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Welcome to Students

LETTER TO NEW STUDENTS

Hello and welcome to the University of Kansas School of Nursing! I’m so glad you’re here.

Several years ago, I was just like you… a student new to KU. I was just beginning my nursing journey. In fact, I can remember the excitement and maybe a bit of nerves, too.

As a fellow Jayhawk nurse, you will soon learn to apply the science and art of health care to meet the needs of individuals and the community.

While nursing school can be intense, we are here to help you. This handbook should answer many of your questions. And if it doesn’t (because let’s face it, you’re unique, so your questions will be unique too), please reach out to any of us. We are all here to help you.

Here’s to a fantastic year… Rock Chalk!

Jean Giddens, Ph.D., RN, FAAN, ANEF
Dean, KU School of Nursing

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ADMINISTRATION AND STAFF

• Executive Vice Chancellor, Steven Stites, M.D.
• Dean, School of Nursing, Dr Jean Giddens, RN, Ph.D., FAAN, ANEF
• Interim Associate Dean for Grants and Research, Jacob Sosnoff, Ph.D.
• Associate Dean for Undergraduate Programs and Department Chair, Laura Klenke-Borgmann, Ph.D, RN, CHSE
• Associate Dean for Graduate Programs and Department Chair, Jill Peltzer, Ph.D., RN
• Associate Dean for Faculty Practice and Community Engagement, Amy Garcia, DNP, MSN, RN, FAAN
• Associate Dean, Student Affairs, Heather Black, EdD
• Dean for the Salina campus, Karen Weis, Ph.D., RNC-OB, FAAN

The School of Nursing includes wonderful Faculty and Staff who support and assist students.

KU School of Nursing Faculty Directory

KU School of Nursing Staff Directory

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General Requirements

ANNOUNCEMENTS AND COMMUNICATION

Maintaining Accurate Contact Information: Every student is responsible for making address and phone number changes in Enroll & Pay as soon as a change occurs.

E-mail: Upon admission, each student is assigned an e-mail address. Your KUMC e-mail is the official means of communication from the University to the student. It is expected that students adhere to KUMC policies related to proper email usage. The student’s email account also facilitates access to myKUMC, Enroll & Pay, Blackboard, and other online KUMC services. Students are expected to check their KUMC email daily.

Blackboard: Blackboard is a learning management system where all online course components are accessed by students. Because all students use Blackboard routinely, announcements are posted on Blackboard. When an announcement is urgent, the posting is also forwarded to student email accounts. Announcements typically include notices of important academic dates, volunteer and job opportunities, and upcoming events of interest, among others.

KU SON Office of Student Affairs Sharepoint – The Office of Student Affairs maintains a sharepoint accessible to all KU SON students. The site includes announcements about employment, resources for current students, and important links. Students are encouraged to visit the sharepoint weekly and review information.  

COMPUTER REQUIREMENTS

Every student is required to have access to a computer (desktop, laptop, or notebook) that meets standards approved by the School of Nursing. Nursing students may also utilize computer equipment located in the Dykes Library. KUMC Information Resources provides various services supporting student computing needs, including access to various software and technical assistance. Faculty and staff office equipment, i.e., computers, copiers, printers, and fax machines, are generally not available for student use. Courses using Examsoft software will require the following minimum system requirements.

STUDENT IDENTIFICATION BADGES

Student photo identification badges are required to be worn all times while on campus. Details about distribution of badges is announced during new student orientation. The badge facilitates entry into all KUMC buildings. Distance education students (those in web-based and outreach site programs) may request a KU Medical Center photo identification badge by contacting 913-588-1619 or SONINFO@kumc.edu.

DRUG SCREEN POLICY

Healthcare providers are entrusted with the health, safety, and welfare of patients; have access to confidential and sensitive information; and operate in settings that require the exercise of good judgment and ethical behavior. Additionally, clinical facilities are increasingly requiring drug screening of any individuals, including students, who provide services and care within their facilities, both for safety reasons and to remain in compliance with Joint Commission on Accreditation of Healthcare Organizations (JCAHO) standards.

Assessment of a student’s suitability to function in a clinical setting is imperative to promote integrity in healthcare services. Clinical observations and rotations are an essential element in certain degree programs’ curricula. A student with a positive drug screen may be barred from certain clinical facilities and thus may be unable to fulfill degree program requirements. Identification of such students prior to clinical rotations will enable appropriate assessment and follow-up.

All students receive instructions on how and when to complete the pre-admission or pre-clinical/practicum screening (at own cost). Students may be required to complete drug testing at multiple points in their academic career depending on affiliated facility requirements. Students are required to have a negative test result prior to proceeding into their first course requiring clinical observations, practicums, rotations or placements.

Undergraduate: All undergraduate School of Nursing Students (traditional on-campus and online) undergo UDS prior to admission within a designated period. A confirmed positive test may result in a recension of acceptance into the program. Students with a positive/negative dilute test will be required to retest (at own cost); students must have a negative test to remain enrolled. Students may be referred to the appropriate student assistance program for evaluation and treatment and possible adjudication through the School of Nursing Honor Code process which may include dismissal from the program. Community College Partnership students are also required to undergo UDS as directed and managed by their respective community college.

Graduate: a. Graduate students undergo a UDS prior to participating in clinical or practicum observations, rotations, or placements. When prompted, the student must complete the screening prior to participating in required courses. A student with a confirmed positive/negative dilute test will be required to retest (at own cost) within a designated time frame; students must have a negative test to remain enrolled. Students may be referred to the appropriate student assistance program for evaluation and treatment and may be referred to the SON Honor Code process which may include dismissal from the program.

The full School of Nursing drug screen policy is provided in Appendix A of this document.

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Scholarships and Emergency Support

SCHOLARSHIPS

Scholarships are awarded throughout the year. Notice to apply for scholarships are sent annually to all students during the scholarship consideration process.  Students must complete an application for scholarship to be considered for award. To maximize access to scholarships offered through the school, students are strongly encouraged to submit a FAFSA. All scholarship applications are reviewed for alignment with individual scholarship requirements. Scholarship Awards are reviewed and awarded by the Office of Student Affairs. Please contact soninfo@kumc.edu or visit the KU SON Office of Student Affairs sharepoint to learn more about opportunities.

Other forms of financial assistance are available through the KUMC Office of Student Financial Aid.

JOANNE BARKETT CONWAY DEAN'S STUDENT EMERGENCY FUND

The Joanne Barkett Conway Dean’s Emergency Fund is intended to assist currently enrolled KU School of Nursing students who are experiencing an unexpected or unforeseen expense due to circumstances beyond their control. Emergency funds are intended to assist a student in addressing an immediate, unexpected financial hardship which might otherwise prevent them from continued participation as a KU School of Nursing student. Please visit KUSON Bedford Falls Foundation Emergency Funds to learn more about the funds and access the application.

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Student Organizations

STUDENT ORGANIZATIONS, REPRESENTATION AND ENGAGEMENT OPPORTUNITIES

Association of Undergraduate Students in Nursing (AUSN) at the University of Kansas is the body of student government for undergraduates in nursing. The purpose is to provide a means for establishing and maintaining communication, cooperation and understanding among the undergraduate nursing students at the University of Kansas and to promote the welfare of undergraduate students in nursing through participation in designated university and school governance activities. The organization provides an avenue of interaction between the School of Nursing faculty and other student organizations at the University of Kansas including the Student Governing Council. All undergraduate students in nursing at the University of Kansas are members upon enrollment. Officers are elected from the new class in mid-fall semester. A copy of the current AUSN bylaws is distributed to each undergraduate nursing student early each fall semester. Meetings are usually held once a month.

Kansas University Student Nurses Association (KUSNA) and Kansas Association of Nursing Students (KANS) is part of a nationwide organization, the National Student Nurses Association (NSNA). The local chapter affiliate is KU Student Nurses Association (KUSNA). It is the only national professional organization for undergraduate students in schools of nursing. NSNA and KANS offer the opportunity to participate now as a change agent and to develop the leadership skills BSN students will need as a professional nurse. NSNA is involved in speaking for all nursing students; it is their voice in nursing and health care. Issues of concern to NSNA include: Student rights and responsibilities, level of entry into practice, recruitment of minority students, community health activities, and national and state legislation affecting the health care system. There are annual state and national conventions, officers at all levels are elected each year, and activities are offered at both state and local levels. NSNA is an autonomous organization but has very close ties with the American Nurses Association (ANA).

