Department of Radiation Therapy Policy and Procedures(Excerpts)

Academic Structure

The Radiation Therapy Program is a four-year integrated academic and clinical program that has two divisions. The Lower Division includes the first and second years where students complete general education requirements. Individuals who complete all Lower Division requirements are eligible to apply for admission to the Upper Division.

The Upper Division includes didactic courses as well as a clinical education component throughout the third and fourth years. The clinical education phase of the program is designed to reinforce didactic information as it relates to clinical procedures. It is expected that through this effort, greater cohesion can be achieved between the two learning environments, thereby facilitating a greater transfer of knowledge between them. During clinical education, students have an opportunity to receive practical experience at prestigious affiliating hospitals.

1. Health and Medical Information

Applicants must successfully pass a mandatory criminal background check, and drug screen, as well as proof of the following health and medical information upon acceptance into Howard University for the Upper Division:

  • Medical history and a physical exam verifying approved health/physical fitness requirements (as defined by HU Student Health)
  • Verified immunization record
  • Verification from a doctor of injury or disability requiring special accommodations submitted to Student Special Services prior to upper division enrollment
  • Additional physical/health requirements may be required by an individual clinical site

2. Immunization Policy

All students entering the program for the first time or returning after an absence of a semester, summer session(s) or more are required to complete a new Report of Medical History, proof of immunity to vaccine-preventable diseases as required by the District of Columbia Immunization Law, current Centers for Disease Control and Prevention recommendations,  and University Policy.  A new two step tuberculosis screening may also be required to gain re-entry.  These requirements will help the University community to provide the best possible protection for persons on the campus and in our surrounding community, all requirements are being strictly enforced.  All documentation must be provided to the Student Health Center before any student will be permitted to register for classes.

NOTE:  All health-related information is maintained and kept confidential by the Student Health Center.

3. First Aid & CPR Certification

Each junior and senior student must complete a basic health care provider CPR training Course and provide evidence of completion. The only acceptable CPR training is the Basic Life Support (BLS) Healthcare Provider training through the American Red Cross. The First Aid & CPR training/ certification must be valid for each academic year of enrollment in the Upper Division.  Students are expected to monitor certification expiration and if not in compliance, will not be able to participate in clinical rotations.  Failure to participate in clinical rotations will result in a failing grade.

4. Class/Clinic Attendance

Students are required to be in all classes, on time and attend the entire class/learning sessions. Students should be prepared with appropriate supplies, books, and completed assignments.  Students are considered ABSENT when arrival is after the first 10 minutes that the class begins.  Students are expected to stay for the duration of the class.  Students must contact the department at (202) 806-7757 or the appropriate faculty member‘s voicemail/email by 8:00 am (0800). It is the student’s responsibility to ensure that this is done.  Chronic absenteeism/tardiness will be reported to the student’s advisor, and the program director/clinical coordinator.  Students will be conferenced by one or both faculty persons with the possibility of recommendation for disciplinary action.

Excused absences are granted due to illnesses, hospitalization, court order or death of a student’s immediate family member or guardian.  Written verification of the illness, hospitalization or death is required on the first day of return to class or clinic.  If the absence is due to the student’s illness and the illness is three consecutive days or longer, a written medical clearance and advisor clearance is required to return to class or clinic.

*STUDENTS ARE RESPONSIBLE FOR ALL WORK MISSED DURING ANY PERIOD OF ABSENCE OR TARDINESS. *

5. Absenteeism

Absenteeism (other than an excused absence) for 10% or more of scheduled classes will lower a student’s course grade by 10% at the faculty member’s discretion.  Student’s absenteeism in excess of 10% does not allow a student to fully participate thus affecting participatory grading.

6. Withdrawal Policy

Withdrawal from any professional level course requires written approval from the Program Director and the Associate Dean.

7. Tardiness

Students are expected to be on time for class and clinical assignments.  Students are considered TARDY when arrival is within 10 minutes after the scheduled beginning of the class or clinic.  Tardiness for 10% or more of class sessions may result in a 5% reduction in overall course grade at faculty discretion, as tardiness effects students’ ability to participate in class.

