1. The Student Performance Evaluation Committee (SPEC)

a. Committee Structure

The SPEC consists of six faculty members elected by the Faculty Assembly for three year terms with two committee members elected each year, three predoctoral students elected by the students and approved by the committee (one from each of the second, third, and fourth year classes), the Basic Science Coordinator, and the Associate Dean for Education as the non-voting permanent chair.

b. Committee Functions and Decisions

The purpose of the SPEC is to review the academic performance of the predoctoral dental students on a systematic basis and make decisions regarding academic probation, retracking and dismissal. These reviews take place at least once each semester. The Associate Dean for Education gathers and organizes information from college transcripts and department chairs. This information, along with personal interviews with students being reviewed, is used by the SPEC to make its decisions.

The Associate Dean for Education notifies the student of the SPEC's decisions regarding probation, retracking or dismissal, and also serves as the college's liaison when interacting with the student, his or her family, the University Administration and any legal counsel.

c. Academic Standards

First Year (Fall, Spring, and Summer Semesters). At the end of each semester, the Student Performance Evaluation Committee (SPEC) reviews the academic performance of every student. A student will automatically be placed on probation at the end of the first semester if the student does not have a weighted grade point average of at least 2.5, or if the student receives a failing grade in one or more courses. A student who completes the first year curriculum with a cumulative weighted grade point average of less than 2.5 will be reviewed by SPEC who may recommended for dismissal or repeating the first year. A student who fails a course is automatically placed on academic probation and remains so until all deficiencies are removed by successful remediation or re-enrollment.

In addition to regaining a weighted grade point average of at least 2.5, the student must complete the required remedial activities as stated in the official notification by the Associate Dean for Education. If the student is required to retake a course, courses, or the entire first-year curriculum, the student must successfully complete the course(s) by the stated deadline. The Associate Dean for Education, the Basic Science Coordinator, and the course instructor will determine and arrange remedial activities.

Second, Third, and Fourth Year. If a student receives an unsatisfactory grade or if a course director, department chairperson, or the Associate Dean for Education identifies a student who is performing in an unsatisfactory manner, the SPEC will review that student's academic record and possibly interview the student prior to taking action that can range from no sanction to academic probation, retracking or dismissal from the College.

Any student receiving a final E grade will automatically be placed on academic probation by SPEC. Any student who receives D and/or E grades totaling five or more credit hours in any course work or clinical requirements during a semester will be automatically referred to the SPEC for academic review. The accumulation of eight or more credit hours of D and/or E grades during an academic year may be cause for SPEC action including retracking or dismissal from the program.

Failure to progress satisfactorily through the program in a timely manner (longer than three semesters past the expected graduation date) could result in a decision by the SPEC for dismissal from the program.

2. Procedure for Academic Probation, Retracking, or Dismissal for Academic Reasons

a. Notification of Students in Academic Difficulty

The SPEC is responsible for evaluating students who are not performing up to the academic standards of the college. A course director, department chairperson, or the Associate Dean for Education may make a recommendation to the SPEC that a student be considered for academic probation, retracking, or dismissal from the College of Dentistry.

b. SPEC Procedures Upon Receiving a Petition

1) Upon receipt of a petition, the SPEC will schedule a meeting and review the matter.

2) If a need for a hearing is approved, the Associate Dean for Education will establish a hearing date and notify the student and the student's advisor or TEAM leader.

3) After the hearing, the SPEC will evaluate all the information and reach a decision. A two-thirds majority vote of the established quorum (six members) is required to support a decision. In the event of a recommendation for probation, retracking, or dismissal, a detailed written description of activities will be completed, and the student is notified in writing by the Associate Dean for Education. The documentation becomes a permanent part of the student's file.

4) If the petition evidence coming to SPEC does not warrant a hearing, a letter will be sent from SPEC to the following:

a. The petitioners, that is, the course director(s) and the department(s) submitting the petition.

b.The student, explaining the reasons for dismissal of the case. Information will be kept until the student graduates, in a SPEC folder, and will be confidential. This folder will not be a part of the student's academic record.

c. Recommendation for Probation, Retracking, or Dismissal

A student will be recommended for academic probation, retracking, or dismissal when one or more of the following occurs:

1) Course Deficiency:

a) When a student receives an E grade in any course.
b) If, at any time, the Associate Dean for Education observes that the student's progress is unsatisfactory in didactic courses and/or clinical courses, then he or she should be referred to the SPEC for review.
c) At any time, the SPEC may initiate action for probation, retracking, or dismissal due to lack of overall progress.