The local organization (KUSNA) supports activities that promote health by participating in health fair screening programs for children and migrant workers and other programs. Fund raising activities are conducted throughout the year to assist interested members financially when attending state, regional and national conventions. Meetings are usually held monthly or bi-weekly. In addition, the members plan some "just for fun" activities throughout the year that include friends and families.

Sigma Theta Tau International is the honor society of nursing. The Delta Chapter of Sigma Theta Tau at the University of Kansas School of Nursing honors students who meet the eligibility criteria for membership. The purpose of the organization is to foster excellence in nursing.

The Thiry Society is the academic society for the KU School of Nursing-Salina campus. The purpose of the society is to provide students with learning opportunities about professional nursing, begin to develop a sense of belonging and identity with the nursing profession, and connect with the Salina community through various service projects.

All students are automatically a member of the society, with opportunities to achieve and be recognized for various levels of participation.

STUDENT REPRESENTATION ON FACULTY AND STUDENT COMMITTEES

Student committee representatives are sought early in the academic year for various School of Nursing committees. Participating in a committee enhances learning and ensures student voices are included. Appointments are generally for one year. Students are encouraged to respond to announcements about volunteers or contact the Office of Student Affairs to learn more. The following is a brief guide to faculty committees on which students are appointed in an ex-officio capacity:

Level One Programs Committee: This committee comprises faculty who primarily teach in the undergraduate programs and is responsible for maintaining the curricula, evaluating programs, and reviewing and making recommendations for relevant policies and procedures impacting undergraduate students, including admission and degree progression.

Level Two Programs Committee: This committee includes faculty who primarily teach in the advanced practices and specialty programs and responsible for maintaining curricula, evaluating programs, and reviewing and making recommendations for relevant policies and procedures impacting graduate students including, admission and degree progression.

Ph.D. Committee: This committee includes faculty who teach in the Ph.D. program and oversees the curriculum, program evaluation, and reviews relevant polices and procedures impacting the Ph.D. students including admission and degree progression.

Research Committee: This committee reviews proposals of faculty research for funding recommendations to the Associate Dean for Research and makes policy recommendations regarding research and research support issues. The graduate student representative participates fully in the committee's work and also assists in planning KUMC Student Research Forum. Meetings are held monthly.

In addition to faculty committees, graduate and undergraduate nursing students are elected to serve on the Honor Code where representatives assist with education on academic and non-academic misconduct and participate as hearing panel members in formal hearings. School of Nursing students are also represented on the Student Governing Council (SGC). SGC is the primary student governing body at KUMC and is a combined council of medicine, health professions, and nursing students. Graduate Student Council (GSC) is the primary governing body for graduate students at KUMC and is comprised of student from medicine, health professions, and nursing.

Teaching Assistants
Graduate students who may be interested in assisting faculty members with teaching responsibilities may contact the Associate Dean for Graduate Programs and Department Chair. Written requests by graduate students may be made as early as one semester prior to the request for employment.

Research Assistants
Graduate students who may be interested in assisting faculty members with research responsibilities such as coding data and library searches may contact the Associate Dean, Office of Grants and Research, who may be able to refer students to faculty who are seeking research assistants.

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Professional Conduct

THE AMERICAN NURSES' ASSOCIATION'S "CODE OF ETHICS FOR NURSES"

is a guide for performing nursing responsibilities in a manner consistent with quality nursing care and ethical obligations.

KANSAS BOARD OF NURSING’S KANSAS NURSE PRACTICE ACT STATUTES & ADMINISTRATIVE REGULATIONS.

Standards of practice begin on page 84.

KANSAS STATE BOARD OF NURSING LAW REGARDING DENIAL, REVOCATION, LIMITATION OR SUSPENSION OF NURSING LICENSES

For a number of reasons, the Kansas State Board of Nursing may deny, revoke, limit or suspend a nursing license. These include: fraud or deceit in practicing nursing or in procuring a license; holding a felony conviction; being incompetent; being unable to practice due to abuse of drugs or alcohol; being judged in need of a guardian; exhibiting unprofessional conduct; having violated the provisions of the Kansas Nurse Practice Act; and having action taken against your nursing license in another state.

The Kansas Nurse Practice Act states that no person who has been convicted of a felony against persons (as specified in article 34 of chapter 21 of the Kansas Statutes Annotated and amendments) shall be granted a license to practice nursing in the state of Kansas. In other felony or misdemeanor instances, the Board of Nursing will conduct an investigation and make an individual decision.

Admission to the University of Kansas School of Nursing does not guarantee eligibility to test for a nursing license in Kansas if a person's past record includes any of the situations listed above.

SCHOOL OF NURSING AND CLINICAL RELATIONSHIPS

A cooperative arrangement exists between The University of Kansas Health System (TUKHS) Hospital Department of Nursing and the School of Nursing. Nursing students adhere to the policies and regulations of The University of Kansas Health System which pertain to safe patient care. In the patient area: no smoking, proper identification (student identification badge), and proper dress. A lab coat may be worn over professional looking street clothes in the patient area, if not giving nursing care. Employment opportunities are available through the Department of Nursing. Interested students may contact TUKHS Talent Acquisition office at 913-588-5627, or visit their website at https://jobs.kansashealthsystem.com/.

Various clinical agencies employ University of Kansas nursing students in various job capacities. Students working for clinical agencies must clearly understand that when they work for pay in a clinical agency, they do not represent the University and therefore must not wear anything that designates them as a KU student (such as uniforms, name tags or arm patches). Students are further cautioned to perform only those duties outlined in the job descriptions for which they are adequately prepared, and which are within the legal confines of a non-professional position. University of Kansas liability insurance does not cover nursing students under employment conditions.

SCHOOL OF NURSING RESPECT INITIATIVE

The KU School of Nursing RESPECT Initiative was created to address civility issues and promote a positive environment in education and nursing. RESPECT comes from a desire to integrate actions and language into the operational fabric of the School of Nursing that provides clear expectations about professional conduct. As faculty, students, and staff, we strive to incorporate these guidelines into our interactions with others.

Recognize that every opinion is valuable 
Express and receive feedback without making it personal  
Stop collusion, direct the issue back to the owner  
Practice authentic listening 
Encourage discussion of ideas and issues, not people  
Celebrate each other's successes 
Treat others as they wish to be treated

Free Expression

The University of Kansas adheres to state and federal First Amendment right to free expression. Students can access The Public Assembly Policy; and Kansas Board of Regents Statement on Free Expression.

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Advising & Academic Protocols & Policies

ADVISOR

Enrollment and program advising for all programs occurs within the Office of Student Affairs.  The Advisor provides guidance on plans of study, course enrollment, program requirements, KUMC policies, and NCLEX licensure (BSN only). Information about advsiors and many campus resources are available on the Office of Student Affair’s SharePoint site.

GUIDELINES FOR INDEPENDENT STUDY

In keeping with the philosophy of the University of Kansas School of Nursing, independent study supports the following statements:

• Nursing students should have the opportunity to select from nursing courses in order to acquire additional knowledge and skills within a circumscribed area
• Learning is accomplished best when the learner is involved in the teaching-learning process with the teacher as a catalyst and facilitator
• Learning situations should stimulate intellectual curiosity, critical thinking, and self-awareness
• Due to the diverse amount of knowledge needed by professional nurses to give optimum care, the baccalaureate, masters, or doctoral nursing student should be allowed to pursue areas of interest in nursing in which there is an opportunity to gain depth and breadth of knowledge in an area of interest
• Independent study should encourage a student to be self-directive and assume primary responsibility for seeking out learning experiences which meet the student's and the school's objectives

No more than 6 credits may be taken as independent study. Appropriate prerequisite courses, as determined by the independent study faculty advisor, must be completed. The procedure for independent study is:

1. Select a specific area of knowledge to be explored
2. Select a faculty advisor who is an expert in the area of interest
3. The independent study proposal must include:
   1. Title
   2. Name of faculty advisor
   3. Number of credit hours
   4. Name of student
   5. Semester for which independent study is requested
   6. Purpose of the study
   7. Behavioral objectives
   8. Methodology
   9. Evaluation
   10. Selected bibliography documenting area of study
4. A copy of the final paper, project, or clinical evaluation will be submitted to the Office of Academic Affairs through the Student Portal.