8. Cell Phone Policy

Cell phones must be off or in silent/vibrate mode during class time and during clinicl rotations. Cell phones are prohibited from testing sites. The presence of a cell phone during testing will result in a grade of zero for the exam. Further academic action will be taken if cheating is suspected. Text messaging is prohibited during class time, testing and clinical rotations, and such infractions will result in further academic action. Inappropriate use of a cell phone during class is considered disruptive and could result in dismissal from the class section. This behavior will also be reflected in the professional behavior and count as a percentage of the final course grade. 

9. Examination Policy

Students must take ALL examinations as scheduled for courses they are registered and validated.  Questions will be primarily multiple-choice, type and may include images.  In some instances exams may contain essays or short answer questions.  Students will not be allowed to leave the classroom before completion of the examination and submission of their paper unless special circumstances exist and the professor grants permission. 

Students must bring their supplies, including pencils and calculators, to each examination.   Sharing calculators or writing instruments and the use of cell phones is NOT permitted during examinations.  For exams/quizzes:  All electronics must be turned off and put away prior to commencement of exams unless otherwise instructed.

Examinations are timed, allowing up to 1.5 minutes for each multiple-choice question.  Any student arriving late to an examination may not be able to take the exam after the first student has completed it. Absence from any examination will result in a grade of zero (0).   Make up examinations will be allowed only in case of an excused absence and with the permission of the course instructor.  All exams/quizzes must be taken in the classroom at the scheduled time.  It is the student’s responsibility to contact the instructor of the course within 48 hours of the exam to make arrangements; otherwise a grade of “0” will be recorded and calculated.  The examination will be scheduled at the Instructor’s discretion. 

Examinations given outside of Treatment Planning, and Physics courses will utilize the ExamSoft/Soft Test e-Educational platform, and will be timed in preparation for terminal award and credentialing examination; also promoting integrity.

Students are required to achieve 80% competence or better on the comprehensive examination, and clinical skill competencies for eligibility to register for clinical practicum and to graduate (see Admission, Retention, and Graduation Policy).  Failure to obtain this minimum competence on examination or graduation will result in the following:

  • One remake will be allowed for a clinical examination.  A maximum score of 80% may be earned on the remake examination.  A maximum of two remake exams will be allowed per semester for clinical exams.  Failure to achieve competency on more than two exams per semester will be considered excessive, and the student may be referred to the University Counseling Center.  Also, the student may at this point be recommended for deceleration to have an appropriate amount of time for remediation.  Activities for remediation will be specified by program faculty.
  • Students not achieving the minimum competence of the first remake examination will be required to withdraw from all pre-registered courses and rotations immediately and enroll in a Directed Independent Study course designed by the faculty for remediation during that semester.  The student will be referred for academic and career counseling.
  • During enrollment in the Directed Independent Study course, the student will be given one additional opportunity to achieve the minimum competence as determined by the faculty.
  • If competence is not achieved on the second comprehensive examination, a recommendation to enter the clinical practicum or for graduation will not be made.  At this time, a faculty recommendation for suspension or dismissal, as appropriate, from the Department will be forwarded to the Associate Dean and Director of Student Affairs for the Division of Allied Health Sciences for final action.

On-site review of examinations or quizzes are scheduled by each instructor.

10. Remediation

Remediation of a course must be approved by the faculty of the department and directed by the instructor of the course.  Course remediation is offered only to the student on probation.

11. Clinical Rotations

Clinical affiliates are geographically disbursed throughout the greater Washington, D.C. metropolitan area.  Students can be assigned to a clinical affiliate that may require extensive travel to attend.  With the constant addition of new clinical affiliates, students should be aware that there is the possibility of having a rotation at locations not adjacent to the Howard University campus.  Students are responsible for their own means of transportation to and from clinical sites.  All clinical affiliates are on major public transportation routes and students must be able to reach clinical sites on their own.  Exceptions will not be made for students that do not have vehicles.

A student must be in good academic standing and receive the endorsement of the faculty of the program to proceed to clinical affiliation sites.  Attendance records, mid-month assessment forms, and clinical evaluations forms are due to the Clinical Instructor on the first day of each rotation.  Mid-month assessment forms are due two weeks into the clinical rotation to the Clinical Instructor.  Student(s) who do not satisfactorily complete all clinical requirements, will be reassessed for remedial action, which may extend graduation completion.  Graduation from the program will be extended depending on when the rotation is retaken.  Any additional financial obligations incurred as a result of such action rest upon the student(s).  (See Division Admission, Retention, and Graduation Policy), which is posted online.

