaccinations are submitted you MUST submit 2 vaccinations for Mumps and Measles and 1 vaccination for Rubella OR
o   Positive antibody titer (lab report required) for all 3 components. If your titer was negative or equivocal, you must receive 1 booster vaccine (administered after your titer) and provide a 2nd titer.

Varicella: One of the following is required:
o   2 vaccinations OR
o   Positive antibody titer (lab report required)
o   If your titer was negative or equivocal, you must repeat the series.

Tdap (Tetanus/Diphtheria/Pertussis: One of the following is required:
o   Documentation of a Tdap (Tetanus, Diphtheria & Pertussis) vaccination administered within the past 10 years OR
o   Documentation of a Tdap vaccination administered from any time AND a Td (Tetanus & Diphtheria) booster administered within the past 10 years. Renewal will be set for 10 years from the most recent vaccination. Upon renewal, a Td booster is required.

Influenza
Students will be required to obtain influenza immunization annually while enrolled in the program.

COVID-19
For those receiving updated mRNA COVID-19 vaccines, persons aged ≥5 years without immunocompromise are recommended to receive 1 updated COVID-19 vaccine dose, irrespective of previous COVID-19 vaccination history. For those receiving updated Novavax COVID-19 vaccines, persons ages ≥12 years without immunocompromise are recommended to receive 2 updated COVID-19 vaccine doses if previously unvaccinated and 1 updated dose if previously vaccinated with any COVID-19 vaccine. For those who have received previous COVID-19 vaccines, the updated vaccine should be administered ≥2 months after receipt of the most recent dose.

Other Immunizations
Students may occasionally be involved in patient care activities that require additional immunizations or disease prophylaxis (e.g., international rotations). It is the responsibility of the student to consult with the PD/CED to determine if any additional precautions are necessary.

Clinical sites may require additional vaccinations and documentation.
 
Students who have a medical contraindication for specific vaccinations may have additional requirements mandated (e.g., students who have a medical contraindication for influenza vaccination may be required to wear a mask during the entire influenza season). Some clinical facilities do not permit students who have not had the influenza vaccination or Covid-19 vaccination for medical reasons, even with use of a mask. Changes in clinical site requirements may necessitate changes in clinical rotation assignment or the inability to be placed on clinical rotations.

Historical documentation without primary source evidence of tuberculosis screening, immunizations and/or serologic proof of immunity will not satisfy the program’s documentation requirements.

The following qualify as legitimate proof of immunization/TB testing status:
o   Copies of the applicant’s medical record(s) on which administration and results of tuberculosis
screening data is recorded.
o   Copies of the applicant’s medical record(s) on which administration of the immunization series is documented by the immunization provider (including immunization cards signed by the administering health care professional/agency).
o   Copies of the laboratory report(s) documenting results of serologic testing for immunity (antibody test results).
o   Copies of the applicant’s medical record(s) or a letter from the applicant’s health care provider
documenting immunization non-conversion and explaining the process by which that
conclusion was reached.

Immunization records must be submitted to the EXXAT compliance tracking system, NOT to the Physician Assistant Department. The PA program will access EXXAT to ensure completion of required immunizations and TB screening of all students. Students will be provided access to EXXAT online files.

Program Director, principal program faculty, medical director, or program staff WILL NOT participate as health care providers for students enrolled in the program and WILL NOT have access to any student health information other than that defined in this policy.
 
All costs associated with meeting the above immunization requirements are the sole responsibility of the student.

Team Members:

Assistant Dean and Program Director: Chair

Associate Program Director: Co-Chair

Medical Director, Didactic Education Director, Clinical Education Director and Principal Faculty Advisor, SMS representation, University member (ad hoc when addressing specific student concerns – i.e. (Director of Admissions), LMU Preceptor or higher administration, Didactic Administrative Assistant Coordinator and Clinical Coordinator.)

The SPC is charged with:

• Analysis of formative and summative assessments of all students
• Determine Semester to Semester Progression and Mid-point Semester reviews
• Determine student readiness to transition from one semester to the next, Didactic Phase to Clinical Phase, and ultimately from the Clinical Phase to graduation
• Decision-making based on data findings and faculty discussion
• Adjudicating issues that arise at any time during the program due to failure of a learner to maintain the standards set forth in the LMU-Tampa PA Program
• Attendance of half the members constitutes a quorum
• Minutes are taken by the Didactic Administrative Assistant Coordinator and Clinical Coordinator as assigned

Withdrawal from the Program

If a student encounters difficulty meeting course objectives or maintaining acceptable grades due to unexpected illness or other significant problems or impairment. IT IS THE STUDENT'S RESPONSIBILITY TO NOTIFY THE DIDACTIC EDUCATION DIRECTOR AND/OR THE PROGRAM DIRECTOR AS SOON AS POSSIBLE.

The student must provide the PA Program Director with written notification via email and follow withdraw procedures through the LMU Registrar as outlined in the Student Academic Catalog. Any student who leaves the Program for any reason MUST go through the proper check-out procedure before their withdrawal is final. The check-out procedure is as follows:

1. Notify the registrar in writing and fill out all required paperwork
2. Complete an exit interview with the financial aid
3. Return the student ID badge and parking sticker to security

RE-ADMISSION AFTER WITHDRAWAL

A student who withdraws from the program while in good academic standing may re-apply for re-admission into the program; however, re-acceptance after withdrawal is not guaranteed. The former student must re- apply in its entirety and compete with that cohort of applicants also seeking admission into the program.

Dismissal from the Program

Policy and Procedures

In the Didactic Phase or Clinical Phase, the Didactic Education Director/Clinical Education Director will meet with the student to discuss the circumstances which contributed to the student’s poor Academic or Professional performance. The student will be referred to the Student Progress Committee for review WITH A RECOMMENDATION FOR DISMISSAL FROM THE PROGRAM pursuant to departmental policy in response to a failed course, professional or administrative violation. The Student Progress Committee will review the student’s overall progress, the instructors’ evaluation of the student in the course(s) involved and all other applicable information. After completing its review, the Student Progress Committee will:

• Formally dismiss the student from the program; or
• Recommend deceleration;
• Refer the student to the Director of Student Success (DSS) for academic retention, career, and mental health counseling.