WITHDRAWAL FROM COURSES OR FROM THE SCHOOL OF NURSING

Students must officially drop or withdraw from courses. Non-attendance does not constitute a drop or withdrawal. Individual courses can be dropped in Enroll and Pay until the last day to drop a course. Tuition and fees are adjusted according to the adjustment schedule in the academic calendar. Students receiving financial assistance are strongly encouraged to visit Student Financial Aid prior to withdrawing from classes.

Students are able to drop one, some, or all of their courses in Enroll and Pay through the first period (dropping a course) and second period (withdrawing from a course).

• Students dropping or withdrawing from any courses are urged to contact the course instructor, their academic advisor, and the School of Nursing Office of Student Affairs prior to the cessation of attendance at class or clinical practice. Dropping/withdrawing from courses will usually result in a change of academic plan.
• Since clinical courses are informed by didactic coursework, students who opt to withdraw from one or more didactic courses are expected to also withdraw from their clinical course for that semester. Students may be administratively dropped from clinical courses for which they do not meet prerequisite or corequisite requirements.
• In order to withdraw, students should follow the instructions on the Registrar's website. The academic calendar for each year is also linked to this site. Please pay close attention to the deadlines posted by the Registrar.
• A student wishing to return to the School of Nursing after completely withdrawing or being dismissed may petition for admission through the Office of Student Affairs and follow Readmission to A School of Nursing Program.
• Tuition and fee refunds are adjusted according to the adjustment schedule in the academic calendar. Students receiving financial assistance are strongly encouraged to visit Student Financial Aid prior to withdrawing from classes.

Dropped Courses (First Period Drops):  Individual courses can be dropped in Enroll and Pay prior to the first day of class for the semester and through the first drop period. Courses dropped before or during the first drop period are recorded as canceled. A canceled course does not appear on an academic transcript.

Withdrawal from Courses (Second Period Drops):  Courses dropped after the first drop period, in the second period, are recorded as withdrawn. A withdrawn course appears on the academic transcript with a grade of W and is not factored into the student's grade point average  (check the KUMC Academic Calendar for dates). 

Late Withdrawal (After Second Period):  In exceptional circumstances, students can petition for an exception to the withdrawal policy, constituting a “late withdrawal”. Late withdrawal will not be approved if the Associate Dean for Student Affairs believes that sufficient information concerning your situation was available to the student in time to permit the student to consider withdrawing during the second period. Lack of awareness regarding policies or deadlines is not a legitimate reason for exception to the withdrawal policy. The Associate Dean for Student Affairs may consult with the Associate Dean for the Undergraduate Programs or Graduate Programs as part of the decision-making process.

• Late withdrawal based upon illness, disability, or stress: Generally, petitions based upon illness, disability, or stress will not be approved unless the problem affected the student’s academic performance for at least two weeks during the last part of the semester. The Associate Dean for Student Affairs will not be able to determine the validity of these petitions based upon the student’s description alone. The student must supply documentation from a professional such as a physician, dentist, psychologist, social worker, police, or court official who is involved in your problem. Normally, if the problem was not serious enough to cause the student to seek professional help, late withdrawal is not justified. The request should include the following information:
  • Documentation of an exceptional circumstance that impacted the student’s ability to meet the withdrawal deadline
  • Explanation about how course(s) performance and ability to withdraw were impacted by illness/stress/disability.
• Late withdrawal based upon a death: The student must supply documentation of the death. Generally, this is done by submitting a obituary or funeral announcement that includes the date of the funeral or death. You must state your relationship to the person who died and the period during which your academic performance was affected.
• Late withdrawal based upon misadvising: Usually cases of misadvising consist of a University representative giving erroneous information. If your instructor gives you incorrect information concerning the dates or procedures for withdrawal, for example, this would be misadvising. If you were given erroneous information, you should petition and submit a letter from the faculty member, University staff, or University official who misadvised you. If no written proof is available, the advisor must accept responsibility for the misadvising. A successful petition must also explain why course withdrawal did not occur prior to the deadline.
• Late withdrawal based upon employment: Very few withdrawal petitions based upon employment are approved. Usually, employment situations are long-standing or voluntary. It is your responsibility to assess these situations early and withdraw, if necessary, from the affected classes during the first part of the semester. Military obligations are a sufficient reason for late withdrawal.
• Late withdrawal based upon lack of evaluation: If prior to the end of the second period, you have received no evaluation of your academic performance in a class, the process for remediation can be found in the grade grievance policy.
• Late withdrawal based upon other circumstances: The above are the most common reasons for the approval of a late withdrawal request. It is not possible to state all the circumstances that justify withdrawal. If your circumstances do not fall into one of the categories above and you submit a request, you should include the following information:
  • State the circumstances that you believe justify withdrawal showing how they affected your performance, and when. Be specific, give the dates during which your performance was affected, and explain why you were unable to drop the course by the deadline.
  • Provide documented evidence supporting your statements.
  • Requests which lack necessary supporting documents, or which are in other ways incomplete, will not be acted upon.

LEAVE OF ABSENCE

Students may request a leave of absence if they are not intending to be continuously enrolled. A Leave of Absence (LOA) must be approved by the academic department and Graduate Studies/International Program (if applicable). Student network and e-mail accounts remain active during the LOA period.
Policies Regarding Leave of Absence

• KUMC LOA periods are Fall semester: August 1-December 31; Spring semester: January 1-May 31
• Students cannot request a LOA for the Summer session
• Student can only be on a LOA once during a 12-month period
• Students can only receive a maximum of 2 LOAs per academic program
• If a student does not enroll for the semester after the LOA expires, they have to submit a reactivation form and pay the Reactivation Fee in order to enroll.

To request a LOA, contact your advisor in the School of Nursing Student Affairs Office. The effective date of the LOA is based on the date the student submits the request to the KUMC Registrar's Office.

SEMESTER OVERLOAD

Permission must be obtained from the Associate Dean for Student Affairs to enroll in more than 18 hours in any fall or spring term (including course at another college) or more than eight hours in any summer session.

MAINTAINING CURRENT BASIC LIFE SUPPORT (BLS) STATUS

BLS must be through American Heart Association or American Red Cross and be the Basic Life Support (BLS) course. Courses for lay rescuers such as “heartsaver” are not acceptable. The course must include a physical hands-on validation of skills. This must be kept current throughout the program. Failure to meet this requirement will result in removal from the clinical rotation and could impact grade and degree progression.

HIV-HBV RISK EXPOSURE

The federal government requires that students in a clinical major complete the HIV-HBV Risk Exposure learning experience and questionnaire regularly during their enrollment. This process will be administered as part of the coursework in the undergraduate curriculum.

INCOMPLETE GRADES

Refer to the current issue of The University of Kansas Undergraduate catalog for the policy on incomplete grades.

REACTIVATION OF RECORDS

Students who are not continuously enrolled or on active LOA status (except for the Summer session) must have their records reactivated and are assessed the Reactivation Fee. If a student has not enrolled in over a year, their eligibility to have their status re-activated will be verified with their academic department by the Office of the Registrar.
Contact your advisor in the School of Nursing Student Affairs Office to initiate the Reactivation process. The effective date is based on the date the student submits the request to the KUMC Registrar's Office.