After successful remediation of the repeated rotation, any additional failing rotation will result in the automatic dismissal from the RT Program.  Questions regarding this policy should be addressed to the Program Director.  The Program Clinical Instructor will make all the arrangements for the repeat rotation.  The time and site arranged for repeating a rotation will be at the discretion of the facility clinical instructor and program.

If a student is dismissed from a rotation, the Clinical Coordinator must be notified immediately; a narrative account of circumstances is to be provided by the student, and a conference will be arranged by the  Department Chair and the faculty.

The clinical faculty can dismiss a student from a rotation for the following reasons:

  • Unprofessional behavior
  • Unethical behavior

12. Didactic/Clinical Hours

The Radiation Therapy Program sets daily practicum limits of not more than eight hours per day. Prior to each semester faculty review scheduling to ensure that students do not exceed JRCERT standards for not more than 10 clinical hours per day and not more than 40 didactic and clinical hours of the Upper Division requirements, combined per week.  Students sign in and out daily with their clinical instructors, and a record is maintained by the Clinical Coordinator to ensure compliance.

Clinical education is limited to daytime hours (Monday-Friday 8:00 a.m. – 4:00 p.m.) when school is in session.  Students are not permitted to attend the clinic on holidays or other scheduled University mandated closures (i.e., extended breaks, snow days, etc.).  Also students are not permitted to attend clinic during scheduled didactic instruction.

All professional course scheduling is designed such that didactic courses are held on opposing days from clinical courses and do not exceed eight hours of instruction.  Students are provided lunch breaks both on clinical days as well as on days that contain didactic instruction.  The program believes that this approach provides the students with rejuvenation as well as provides insight into the professional realm once students complete the program.

Instruction, both didactic and practical is not provided on weekends.

13. Direct Supervision

Students are under direct supervision at all times by a qualified radiation therapist or health care professional during the Upper Division clinical program, until graduation.

14. ARRT Requirements

All Students are required to  successfully complete a program of formal education that’s accredited by a mechanism recognized by the ARRT.  Students must successfully:

  • Complete an application from and appropriate fee (after successful completion of the Upper Division requirements)
  • Undergo an ethics review, if necessary
  • Receive an assigned examination window in the form of a Candidate Status Report

Upon entrance into the program, students are made aware that the American Registry of Radiologic Technology (ARRT), requires a series of competencies to be completed prior to students ability to take the credentialing exam.  These competencies must be completed prior to receipt of the terminal award and taking the credentialing exam.  

15. Personal Monitoring Devices(Film Badges)

Rules & Responsibilities for Wearing Personnel Monitoring Dosimeters

The privileges of using ionizing radiation require that each user strictly adhere to regulations mandated by the regulatory agencies. All individuals who work with radioactive materials or radiation producing devices are required to receive radiation safety training to ensure adherence to regulations. Please remember the following:

  • If the personnel dosimeter is lost or damaged, the student must report it immediately to the clinical instructor/supervisor and will be advised regarding the replacement personnel dosimeter.  Written notification must also be provided to the Clinical Coordinator or Program Director immediately.
  • Wear only your designated badge.
  • Leave it in a cool/dry designated location when not in use at your clinical site.
  • Do not take your badge home.
  • Do not launder the badge or get it wet.
  • Badges issued at Howard University Hospital must remain at Howard University Hospital
  • Do not expose to heat, such as in a car in the summer.
  • Do not expose the badge to other sources of radiation.
  • Do not wear the badge for personal x-ray or nuclear medicine exam.
  • Badges will be exchanged on-site during clinical for prompt processing.
  • The film badge should be worn such that monitoring is optimized (usually on the collar).
  • When wearing a lead apron, the badge should be placed on the collar or belt outside the apron. For individuals monitored using two film badges, one should be worn on the collar (outside the apron), and the other should be worn at the waist level under the apron.
  • Body badges and finger rings are worn where the highest exposure is expected; rings are worn underneath gloves to avoid contamination. If you are supplied both types, wear both whenever you are working with radiation.
  • A missing or invalid dosimeter reading creates a gap in your radiation dose record and affects the monitoring program’s ability to provide accurate exposure readings. For a missing dosimeter, a “Lost/Damaged Report” must be submitted immediately to his/her Program Director/Clinical Coordinator and clinical supervisor.
  • The Program Director and/or Clinical Coordinator must immediately inform the radiation safety office for a replacement. Until a new badge is received, the student must not be allowed to attend clinic physically engaging with radiation or radioactive materials.  The initial badge will be provided at no charge to the student.  Replacement badges will cost $50 per badge lost/per incident.  Checks should be made payable to:
    • Howard University
    • Radiation Therapy Program
  • Under no circumstances are students to participate in clinical rotations without their film badge.
  • Replacements will not be provided until the replacement fee is paid.

