Non-Involvement of Providers of Student Health Services in Student Assessment

Students have the right to strict confidentiality of their health and medical conditions, inclusive of both physical and mental health or learning disability.  A student may waive their right to confidentiality if the student believes it is in their best interest.

Any faculty member who provides psychiatric, psychological counseling or physicial health services must have no role in the academic assessment of, or in decisions about, the promotion or graduation of that student.  The only exceptions will be made if there is no other faculty member available to supervise a relevant clinical experience for a student (e.g. for example, if a clerkship director has provided care) or if a student requests a waiver on a speciality elective that no other faculty member can supervise.  In those cases, the Associate Dean of Student Affairs must review the curcumstances and may provide a limited waiver to this policy.

This policy does not prevent faculty from treating students in an emergency situation.  In these instances where students are treated by clinical faculty, care should be handed over to qualified clinicians after the student is stabilized.  In all such cases, decisions should be made with the best interest of the student's health taking precedence.

Faculty members who have provided clinical care services to a student may function as a large-group classroom teacher and may provide general support for classroom-based learning experiences if a student requires their expertise.  They may not participate in assessment or grading activities for that student, however.

A formal statement, "To my knowledge, I have not provided psychiatric, psychological counseling, or other health care services to this student," will be included on evaluation forms for all clerkships, Interdisciplinary Clinical Cases (ICCs), and Problem-Based Learning (PBL) sessions.  Any faculty member, resident, or fellow must be in agreement with this statement in order to participate in the academic assessment of that student.

Any member of the Student Promotions Committee is required to recuse him or herself if they have been involved in providing psychiatry, psychological counseling, or other health care services to the student being discussed.

This policy will be included in all required course and clerkship syllabi.  This policy will also be discussed at all student orientations and at the annual new faculty orientation and the new resident orientation.

Location of Student Health Records

Student health records are maintained in the electronic medical record (EMR) and subject to HIPAA requirements for confidentiality.  For students receiving psychiatric services, treatment/therapy notes are maintained separately in the EMR and can only be accessed by psychiatric providers who provide services to those students.

For students receiving psychological counseling from the HSC Counselor, counseling records are maintained solely by the HSC Counselor in the HSC Counselor's Office in locked files.  Arrangements are in place for the Director of Student Health to gain access in emergency situations such as the death or disability of the HSC Counselor.

revised June 21, 2018