READMISSION TO A SCHOOL OF NURSING PROGRAM

When a student who has withdrawn from the School of Nursing (due to personal reasons, expired LOA status, or academic dismissal) and wishes to renter the appropriate program in the School, the following procedure should be followed:

• Completion of a new application form with application fee
• Submission of any transcripts which include coursework not already on file in the School of Nursing
• Statement from the applicant describing their activities since the last enrollment in the School of Nursing
• Statement about the reasons the applicant thinks the request for readmission should be approved
• The Academic Advisor will meet with the student to review materials and gain any further information needed
• The items will be reviewed by a small committee to include the Associate Dean for Student Affairs (non-voting member), the Associate Dean for Undergraduate Programs or Graduate Programs, and two faculty members
• The student will be informed of the decision. If readmitted, they will be required to meet with the Associate Dean for Student Affairs to review resources and expectations. 

ORIENTATION, GRADUATION AND EVENTS

Orientation: Each program offers orientation at the start of the program. These mandatory events will help you become familiar with program expectations, requirements, and resources. Time, mode, and length vary by program. Program Advisors will send details about orientation as part of the onboarding process.

Dedication to the Profession (BSN only): The Dedication to the Profession Ceremony is the traditional beginning of nursing careers for incoming BSN students and occurs at the start of the academic year for the KU School of Nursing. The Office of Student Affairs will communicate with students during their first term about the event.

Application for Degree: During the semester in which s/he expects to complete degree requirements, the student must complete an "application for degree" by the Registrar’s established deadline in Enroll & Pay.

Recognition Ceremony: Each year the Recognition Ceremony honors each nursing graduate individually. Friends and family members are invited to attend. Held the day before University of Kansas Commencement, this academic ceremony commemorates the end of each student's effort to earn their degree in nursing. Awards are presented to students and KU nursing faculty members. The Recognition Ceremony is held at Soldiers and Sailors Memorial Hall, 600 North 7th Street Trafficway, Kansas City, Kansas. It should be noted that the official KU commencement ceremonies are held on the Lawrence campus the next day involving graduates from all schools. School of Nursing graduates are encouraged to attend both the School of Nursing Recognition Ceremony and the University Commencement.

Commencement: The University of Kansas holds one commencement ceremony annually in May. All candidates for all degrees conferred by the University in May, August or December are eligible to participate. One of the distinctive elements of commencement at the University of Kansas is the procession which forms near Strong Hall on Jayhawk Boulevard, continues down Mount Oread, and into Memorial Stadium. Faculty members and graduates wear academic dress which contributes to the pageantry of the event, and bears significance determined by the graduate's field and level of academic achievement.

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Performance Standards and Policies

PROGRESSION TO DEGREE

Students are responsible for making continuous and satisfactory progress toward completion of their School of Nursing degree program. Progression is based on meeting academic, clinical, and program-specific requirements and milestones. This includes maintaining required grades, successfully completing all milestones, and adhering to School of Nursing and University policies. Students who do not meet progression requirements may be subject to academic review, student success plans, delay in progression, or dismissal from the programs. Students are encouraged to work closely with their academic advisor to monitor progress and ensure timely degree completion. Students should review the full School of Nursing Progression to Degree Policy to ensure they understand all requirements (including grades and permitted course attempts), procedures, and expectations related to their degree.

HONOR CODE: ACADEMIC AND NON-ACADEMIC MISCONDUCT

The purpose of the University of Kansas School of Nursing (SON) Honor Code is to uphold a culture of integrity, professionalism, and accountability across all academic and non-academic settings. This code applies to all SON students and student organizations, regardless of program level or course modality, and governs conduct on campus, in clinical placements, at University-sponsored events, and in any setting where students represent the institution. It provides a structured, confidential process for addressing suspected violations, affirms the SON’s commitment to honesty, trust, fairness, and responsibility, and maintains the University of Kansas IRISE values of:

• Integrity: Honorable in my actions.
• Respect: Kind, inclusive, and care for others' wellbeing and sense of belonging.
• Excellence: Endeavor to achieve KU's mission to lift students and society.

The full Honor Code Policy and Honor Code Procedures are available in PolicyStat.

GRADE APPEAL POLICY

A student has the right to appeal their final grade withing a fixed period of time after the grade is received by the student and meets eligible criteria. The period shall be limited to two months following the first day of the subsequent fall or spring semester (summer session is exempted). Students may only use the process found in Appendix D of this document for final grade and it does to include the grade on a particular examination, quiz, essay, research paper, or other assignment.

IMPAIRED STUDENT ASSISTANCE PROGRAM IN THE SCHOOL OF NURSING

The faculty of the University of Kansas School of Nursing recognize and accept their responsibility to provide an educational atmosphere wherein nursing students may pursue and achieve their academic goals. The faculty also recognize and accept their responsibility to the public, health care institutions, and their clients to provide safe patient care. In support of these beliefs, the faculty concur with the University of Kansas policy prohibiting the unlawful possession, use, manufacture, or distribution of alcohol or other drugs by students or employees on its property or as part of any of its activities. We further believe that impaired nursing students may need assistance in order to free themselves of chemical dependency.

The University of Kansas School of Nursing fully acknowledges the stressors students encounter in their professional and private roles and recognizes the impaired student as one whose aberrant behavior interferes with their ability to function according to accepted academic, professional, or social standards. We support participation in treatment programs that have goals to provide a lifestyle free of substance abuse as an option prior to expulsion. The full policy is provided as Appendix B of this document.

STUDENT GRIEVANCE PROCEDURE

This procedure is available to all students, graduate or undergraduate, in the School of Nursing, should a conflict arise between a student and a faculty member or other person(s) (hereinafter called the involved party or parties) pertinent to the student's program of study. This procedure is NOT used by a student seeking resolution of conflicts arising from academic or non-academic misconduct.

It is the student's responsibility to follow the prescribed steps within the grievance procedure; yet maintains the right to withdraw from the conflict resolution phase or the formal grievance at any point in the process. The full policy is provided as Appendix C of this document.

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Appendix A – School of Nursing Drug Screen Procedure

Purpose 
The University of Kansas (University) School of Nursing program (Program) requires all students to submit to a urine drug screen (UDS) procedure prior to participating in clinical or practice rotations at any healthcare facility as part of their academic program. As with any community, the University has established standards of conduct for its members. As members of the University community, students are expected to adhere to all published rules, regulations, and policies. Students also are obligated to the laws of the city, county, state, and nation. Students should be fully acquainted with the Kansas University Medical Center (KUMC) and School of Nursing (SON) handbooks. 

This policy is subject to change at the sole discretion of the University and is meant to supplement other relevant policies, including but not limited to: KUMC Drug Screen Policy, KUMC Policy on Prevention of Illegal Drugs and Alcohol Use on Campus and in the Workplace, School of Nursing Impaired Student Assistance Program, School of Nursing Honor Code Policy and Procedures, and the Kansas Nurse Practice Act, 60-3-110. 

Policy 
Undergraduate: All undergraduate School of Nursing Students (traditional on-campus and online) undergo UDS prior to admission within a designated period. A confirmed positive test may result in a recension of acceptance into the program. Students with a positive/negative dilute test will be required to retest (at own cost); students must have a negative test to remain enrolled. Students may be referred to the appropriate student assistance program for evaluation and treatment and possible adjudication through the School of Nursing Honor Code process which may include dismissal from the program. Community College Partnership students are also required to undergo UDS as directed and managed by their respective community college. 

Graduate: Graduate students undergo a UDS prior to participating in clinical or practicum observations, rotations, or placements. When prompted, the student must complete the screening prior to participating in required courses. A student with a confirmed positive/negative dilute test will be required to retest (at own cost) within a designated time frame; students must have a negative test to remain enrolled. Students may be referred to the appropriate student assistance program for evaluation and treatment and may be referred to the SON Honor Code process which may include dismissal from the program.

All students receive instructions on how and when to complete the pre-admission or pre-clinical/practicum course screening. Students may be required to complete drug testing at multiple points in their academic career depending on affiliated facility requirements. Students are required to have a negative test result prior to proceeding into their first course requiring clinical observations, practicums, rotations or placements. 