16. Pregnancy Policy

Disclosure of pregnancy by the student is voluntary. Following written disclosure, a radiation safety and pregnancy consultation will be scheduled with the Radiation Safety Officer.  An additional radiation badge will be issued to the student to monitor fetal exposure. A safe working environment will be coordinated by the Program Director, Clinical Coordinator, and Radiation Safety Officer. Options for student continuation in the program include continuation without any modification in program activities and, any declared pregnant student may withdraw her declaration at any time (Undeclare) with written notice.

Students are responsible for adhering to the guidelines for radiation safety and protection and practicing the ALARA principles. The Effective Dose Equivalent is recorded in the Radiation Dosimetry Report provided by Landauer ®. These records are kept by the Radiation Safety Officer.  Students and faculty receive instruction on radiation safety and protection guidelines. Excessive Dose Guidelines are established for dosimetry report review and reporting. The occupational dose limits listed in the table below based on the NCRP Report # 116 Limitation of Exposure to Ionizing Radiation and found in ¬≠Title10, Part 20 of the Code of Federal Regulations (10CFR20).

17. Student Professional Attire

All students are expected to be neat and clean in appearance and to dress appropriately for all classroom and clinical assignments.  Hair should be clean and neatly groomed to avoid contact with the patient.  Nails are to be short, neatly trimmed and clean.  Wear minimum jewelry.  Exposed body piercing is limited to ear lobes.  Perfumes and colognes are not allowed at clinical sites.

Students are required to follow the Program’s clinical affiliate dress code (Caribbean Blue with black or dark blue,  closed-toe, comfortable shoes with socks or stockings, and a Lab Jacket as a extra layer of protection) at all times during clinical areas.  Lab coats/ sweaters used during clinical rotations must be kept on site with weekly laundering.   During didactic hours, unless specified otherwise by the Program Director or faculty member, the student should be dressed in professional casual work attire.  No jeans, shorts, tank/halter tops, tee shirts, hoodies, curlers, see-through/mesh, low-cut, midriffs, clothing allowed.  Protective eyewear, gloves or other articles of protective clothing are to be worn as indicated by staff.

Students wearing inappropriate attire during class/clinical hours will be sent home to change.

18. Identification Badges

All students will be issued a University identification badge that should be worn at all times during school hours.  Clinical affiliates requiring site specific identification badges are issued at the site and must be worn while on rotation at all times. If the student loses or damages the ID badge, he/she should notify the appropriate party to arrange immediately for a replacement.  The ID badge is the property of the University or clinical affiliate and must be returned to the Program Director upon leaving the school because of graduation or otherwise.

19. Incident Reports

In cases of injuries that happen at school or on clinical affiliate property at any time, the student is required to submit written notification to the Program Director for documentation.  If the student becomes injured or ill during class or clinic, please report immediately to the instructor and report to the nearest emergency room or Student Health Center where appropriate.  The student handles notifying the Program as soon as possible regarding the incident, with appropriate documentation where needed.  It is the student’s responsibility to notify the Student Health Center if emergency facilities are sought outside of Howard University in a timely fashion.  The Clinical Coordinator or Program Director will complete an advisement form (discussion only) to document the incident and outcomes.

During facility/hospital and departmental orientation, all students are informed of the policies and procedures to follow for any incident or exposure. Students are expected to adhere to all policies and procedures as outlined in each clinical affiliate or the Program.