2) Clinical Deficiency:
If, at any time, deficiencies related to clinical activities are noted, the faculty, through the department chairperson, should initiate the petition for probation, retracking, or dismissal. Clinical deficiencies may also involve the student's failure to treat patients promptly, efficiently, and satisfactorily after patients are assigned to the student.

3) Students will automatically be placed on academic probation under the following conditions:

a) A student receives a final E grade in any course.
b) A student fails to graduate from the program at his or her anticipated graduation date.
c) Under any academic circumstance in which a student is retracked into a class other than the one of original matriculation.
Under any of these conditions, probation exists until the student graduates or until the SPEC decides to remove the student from academic probation.

4) The student will be notified of the SPEC decisions by the Associate Dean for Education, who also serves as the Chairperson of the SPEC.

5) The SPEC will request reports from department chairpersons describing student progress on the probationary requirements. If the student successfully meets the requirements, the SPEC can decide to remove the student from academic probation.

6) A student on probation who has not successfully fulfilled probation requirements may be continued on probation, retracked, or dismissed. A two-thirds majority of the established quorum (at least 6 voting members) will be required to retrack or dismiss a student.

d. Explanation of Probation, Retracking, Dismissal, and the Appeal Process

Probation. A student will be placed on academic probation when the student does not make normal academic progress in the program for which he or she is enrolled. The purpose of academic probation is to recognize formally that a student is not making satisfactory academic progress.

Various conditions will be imposed on students on academic probation. Academic probation is intended to: (1) inform the student that his or her academic performance is below the standards required to graduate, and that he/she must improve that achievement to the standards required to graduate; (2) recognize unsatisfactory work at an early date; (3) be sufficiently significant to make clear to the student, and to the administration, the shortcomings of the student's performance; (4) provide occasion for counseling; and (5) give students whose ultimate success is doubtful further opportunity to demonstrate adequate performance.

Retracking. A student may be required to repeat a year or a portion of a year when the student's academic accomplishments are substandard. The purpose of retracking is to recognize that the student may have the potential to make satisfactory progress if the student's knowledge and skills are improved by repetition. The net effect of retracking will be to extend matriculation time and graduation date.

Dismissal. A student may be dismissed from the College of Dentistry if the student fails to maintain normal academic progress. Such dismissal does not prohibit the student from enrolling in other programs or colleges if he or she meets the requirements for those programs.

Appeal Process. The student's appeal of a SPEC decision should be made to the Dean of the College of Dentistry. All appeals must be in writing and within five business days of the written notification of the SPEC decision. The Dean will review the written appeal and the student's academic record and may make a decision based upon those documents. Alternatively, the Dean may convene a review panel to hear the appeal with him and to assist him in reviewing the matter. The findings of the review panel are not binding on the Dean who has the sole authority to overturn or sustain the SPEC decisions.

If the Dean decides to meet with the student and/or appeal panel, the student will be notified in writing of the time, date and location of the meeting. The appeal panel may include a student representative. Current members of the SPEC may not serve on the appeal panel. Faculty, family members, friends or other supportive persons may attend the meeting at the request of the student, but in doing so, the student waives his/her right to confidentiality of his/her student record. If the student wishes to have legal representation present, the student must notify the Dean's Office in writing at least three business days prior to the scheduled meeting. If the student fails to appear for the meeting, the Dean and the review panel will meet, and the Dean will make the final decision based on the written material. The student will be notified of the final decision rendered by the Dean within seven calendar days of meeting with the review panel.

The Office of the University Ombudsman was established to assist students in resolving problems and conflicts of an academic nature. This office provides an unbiased, informal avenue of redress for students' grievances which arise in the course of interacting with the institution. If a student experiences a problem related to his/her academic program, the Ombudsman is available to offer assistance after student has exhausted all college appeals. The Ombudsman works to achieve a fair resolution and works to protect the rights of all parties involved.