The SON requires UDS of any student entering extenuating clinical, practicum, rotation or placement wherein a participating healthcare facility requires drug screening. This may include students in the following program categories: 

• Doctor of Philosophy (PhD) 

• Non-Degree Students 

• NEXus Students 

Rationale 
Healthcare providers are entrusted with the health, safety, and welfare of patients; have access to confidential and sensitive information; and operate in settings that require the exercise of good judgment and ethical behavior. Additionally, clinical facilities are increasingly requiring drug screening of any individuals, including students, who provide services and care within their facilities, both for safety reasons and to remain in compliance with Joint Commission on Accreditation of Healthcare Organizations (JCAHO) standards. Thus, assessment of a student’s suitability to function in a clinical setting is imperative to promote integrity in healthcare services. Clinical observations and rotations are an essential element in certain degree programs’ curricula. A student with a positive drug screen may be barred from certain clinical facilities and thus may be unable to fulfill degree program requirements. Identification of such students prior to clinical rotations will enable appropriate assessment and follow-up. 

Drug Test Procedure 

1. Screening through Clinical Student using Quest Diagnostics or designated program is used for undergraduates and Validity Screening Solutions (“Validity”) or designated system will be used for graduate students.
2. All students will be required to complete a 12-panel drug screening. The 12-panel includes Amphetamines, Barbiturates, Benzodiazepines, Cocaine, Methaqualone, Methadone, Methylenedioxymethamphetamine (Ecstasy), Opiates (Codeine, Morphine, Heroin, etc.), Oxycodone, Phencyclidine (PCP), and Propoxyphene (PPX), Tetrahydocannabinol (THC). 
3. The Office of Student Affairs (OSA) Personnel provide the instructions to students depending on their level and which program they will use. 
4. Students are responsible for the cost of the drug screen which is collected on-line when the student schedules testing. Collection of the specimen is done at both LabCorp and Quest Diagnostics (undergrad must use Quest). Both LabCorp and Quest Diagnostics are available nationwide and SAMSHA certified. 

Handling of Test Results 

1. All positive tests are referred to a Medical Review Officer (MRO) utilized by LabCorp or Quest Diagnostics depending on the site the student utilized for testing. The MRO will speak with the student to ascertain any medications they may be taking that could interfere with or cause a positive test.  This review is NOT communicated to the University (for example, a student legitimately on Adderall would initially test positive, but review by the MRO with the student and their prescriber would confirm the legitimacy of the prescription and such a test would be reported to the University as negative). If additional processing is required following an initial positive test result, both LabCorp and Quest Diagnostics conduct GCMS processing. 
2. Authorized representatives of KU (Assistant Dean, OSA or their designee) may access final test results which are stored in the Validity or Clinical Student database indefinitely. The final results contain a determination that the test was either negative or positive. Positive results, and which panel resulted in that outcome, will be known to the student, as well as, the KU representatives listed above.  Test results are confidential and are subject to Family Educational Rights and Privacy Act (FERPA) regulations. Positive results may also be classified as “non-contact positive results” when a student does not provide a prescription for a legal substance or if they do not get in touch with the MRO by a prescribed date. Students will be given up to 48 hours (two business days) to respond. 
3. All UDS requested by a student for provision to an outside program that are not part of normal clinical observation or rotation activities, will be ordered through Validity. In that case, results will be released directly to the student for submission to the outside program. 

Resolution Procedure 
All matters related to the disposition of this Drug Screen Procedure will be conducted through the School of Nursing Honor Code process. The Associate Dean for Student Affairs and the Faculty Chair of the Honor Code will select a subcommittee to operate in full accordance with all University procedures afforded to ensure proper resolution for the Nursing students as related to the Family Educational and Privacy Act (FERPA) and the University policies.

The appointed panel be known as the Drug Screen Panel (DSP). The DSP will review the student case, conduct student meetings and/or hearings as necessary, and recommend further dispositions to determine a student’s ability to proceed with clinical observations or practicum, or rotations as defined within the pursuit of the program and in accordance within the affiliated healthcare facilities rules and guidelines for alcohol and drug testing processes.

Five members will serve as DSC members including, but not limited to: the Honor Code Chair, faculty appointed members, and the Associate Dean for Student Affairs or designee.  The Assistant Vice Chancellor for Student Affairs who oversees Counseling and Educational Support (or their designee) is available to consult with the DSC, but will not vote on final dispositions. 

All Students prior to participation in a clinical course, observation, practicum, rotation, or placement in the program must: 

• Complete the “Consent to Testing Form” 

• Submit to a UDS at the designated time and place at the expense of the student 

• Utilize the University Contracted Vendor to complete the drug screen test 

University Contracted Vendor will submit test results to the Associate Dean, OSA or their designee.  The test results are: 

Negative 
Student has not been found with any level of drugs that will preclude them from continuing to the clinical observation, rotation, practicum, or placement. Student may proceed within their respective program courses. 

Negative or Positive Dilute 
A urine specimen with creatinine and specific gravity values that are lower than expected for human urine: (DOT). The urine has more water or fluid than normal. The donor may have been well hydrated at the time of testing. A dilute positive or negative result is possible. If the sample was dilute to the point where the lab couldn’t receive a result, then the test would be cancelled. The student must retest, and incur the cost of retesting, within one week. 

Positive 
If the test is reported as a positive result, the student must continue to proceed through the DSP for further resolution and disposition. 

Non-Contact Positive 
If a test is reported as a non-contact positive result, the student has provided the specimen as directed by Validity but has not continued to supply further documentation to the MRO from Validity.  The student must continue to proceed through the DSP for further resolution and disposition. 

Refused To Participate 
If a student refuses to participate and not provide a sample specimen for drug testing to the appropriate Validity agency, within a predefined request, then the student must continue to proceed through the DSP for further resolution and disposition. 

Associate Dean for OSA or their designee, may apprise the Honor Code Chair of a student’s positive test result and any additional information that has been provided from the student. The Chair will determine: 

1. If additional information is necessary. If so, the Assistant Dean, Chair or DSP Designee may gather the information. 
2. If enough information has been gathered and found sufficient to convene the DSP for a student meeting or student hearing. 

After review of the student information, DSP Chair or designated member will contact the student via the appropriate University designated communication media (email, permanent, and/or present addresses) to notify the student of the opportunity to enter a student meeting or student hearing.  Information in the notification will consist of, but not be limited to: 

1. Date and time for the student meeting and/or student hearing
2. Immediate notification of placement on a University administrative leave until further notice 
3. Reasons for DSP meeting/hearing and a copy of the policy for student's further review 

Student Meeting Selection: If the DSC Chair decides to convene a student meeting, it should be completed within three academic days of the meeting notification, unless extenuating circumstances prevent this occurrence. A student may also elect to enter a student meeting if they agree or offer to automatically have an evaluation, assessment, and subsequent treatment plan that are mutually agreed to with the DSC Chair and/or members.  Student will need to sign a “waiver of a student hearing” form. 

If the student initially agrees to a student meeting, but does not appear, or a mutually agreeable recommendation does not occur within the meeting, the DSC Chair will apprise the DSC of the need to conduct a hearing. The hearing will be necessary if a possibility of a sanction could be applied that may result in a continued educational leave of absence for a designated time for evaluation and treatment that interrupts the academic pursuit, suspension for a period of time, or dismissal from the University. 

Student Hearing Selection: If all means of acceptable alternatives are exhausted, then a student hearing will commence. The hearing will occur within ten academic days, if possible, of the notification that a positive drug result was received on the student. 

During the hearing, the student will be allowed to give an explanation for his/her conduct. The student may have an advisor who provides advice and guidance in regard to procedural issues related to the allegation and subsequent hearing. The advisor will have an obligation of confidentiality and may be any faculty member in the School of Nursing, except from the =DSC. It is the student’s responsibility to contact the faculty member and obtain his/her consent to serve as an advisor. Advisors, at the request of the student they are assisting, will be allowed to attend the hearing and be present during testimony before the DSC. 

Advisors cannot be present during the DSC discussion and decision. Advisors are not permitted to present testimony at any time during the hearing. 

The parties will discuss available drug or alcohol counseling and academic consequences. The DSC will decide by majority vote, recommendations for sanctions that will then be provided to the Dean of the School of Nursing. 