All students must adhere to all bloodborne pathogen related policies and procedures as described during program orientation by the Infection Control Practitioner.  

20. Bereavement Leave

Up to three days of excused absence will be granted in the case of the death of an immediate family member. Request for bereavement leave must be made in writing to the Program Director as soon as the need arises. 

21. Student Travel Policy

RT students are encouraged to participate in activities outside of the Washington Metropolitan area, including the annual American Society of Radiologic Technologists conference and ASRT/ASTRO Annual Radiation Therapy conference.  The decision to allow a student to travel outside the metropolitan area is based on several factors:  the student’s academic standing, performance, professionalism, and the availability of funds for reimbursement of travel.  The student representative for the annual ASRT or ASRT/ASTRO conference must be an ASRT member.  The student must be in good academic standing. 

22. Professional Laboratory Fees

The Upper Division RT students will be assessed a fee annually for the use of the simulation center lab as indicated on the University Website for Tuition and Fees Schedule.  In addition laboratory fees are per semester (Fall and Spring) and are posted by the Office of the Bursar.  It is the student’s responsibility to check the University website:  http://www2.howard.edu/admission/tuition

23. Summer Sessions

In the Upper Division between the junior and senior year, students must enroll in Summer Session I and II for clinical practicum (Clinical Radiation Therapy III & IV).  Beginning with Summer Session I of Academic Year 2017-2018, students enrolled full-time for the fall and spring semesters will be able to take six credits per summer.  These six credits will cover the required courses for summer sessions I and II.

24. Department Books, Laptops and Materials

Books, journals, papers, DVDs, in faculty offices and classrooms, are not to be removed by students unless approved by faculty or staff.

25. Scheduled University Holidays

Clinical rotations are not scheduled when the University is closed for holidays.  

26. Inclement Weather

Students are not expected to attend clinical practicums when there is an unscheduled University closing due to bad weather to ensure their safety, or another unforeseen event. 

27. Progression, Retention, Probation, and Suspensions

Effective August 2012, the first time in college RT students must follow the plan of study for the Bachelor of Science in Radiation Therapy. A math and science course (e.g. Biology, Algebra/Precalculus, Anatomy/ Physiology, and Physics) may be repeated only once. If a student receives a grade of “D” or “F” in the same science course twice, or if the student receives a grade of “D” or “F” in two different science courses, the student will be dismissed from the RT program.

Progression

Students are required to achieve a grade of “C” or better in all courses required for consideration for the progression to the junior level, except physical education and elective courses. Also, a student must have a 2.8 cumulative grade point average on a 4.0 scale and have completed all prerequisites courses to progress to the junior level RT courses.

July 30th is the deadline for submitting official transcripts of prerequisite courses required for progression to the junior level. Any student registered for RT courses without the necessary pre-requisites will be administratively withdrawn from the course. To enroll in a RT course, a student must be officially classified as a RT student.

Retention

For retention in the RT program a student must:

  1. Comply with the Code of Conduct for Howard University and the Division of Allied Health Sciences Code of Conduct for Professional Health Sciences Students.
  2. Maintain a cumulative GPA of 2.8 on a 4.0 scale.
  3. Comply with all course requirements.
  4. Complete clinical course practicum with a minimum grade of “B.”
  5. Earn a minimum grade of 80% on a final clinical comprehensive exam.

Academic Probation

A student enrolled in the upper division undergraduate RT program may incur academic probation under any one of the following conditions:

  • Grade Point Average falls below 2.8 at the end of the first semester or any subsequent semester.
  • Student receives a grade of “D” or “F” in a required professional course.
  • Student receives a grade of “C” or below in clinicals.
  • Student earns less than 80% on a semester final clinical comprehensive exam.

Academic Suspension

  1. Official Notification of Suspension will be sent in writing from the Radiation Therapy program as well as the Office of Enrollment Management.
  2. See http://www.howard.edu/students/hbook/H-book.pdf

Removal of Academic Probation

Probation status for RT students will be removed when:

  1. The student achieves a cumulative GPA of at least 2.8 the following semester.
  2. The student repeats the course and achieves a grade of “C” or better.
  3. The student repeats the clinical and achieves a grade of “B” or better.
  4. The student retakes the semester final clinical comprehensive exam and receives a minimum score of 80%.