Any further appeal should be addressed to the Vice President for Academic Affairs. The student must present the grievance in writing, together with the Dean's response to the appeal, within five business days of receipt thereof to the University of Florida Vice President for Academic Affairs. Further information regarding the appeals process for academic sanctions and grievances can be found in the University of Florida Student Guide at www.dso.ufl.edu/STG/.

3. National Board Dental Examination

Dental students are required to pass Part I and II of the National Board Examination prior to graduation. Students who fail Part I of the National Board Dental Examination will be referred to the Student Performance Evaluation Committee (SPEC) for an academic performance evaluation regarding the student's ability to continue with the clinical phase of the curriculum. Students who fail Part I of the National Board Dental Examination for a second time will again be referred to SPEC for academic review, with retracking or dismissal from the college being a distinct possibility. A National Board Part II failure must be retaken in the early spring of the senior year so results may be obtained prior to graduation. A second failure will prevent student from graduating on time as a retake is not possible for sixty (60) days after the date of the second exam. Three failures of either Part I or Part II could be reason for dismissal from the program.

4. Policy for Suspension of Undergraduate and Graduate Dental Students from Clinical Activities

The University of Florida College of Dentistry maintains the right to suspend a predoctoral, advanced education or graduate student from clinical activities for behavior or performance believed to be unethical, inappropriate or below the accepted standards of care. This serious action will be enacted only after a thorough review and consideration of all the facts.

a. Clinical suspension

1) During the designated period for the clinical suspension, the student will be prohibited from delivering patient care in the undergraduate, graduate or faculty practice clinics. Students will be expected to attend scheduled didactic coursework.
2) The written notification to the student of suspension from College clinical activities shall be the responsibility of the Associate Dean for Clinical Affairs and such notice shall include the reason for the suspension and the dates during which he/she may not deliver patient care. Most suspensions shall begin the week following the student's last scheduled appointment to avoid adversely affecting ongoing patient care. If that week happens to coincide with a scheduled rotation, the suspension shall begin immediately after the rotation.
3) If the reason for the suspension is of a nature that could put patients at immediate risk, the student may be immediately suspended from clinical patient care. Examples of this might include evidence of serious financial impropriety, serious clinical negligence, substance abuse, or behavior indicating emotional or psychological instability which adversely affects the student's ability to safely deliver patient care.
4) Letters notifying students of clinical suspension will remain in the student's permanent academic record.
5) Concerns regarding a student's clinical performance, which may lead to suspension, may be initiated by multiple individuals. Written recommendations for clinical suspension may be submitted by any faculty or staff member to the Associate Dean for Clinical Affairs. To provide for a consistent, objective procedure, all concerns shall be handled according to the following policy:

(a) The Associate Dean for Education may recommend a student for clinical performance evaluation. Most issues related to unsatisfactory academic performance will be managed by the SPEC via academic remediation, academic probation, retracking or dismissal of a student from the College of Dentistry. However, poor performance in a clinical course or rotation could justify a clinical review.
(b) The Associate Dean for Clinical Affairs may suspend a student for failure to perform clinical care in a responsible manner. Suspensions may range from one week to a semester, pending the nature of the concern. Reasons for student suspension include, but are not limited to:

1.) failure to provide patient care in a timely manner
2.) failure to provide appropriate care at the accepted standard of care
3.) failure to maintain accurate, legible and complete chart records
4.) failure to provide follow the sequential treatment plan signed by the faculty in a compassionate manner
5.) failure to make provisions for patient care during student absences
6.) failure to comply with UFCD Infection Control policies
7.) failure to comply with UFCD policies stated in the Clinic Procedure Manual or other UF/UFCD manuals of conduct and protocol.

Upon receipt of a written recommendation for clinical suspension from faculty or staff the Associate Dean for Clinical Affairs shall conduct an informal review to resolve any facutal disputes. A review panel consisting of at least three faculty may be appointed by the Associate Dean for Clinical Affairs as warranted. The Associate Dean for Clinical Affairs will deliver a written response regarding the recommendation for suspension. If the recommendation is supported, a letter of notification shall be delivered to the student within five business days.

Recommendations for clinical suspension initiated by the Associate Dean for Clinical Affairs may be reviewed with the student's faculty TEAM leader and/or a review panel as warranted.