Student agrees to sign a release of information form, if needed, to allow the agency who is conducting the evaluation, assessment, and/or treatment plan to provide recommendations to the DSC. These recommendations may be used to determine re-admission into the student’s designated program. 

Possible Recommendations and/or Sanctions may occur, but not be limited to: 

1. Enter into an evaluation and/or treatment agreement with KUMC Counseling and Educational Support Services or a University approved external certified alcohol and drug agent/agency. Determination for evaluation, assessment, and treatment or other recommendations may be provided by the Senior Director of Counseling and Educational Support Services or the University approved external certified alcohol and drug agent/agency. All expenses related to the evaluation, assessment, treatment or other recommendations will be paid by the student. The Senior Director of Counseling and Educational Support Services and/or external certified alcohol and drug agent/agency will provide a report back to the DSC which may be used for final consideration of disposition. 
2. Remain in school. 
3. Allow student to retest. 
4. May be dismissed from courses, clinical rotations, and/or school for a period of time. 
5. Failure to complete a second drug test may be grounds to be permanently dismissed from SON Programs. 
6. Be dismissed from SON permanently. 
7. Student may be asked to complete random drug screening tests upon re-admission or re-entry into the program. All testing will be paid for by the student. 

Additional Resolution Process: 

Duty to Report: All students receiving positive test results may be reported to their respective state board of nursing and/or assistance program as is appropriate in the specific circumstances. 
The Senior Director of Counseling and Educational Support will be used in a liaison role to provide evaluations, assessments, and/or complete treatment programs or a student may choose to use an approved outside healthcare provider. 

Findings from the hearings will be forwarded to the Dean of the School of Nursing by the Honor Code Chairperson within two academic days after the recommendation(s) have been formulated. 

Findings will include the DSC's decision of whether or not to uphold the result of positive, non-contact positive, or refusal to test result. The DSC will recommend one or more sanctions to the Dean, who will make a final determination of the sanction(s) to be imposed. Formal written notification of the Dean's decision will be sent to the student from the Office of the Dean within 10 academic days of the student meeting or hearing by certified mail. The Dean’s decision is final and may not be appealed. 

Reviewed on 04/28/14
Last Revised:  04/20/15, 06/29/2017,8/11/2025

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Appendix B – Impaired Student Assistance Program

Flowchart: Model For Policy on Impaired Nursing Student Assistance Program

PHILOSOPHY:
The faculty, staff and students of the University of Kansas School of Nursing recognize and accept their responsibility to provide an educational atmosphere wherein nursing students may pursue and achieve their academic goals.  The faculty also recognize and accept their responsibility to the public, health care institutions/agencies to provide safe patient care.  In support of these beliefs, the faculty concur with the University of Kansas policy prohibiting the unlawful possession, use, manufacture, or distribution of alcohol or other drugs by students or employees on its property or as part of any of its activities.  We further believe that impaired nursing students may need assistance in order to free themselves of chemical dependency.

The University of Kansas School of Nursing fully acknowledges the stressors students encounter in their professional and private roles and recognizes the impaired student as one whose substance abuse and misuse will interfere with their ability to function according to accepted academic, professional, or social standards.  In addition, substance abuse and misuse may harm patients, their families, and coworkers and be disruptive in the work environment.  We support participation in treatment programs that have goals to provide a lifestyle free of substance abuse as an option prior to dismissal from the program.

PURPOSE AND COMPONENTS OF THE PROGRAM:

1. Interventions:  The Dean of the School of Nursing has designated a member(s) of the administrative staff, Associate Dean for Student Affairs, to be trained and function as the intervener(s).  Responsibilities of this person(s) are to:
   1. assist in the identification and referral to treatment programs, students enrolled in the School of Nursing who are potentially impaired as the result of alcohol or other drug abuse.
   2. establish a liaison and referral system to the Kansas Nurses Assistance Program or to a state assistance program where the student is licensed to which all students who are licensed to practice nursing are referred.
2. Student Admission and Progression Committee:  This committee has the responsibility to:
   1. promote and monitor efforts for the KU School of Nursing faculty and students to be sensitized and receive education regarding the impaired student and professional.
   2. develop, implement, and monitor the policies and procedures of the KU School of Nursing regarding the impaired student and professional.
   3. serve as a model that can be utilized by other professional nursing education programs.

DEFINITIONS:  The following terms are used in this policy:

“Student/s” for this policy refers to individuals enrolled in any of the School of Nursing courses either at the Medical Center campus or on-line courses.
“Suspected Impaired Nursing Student” may be one whose behavior violates the rules, regulations, and ethics of the University of Kansas and the accepted standards of the nursing profession with respect to alcohol or other drug abuse or a student who voluntarily self-reports but whose behavior does not violate the above.

An “Intervention” is carefully planned, and structured.  The goal of the intervention is to elicit an agreement that the student will seek professional help for an evaluation of possible chemical dependency (Sullivan et al, 1988).

“Evaluation” is determination of whether or not actual alcohol or other drug abuse or dependence is present.  If abuse or dependence is found, a determination of appropriate treatment by a professional trained in substance abuse shall be developed and implemented.

GUIDELINES FOR A STUDENT ENTERING THE PEER ASSISTANCE PROGRAM:  See Flowchart

1. Self-Referral:  If a student independently identifies and acknowledges a problem with alcohol or other drug abuse to any member of the faculty, staff or student body, the student will be referred to the designated administrative individual for referral to a substance abuse expert for evaluation and treatment (if indicated).  The School of Nursing will make every effort to support students’ recovery on reentry by affording them the opportunity to continue their education.  Students must obtain written approval from the School of Nursing's designated administrative individual that they have successfully met the criteria of the recovery process prior to reentry.  Standards of confidentiality will be maintained during all phases of intervention and assistance and every effort shall be made to reduce the stigma that may be associated with the identified student’s behavior.
2. Non-Self-Referral:
   1. Identification:  It is essential that faculty, staff and the student body recognize their responsibility to act when they suspect a student is abusing alcohol or other drugs.  The identifying individuals should document physical evidence and objective behavioral data related to the School of Nursing that support the deviation in student performance.  These include specific observable behaviors in class or clinical activities.  If they suspect that these performance deviations represent impairment, then they may notify the designated administrative individual.
   2. Determination of Probable Alcohol or Drug Abuse/dependence:  If the data collected indicate possible alcohol or other drug abuse, the identifying individual will contact the designated administrative individual for a confidential consultation on how to proceed.
   3. Intervention:  While the optimal solution is for the student to recognize the problem and seek treatment voluntarily, the School of Nursing designated administrative individual may decide to proceed with a planned intervention if behavioral signs indicate a potential problem (see definition under Philosophy). It is important to note that at the time of the intervention, a diagnosis is not being made. An intervention simply indicates a need for evaluation to determine if substance abuse exists.
      
      The intervention is conducted without prior notification of the student by the School of Nursing designated administrative individual and may include other appropriate individuals.  If the student is receiving mental health care, the student's written consent will be sought to inform the current therapist of the intervention and its outcome at the conclusion of the intervention.
      
      In the intervention, each member presents behavioral documentation of the student's actions.  At the conclusion of the intervention, the student will be asked to agree to evaluation by a substance abuse treatment center.  The treatment center must be mutually agreed upon by the School of Nursing designated administrative individual and the student.  When possible, the student will go directly to evaluation from the intervention.  The decision to seek evaluation and treatment is the student's.
      