Suspension from the Upper Division Radiation Therapy Program

A student enrolled in the upper division undergraduate RT program may incur academic suspension under any one of the following conditions:

  1. Failure to comply with the Code of Conduct for Howard University and/or the Division of Allied Health Sciences Code of Conduct for Professional Health Sciences Students.
  2. Failure to maintain a cumulative GPA of 2.8 on a 4.0 scale during a probationary period and any subsequent semesters.
  3. Student receives a final grade of 2 “D’s,” or one “D” and one “F” or 2 “F’s” in a RT core course.
  4. Student receives a second probationary status.
  5. Student fails the same clinical rotation a second time with a grade of “C” or less. 

28. Consortium Participation

Through the Consortium of Universities of the Washington Metropolitan Area (CUWMA) qualified junior and senior undergraduate students and graduate students are offered the opportunity to enroll at other institutions for courses not available on the campus of Howard University during the given semester or year. The CUWMA universities include American University, Catholic University of America, Gallaudet University, Georgetown University, George Mason University, George Washington University, Marymount University, Southeastern University, Trinity College, University of the District of Columbia and University of Maryland-College Park.

The Regulations for the Consortium are published in the Student Reference Manual and Directory of Classes each semester. Application forms for the Consortium are available in the Office of Records and Articulation in Suite 105 “A” Bldg. during the registration period each semester. For more information, please visit http://www.consortium.org

To participate in the consortium a Howard University health sciences student must meet the following requirements:

  • Be a fully admitted degree-seeking student.
    • Be actively enrolled in courses at Howard University at the same time that the consortium course is being taken and carry as many hours at Howard as at the other consortium institution.
    • Be in good academic standing.
    • Obtain approval to participate in the Consortium, including approval of the Academic Advisor and Program Chairperson.
    • Must obtain a grade of “C” or better to receive transfer credit.

29. Transfers

Transfer of Credits

The Office of Student Affairs will receive transcripts of prior coursework. The Admission Committee will review applications and supporting documents for transfer and make a recommendation for admission by the guidelines of the University and the Division of Allied Health Sciences. Only courses that have been taken at a recognized accredited institution and with a grade of “C” or better will be considered for transfer credits. Students may be required to submit course descriptions or course syllabi to the Director of Student Affairs for review by the Admission Committee and or appropriate department chairperson.

Science courses taken within the last five years with an earned grade of C or better will be considered, with the exception of “Pass/Fail” grade or “S” for a satisfactory grade. The Admission Committee on an individual basis will review any course taken longer than five (5) years prior to enrollment

Transcripts

All official transcripts must be sent to the Department of Radiation Therapy after a student has been admitted into the program. Students must direct the forwarding institution to send transcripts to:

  • Department of Radiation Therapy
  • Division of Allied Health Sciences
  • Howard University
  • 516 Bryant Street, NW,
  • Washington, DC 20059


Certification

A recent radiation therapy graduate must complete an application for certification and forward it to the Program Director for review and validation. Each applicant must complete the senior final comprehensive examination at a minimum of 80%. The program in its discretion may refuse to accept the application of any individual who has been convicted of a criminal offense.  Please visit the ARRT’s website for further information on ethics violations at:

https://www.arrt.org/docs/default-source/Governing-Documents/arrt-standards-of-ethics.pdf?sfvrsn=10

Any student concerned about potential ethical issues, are welcome to complete the ARRT Ethics Review Pre-Application prior to six months prior to terminal award completion.

If a Radiation Therapy graduate delays taking the ARRT national board examination or is unsuccessful for three attempts, the student will be required to complete a radiation therapy program of study again, before the Program Director will validate the application for any entity. Please note, students need to complete the board exams within three years of graduating, after three years of graduation, national board exam results, and education verifications cannot be verified by the Program Director. 

The Department of Radiation Therapy does reimburse students that take and successfully pass the credentialing exam, within 60 days of the date of commencement exercises (examination fee only).

30. Programmatic Changes

The faculty of the Radiation Therapy Program meets monthly to discuss any potential changes needed from a programmatic stance. For emergent matters  the committee will immediately convene.   Votes are cast, and decisions regarding implementation are discussed. This would involve both an update to the students directly, as well as the release of an amended RTPSH to all students and a signature of acceptance and understanding.