The Dean of the College of Dentistry and the Associated Dean for Education shall be advised fo all actions resulting in clinical suspension.

(c) Department Chairs may recommend a student for clinical suspension for failure to provide appropriate patient care in compliance with Department policies or the UFCD Clinic Procedure Manual. Clinical suspension may be for a period of one or more weeks.

The Department Chair, under their administrative authority, may exclude any student from their respective Department clinical activities for reasons as determined by the Department Chair and faculty. Within one business day the Chair shall provide the Associate Dean for Clinical Affairs with written notification of the suspension to include the name of the student, reason for the suspension and the effective dates.

(d) The Graduate and/or Residency Program Directors, under their administrative authority, may exclude any graduate and/or resident student from the respective Department or Resident clinical activities for reasons as determined by the Program Director. Within one business day, the Program Director shall provide the Associate Dean for Clinical Affairs with written notification of the suspension to include the name of the student, reason for the suspension and the effective dates.

(e) Faculty TEAM leaders may recommend student for suspension due to failure to comply with TEAM policies. This suspension may be for a period of one or more weeks. Reasons for such action include, but are not limited to, the following behaviors.

1.) unexcused absence from TEAM meetings
2.) inappropriate patient management
3.) failure of the student to meet their responsibility as a student TEAM leader.

(f) Faculty with concerns regarding quality of care delivered by any student should discuss the issue with their Department Chair. The Chair shall forward the concern, as appropriate, to the student's TEAM leader or Program Director in the case of a graduate student or resident. If a course of action acceptable to the faculty member is not reached, the faculty member may forward the concern to the Associate Dean for Clinical Affairs.

(g) Staff with concerns regarding quality of care delivered by any student should discuss the issue with their immediate supervisor. The supervisor shall forward the concern to the next level of supervision, i.e., Department Chair or Program Director. If a course of action acceptable to the staff member is not reached the staff member may forward the concern to the Associate Dean for Clinical Affairs.

b. Appeal Process

1. The student may appeal the clinical suspension when he/she believes the decision was contrary to written policies or unjust. The student's appeal shall be submitted in writing to the Dean of the College of Dentistry within five business days from the date of the written notice of suspension. (If the student is engaged in an off-site rotation, he/she will have five business days after returning to the College to respond.

2. The Dean may conduct an investigation to resolve any factual disputes or appoint a review panel to assist with the appeal. The panel shall have no authority to impose final action. Within five business days of receiving the appeal, an appointment will be scheduled with the Dean and the review panel to hear the student's appeal. The student will be notified in writing of the time, date and location of the meeting. If the student wishes to have legal representation present, the student must notify the Dean's Office in writing at least three business days prior to the scheduled meeting. If the student fails to appear for the meeting, the Dean and the review panel will meet, and the Dean will make the final decision based on the written material. The Dean's disposition of the appeal shall be reported to the student in writing within three business days of the meeting. If the disposition extends beyond three business days, the Dean, or designee, shall inform the student of the delay and the expected response date. The Dean's disposition shall inform the student of the policy to seek review by the University Ombudsman. If the student is not satisfied with the Dean's response, the student may present the appeal in writing, together with the Dean's written response to the appeal within five business days of receipt thereof to the University Ombudsman. The appeal and the Dean's response to the appeal will become part of the student's permanent record.

3. Students seeking waiver of clinical suspension must remember that neither the Dean nor the Ombudsman can direct an instructor to change a student's grade.

5. Graduation with Honors

Background: The College recognizes high academic achievement by DMD graduates with the designation magnum cum laude and cum laude on the graduate's transcript and diploma. Students are also recognized by proceeding first in the commencement processional and by sitting in the first row of DMD graduates during the ceremony. The Office of Education purchases honor cords for these graduates to recognize their academic achievement. The cords are worn during the ceremony.

College Policy: The top 10 percent of graduating DMD students, ranked according to cumulative weighted grade point average, are eligible to graduate with honors. The top five percent of graduates are eligible to graduate with the designation of magnum cum laude and the next five percent graduate with the designation of cum laude. Recipients of this honor may not have a record in the University of Florida Office of Student Judicial Affairs indicating a violation of the Student Honor Code while enrolled at the College of Dentistry.

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