      If the student is a current LPN or RN and refuses evaluation, a report will be made to the Kansas State Board of Nursing (KSBN) or to state board of nursing where the student is licensed.  For all students who refuse evaluation, other University policies regarding academic/ nonacademic misconduct may be implemented.
   4. Evaluation:  If the student agrees to an evaluation, it will be conducted as soon as possible, by a trained professional in substance abuse.  The student will be responsible for providing the School of Nursing designated administrative individual with a written copy of the evaluation outcome and appropriate follow-up measures.  If the student refuses to comply with this provision, dismissal from the School of Nursing may be considered, but strictly for behavioral conduct and/ or performance reasons, which fall within the provisions outlined in the applicable student handbook.
   5. Possible Evaluation Outcomes May Include But Are Not Limited To:
      1. If the evaluation indicates that the student is impaired due to alcohol or other drug abuse, the therapist recommends treatment, and the student agrees to treatment, then the student may be placed on approved leave for the duration of the treatment program.
      2. If the evaluation indicates that the student is impaired due to alcohol or other drug abuse, the therapist recommends treatment, and the student refuses treatment, dismissal from the school will be considered, but strictly for behavioral conduct and/ or performance reasons, which fall within the provisions outlined in the applicable student handbook.
      3. If the evaluation does not indicate that the student is impaired due to alcohol or other drug abuse but includes a recommendation regarding another health problem, the School of Nursing designated administrative individual will determine if further action is necessary.
      4. If the evaluation does not indicate that the student is impaired due to alcohol or other drug abuse and the therapist makes no recommendation then no other action will be taken, except in cases where a faculty member has observed the physical evidence or problems.  At this point the academic/ non-academic misconduct procedure may be initiated.
   6. Reentry to School of Nursing: Upon successful completion of a treatment program, the student submits written documentation of treatment to the School of Nursing designated administrative individual requesting reentry to the nursing program.  Based on this information, the School of Nursing designated administrative individual makes a decision regarding reentry and notifies the student. Conditions for reentry will include:
      1. a written certification of successful completion of treatment from the treatment agency/ therapist.
      2. documentation of plans for continued involvement in post-treatment support groups.
      3. agreement to participate in random drug screens for which the student is required to pay
      4. provision for release of information to appropriate faculty.
      5. any prescribed long-term monitoring that the treatment team deemed appropriate for the individual student’s case.
   7. The School of Nursing designated administrative individual will carry out supervision of the student's adherence to the requirements of the post-treatment follow-up.  This includes attendance at appropriate support groups such as Alcoholics Anonymous and Narcotics Anonymous and negative drug screens at all times.  If any of these conditions are not met, the School of Nursing administrative individual will institute the Non-Academic Misconduct Procedure.  Any of the possible sanctions, including dismissal from the program, may be dispensed.

Adopted 1993
Reviewed On: 12/15/03; 11/20/06; 12/1/08, 3/1/10, 2/28/11, 2/20/12
Last Revised: 3/1/10, 4/21/15, 4/5/16

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Appendix C – Student Grievance Procedure

The following procedure is available to any student(s), graduate or undergraduate, in the School of Nursing, should a Grievance arise between a student(s) and a faculty member or other person(s) at KU School of Nursing (hereinafter called the involved party or parties) pertinent to the student's program of study. This procedure is NOT to be used by a student(s) seeking resolution of conflicts arising because of academic or non-academic misconduct as defined through the Honor Code Policy and Procedures. This procedure is also not applicable for grievances with employees, students, and/or departments outside of the School of Nursing. The Office of Student Affairs can support students with concerns related to other offices at KUMC. 

NOTE: Issues involving grades in a particular class should be resolved between the faculty for the course and the student(s) and will normally not be considered grounds for grievance.  Exceptional circumstances must be evident for grade matters to fall within grounds for a grievance.

Should a Grievance exist, it is the student's responsibility to follow the proper sequence in the Grievance Procedure.  The student(s) has the right to withdraw the grievance at any point in the process.

EXHAUSTION PHASE:

1. Preliminary Resolution Efforts:
   1. The student(s) will make a good faith effort to resolve the conflict with each involved party within five (5) academic days of the incident.  The student(s) is to meet with or make an appointment with each involved party to discuss the incident in a mutually agreed upon location.  The goal of this meeting is to agree upon a resolution to the Grievance.
   2. If no resolution is reached, the student(s) should attempt to resolve the conflict with each lead faculty of the course for that semester (if applicable or not already accomplished with the first meeting).  This meeting should be held within three (3) academic days of the first meeting.
   3. In the event that no resolution is reached between the student(s) and each lead faculty, or in the event that the course does not have a lead faculty,  the lead faculty is the object of the Grievance, the student(s) should attempt to resolve the conflict in a meeting that includes all involved parties and the Associate Dean for Undergraduate or Graduate Programs (depending on the student’s academic program). This meeting should be held within five (5) academic days of the initial meeting between the student(s) and the involved party(ies), or within five (5) academic days of the student(s) last meeting to attempt resolution according to the particular case.
   4. If the conflict fails to be resolved after steps A-C, and the student(s) wishes to pursue the Grievance further, the student(s) will have the opportunity for a hearing before an appointed hearing panel comprised of faculty from Level 1, Level 2, or PhD Program Committees (depending on student level).
   5. It is the responsibility of the student(s) and involved parties to keep written documentation of all meetings during the Exhaustion Phase.
   6. The student(s) has the right to continue class as scheduled.

GRIEVANCE PHASE:

Procedure: Throughout the entire Grievance process the involved parties have procedural guarantees as outlined in Article XIV of the University Senate Code.  It is required that all steps be carried out within the prescribed time limits.  Failure to do so on the part of the student(s) may negate the Grievance.  There are four steps:

Step I:

The student(s) will submit a typed statement of the Grievance to the Dean of the School of Nursing within five (5) academic days of conclusion of the steps in the Exhaustion Phase.  Upon receipt of this statement the Dean will:

1. Notify the student(s) of the right to select a faculty advisor.  In the instance of a Grievance filed by a student group, the student group may be represented at the meeting referenced below by no more than two (2) currently enrolled University of Kansas School of Nursing students from the group initiating the Grievance, and these students may be accompanied by an advisor.  These parties will have no vote in the Committee decision.  The role of the advisor is to support the student(s) in regard to procedural and/or substantive (relating directly to the allegation) areas.  It is the student's responsibility to contact the advisor and obtain their consent to serve as an advisor;
2. Forward the Grievance to the Assistant Dean for Student Affairs (ADSA) to serve as the Chair of the Grievance Phase.  If the involved party is the Assistant Dean, the Dean will appoint a replacement chairperson for the hearing;
3. Forward a copy to the involved party(ies).

Step II:

The ADSA will initiate communication with the student(s) and involved party(ies) within five (5) academic days of the time that the Grievance is filed with the Dean to set the hearing date. The ADSA will appoint in consultation with the Associate Dean for Undergraduate or Graduate Programs (depending on the student academic program) three faculty or staff from the School of Nursing to serve as the Grievance Panel An additional representative may be appointed from another University department if deemed appropriate to the situation.

The student(s) will be notified of the appointed Grievance Panel and have a right to an unbiased tribunal.  If the student(s) perceives that there is a potential conflict of interest with any member of the panel, a specific written declaration of this potential conflict of interest should be presented to the ADSA.  If ADSA agrees there is a potential conflict of interest, they will appoint a replacement.

The meeting will be scheduled no later than fifteen (15) academic days following the receipt of the Grievance.

The ADSA may seek advice on procedural matters about the Grievance from the Assistant Vice Chancellor of Student Affairs and/or university attorney.

The ADSA may extend this period for extenuating circumstances only.

Step III:

The purpose of the Grievance Panel is to gather pertinent information in a fair and impartial manner and to recommend to the Dean of the School of Nursing an appropriate course or courses of action.

Within three (3) academic days of receipt of the meeting notification from the ADSA, students, and all involved parties will provide:

1. a copy of all documentation regarding the issue that the student(s) identified in the Grievance statement;
2. information regarding a declared documented disability if it is relevant to the issue identified by the student(s) in his/her Grievance statement;
3. the names of witnesses to the conflict.

The student(s) and the involved party(ies) will be responsible for notifying their witnesses of the date, time and place of the meeting in which they are to testify.

The student(s) and involved party(ies) will be provided a list of the members on the Grievance Panel and given the opportunity to review all of documentation and the list of witnesses submitted to the Panel prior to the meeting with the committee.  If the documentary evidence or the names of witnesses are not available by the deadline, the student(s) and all involved parties will be given time at the beginning of the proceeding to review the material submitted.

All involved parties will be invited to be present during the meeting in which the student’s(s’) Grievance is addressed.  Witnesses may be present only during the time that their testimony is required.  However, the party(ies) against whom the Grievance is filed, is not required to give testimony or evidence and will be so informed at the beginning of the proceeding.  The role of the advisor during the hearing process is to support the student(s).  This advisor may not question any witnesses or hearing members. The proceedings will be audio recorded.

The process of the hearing will progress as follows:

1. Opening Remarks by ADSA:
   1. Purpose of convening to hear Grievance brought by . . .
   2. The official record of proceedings will be the audio recording.
2. Introductions
   1. state name, role (student(s)/grievant(s), advisor, involved party(ies), or Panel member), and level represented (Undergraduate or Graduate)

1. Due Process (ADSA to explain steps in the Exhaustion Phase that led to the Hearing Phase.)
2. Procedure (ADSA to explain items below.)
   1. Role of the ADSA
      1. May consult with Assistant Vice Chancellor of Student Affairs about procedural matters.
      2. May consult with Legal Counsel about procedural matters.
   2. Witnesses present only during testimony
   3. Involved party(ies) is not required to give testimony or evidence
3. Confirmation of no conflict of interest
4. Statement of confidentiality to be read to each new party during the hearing
5. ADSA to ask about any questions before hearing the Grievance
6. Presentation of the Grievance and testimony by student(s)
7. Questioning of student(s) by involved party(ies)
8. Questioning of student(s) by Grievance Panel
9. Testimony of witnesses for the student(s)
10. Questioning of witnesses for the student(s) by involved party(ies)
11. Questioning of witnesses for the student(s) by the Grievance Panel
12. ADSA dismisses each witness and calls for the next witness
13. Presentation of testimony by involved party(ies) if party(ies) desires (optional)
14. Questioning of involved party(ies) by student(s)
15. Questioning of involved party(ies) by Grieance Panel
16. Testimony of witnesses for the involved party(ies)
17. Questioning of witnesses for the involved party(ies) by student(s)
18. Questioning of witnesses for the involved party(ies) by Grievance Panel
19. Presentation of counter evidence by student(s) (optional)
20. Presentation of counter evidence by involved party(ies) (optional)
21. Any hearing panel member may ask final questions (if any) of either the student(s) or involved party(ies), if desired
22. Summary by student(s)
23. Summary by involved party(ies)
24. Closure of hearing by the ADSA

Minutes of the proceeding will be recorded.  All participants will maintain strict confidentiality of the proceedings and outcome of the entire Grievance process.  All records related to the proceedings will be collected by the ADSA and secured in the Office of Student Affairs for 10 years, after which all documents will be shredded.  All photocopied material will be shredded immediately after the hearing (other than that required for archiving).

Grievance Panel deliberations and final decision will be made in closed session.  The vote for the final decision will consist of a simple majority of the voting members.  The voting members consist of all committee members except the ADSA.  The committee will base all decisions on all of the evidence presented to the committee and known to the student(s) and involved parties.  After all evidence has been heard, the Grievance Panel will prepare a written summary of the hearing, including the final decision on the Grievance and the recommendation.  The Grievance Panel will forward the document to the Dean of the School of Nursing within three (3) academic days after completing deliberations.  The panel will not convey this decision or the recommendations to the student(s) because the committee's recommendations are only advisory.

Step IV:
The Dean may implement or reject the recommendations of the Grievance Panel.  The decision of the Dean shall be final and not subject to further appeal.  The Dean will notify the student(s) and involved party(ies) in writing of their decision on the matter through KUMC email.  This should normally take place within five (5) academic days from the time the Dean receives the Panel’s summary and recommendation.  The student(s) has the right to continue class as scheduled until such time as the Dean's letter, containing the final decision, is received.  Provided the student is in good academic standing.

Approved: 3/29/99
Reviewed On: 3/29/99, 11/26/01, 2/16/04, 12/5/05, 12/3/07, 12/1/08, 4/19/10, 4/22/11, 2/20/12
Last revised:  04/06/15, 03/08/2018, 04/05/2021, 8/1/2025

Appendix D – Grade Appeal Procedure

A student may use this process to appeal the final grade for the semester, but not the grade on a particular examination, quiz, essay, research paper, or other assignment. A student has the right to appeal their final grade within a fixed period of time after the grade is received by the student.  The period shall be limited to two months following the first day of the subsequent semester.

Eligible appeals: The basis for final grade appeal is limited to two reasons:

1. The criteria for arriving at the final grade were not those criteria stated in the grading policy distributed in the syllabus.
   
   Example: The syllabus stated that a large group project would be worth 25% of the final grade, but the instructor decided to make that project worth 50% after an exam was cancelled due to weather.
2. Feedback about performance (grades) was not given in a timely manner.
   
   Example: Student received no grades until a week before finals, and so they had no way of gauging their performance in the course, and it was too late to withdraw from the course.

Grade Appeal Process: Before initiating a grade appeal, the student must communicate with the instructor of record to make sure there has been no error in calculating or recording the grade, and to request clarification about the reason for assigning the grade. If, after communicating with the instructor, the student still believes an improper application of the grading procedure announced for the course has occurred, the student may initiate a grade appeal as outlined below:

1. The appeal shall be made in writing to the Associate Dean for Undergraduate Programs or the Associate Dean for Graduate Programs (depending on student level) of the School of Nursing within one month following the first day of the subsequent semester. The appeal shall contain:
   1. A written statement explaining the student’s reasons for believing the announced grading procedure has been improperly applied
   2. A copy of the course syllabus and any other written explanations of grading procedure
   3. A copy of any written correspondence that has already transpired about the grade appeal, or written documentation of conversations that have already taken place about the grade. Include all written attempts made towards remedy of the concern.
   4. Once submitted for appeal, no new or additional information can be submitted by the student.
2. The Associate Dean will complete an initial review to determine whether the grievance meets the appeal criteria. Any appeals that do not meet the criteria will be dismissed by the Associate Dean, and the student will be notified. If the appeal meets the criteria, the Associate Dean will contact the instructor on record and attempt to mediate a resolution between the student and instructor on record within five (5) days of appeal submission.
3. If no resolution is possible, the Dean of the School of Nursing is notified that an appeal has been received, and an Appeal Committee will be appointed. The Associate Dean will forward the Grievance to the Chairperson of the appropriate Program Committee (Level 1, Level 2, or Ph.D.  If the involved faculty is the Chairperson, the Associate Dean will forward the Grievance to the Chair-Elect or the Program Director.
4. The Chair will notify the instructor that the appeal is moving to a formal hearing process.
5. The Chair will appoint an appeal committee comprised of three faculty members who do not currently have the student in coursework, one of whom does not teach in the student’s program, and the Associate Dean for Student Affairs (ADSA). The ADSA will chair the committee and is a non-voting member.  The committee shall be appointed within one week following the receipt of the formal appeal.
6. Before the first meeting, the student making the appeal shall be informed of the committee's membership by the ADSA and be given the opportunity to object to any of its members due to a conflict of interest. Please note, having a previous or future class with the faculty member does not necessarily create a conflict of interest. The student must provide evidence of a conflict If, in the opinion of the Assistant Dean chairing the committee, any of the members have a conflict of interest, vacancies shall be filled as necessary in consultation with the Chair
7. The committee will set a hearing date to take place within twenty (20) academic days of the appeal date.  Both the instructor giving the grade, and the student shall have the opportunity to argue their respective positions.  The hearing proceedings shall be audio-recorded.
8. The appeal committee will render its recommendation to the Dean and Associate Dean within one week of the hearing.
9. The Dean may implement or reject the recommendations of the Committee. The decision of the Dean shall be final and not subject to further appeal.  The Dean will notify the student(s) and course instructor(s) in writing of their decision on the matter via KUMC email.  This should normally take place within five (5) academic days from the time the Dean receives the Committee's summary and recommendation.

If a change of grade is recommended, the proper change of grade shall be completed by the instructor within one week of the decision of the Dean.

Approved: 4/17/2023
Last revised: 08/2026