When changes in the curriculum, prerequisite courses, or the minimum grade requirements in a course, Program, Division, or the College are implemented, the following will apply:

  1. Students who have completed the requirement prior to the change will have satisfactorily completed the requirement.
  2. Students who have taken a course prior to the change, and did not meet the grade requirement, must satisfy the new requirement.
  3. Students enrolled in a program at the time of the change will be permitted to meet the prior requirement within a specific period.
  4. Students who are not enrolled in the upper division prior to the change must meet the new requirement. 

31. Student Grievance Procedure

The Informal Process

  1. A Student who believes that he/she has been aggrieved must first attempt to seek an informal resolution with the other party involved in the dispute, e.g., grade dispute with the instructor.
  2. If the student is unable to resolve the dispute with the primary party of the dispute, then the student is advised to seek the intervention of his or her department chairperson.
  3. If the resolution is not satisfactory, the student may request a meeting with a combined faculty committee.
  4. All disputes that are not resolved at the Department level are then brought to the Office of the Associate Dean where the Associate Dean or his designee will attempt to mediate an informal resolution with the involved parties.
  5. If mediation at the Associate or Dean’s level fails, then the student’s grievance is consigned to the Student Grievance Committee designated by the School/ College to address student grievances.
  6. The student may then request the intervention of the Dean of the College of Pharmacy, Nursing & Allied Health Sciences.

The Formal Process

  1. Student grievances, which are consigned to the Student Grievance Committee, must be specified in writing and given to the Dean or his designee.
  2. A student’s written statement, along with supportive evidence, constitutes a case document, which will be submitted to each member of the committee.
  3. The second party to the dispute is also requested to provide the Office of the Dean with his or her account of the matter in dispute, which becomes a part of the case document that is forwarded to the committee.
  4. The Student Grievance Committee is then required to set a date for convening a meeting to hear the case(s) as expeditiously as possible.
  5. After the date has been set, each party to the dispute is sent a certified letter which informs him or her of the charges and date of the meeting as well as a statement requesting his or her presence.
  6. During the hearing, the student presents his/her case; the accused party is then allowed to present the other side. Each side is permitted to have witnesses.
  7. Following the hearing, members of the committee after deliberation on their assessment of the case reach a decision as to how the case should be resolved.
  8. The committee’s decision is sent to the Dean of the School/College in the form of a recommendation.
  9. The Dean then informs the student in writing of the decision, which may be based on the committee’s recommendation or upon a modification of it.

Procedure for Student Grievances in the Radiation Therapy Practicums

  1. Problems in the clinical laboratory during rotations will be discussed with the Clinical Instructor in charge.                 
  2. If the Supervisor is unable to resolve the problem, the student will then refer the problem to the attention of the Clinical Instructor.
  3. To reach a resolution, the Clinical Instructor may discuss the problem with the Clinical Supervisor.
  4. If no consensus is reached between the Clinical Supervisor and the Clinical Coordinator, the problem will be referred to the Chairperson of the Department of Radiation Therapy.
  5. The Chairperson may then discuss the problem with the Clinical Supervisor or the Laboratory Manager and attempt to resolve the problem.
  6. If the problem cannot be resolved, the Chairperson of the Department of Radiation Therapy may refer the issue to the Associate Dean of the Division of Allied Health Sciences, who may discuss it with the Dean of the College.  

Procedures for Student Non-Academic Grievances in the Department of Radiation Therapy

  1. Non-academic grievances may be discussed with the students’ advisor or the chairman of the Department.
  2. The advisor and the chairman may meet to help resolve the grievance.  

32. JCERT Procedure for Reporting Allegations

Important Notes

  1. The JRCERT cannot advocate on behalf of any student(s). An investigation into allegations of non-compliance addresses only the program’s compliance with accreditation standards and will not affect the status of any individual student.
  2. The investigation process may take several months.
  3. The JRCERT will not divulge the identity of any complainant(s) unless required to do so through legal process.

Process

  1. Before submitting allegations, the individual must first attempt to resolve the complaint directly with program/institution officials by following the due process or grievance procedures provided by the program/institution. Each program/institution is required to publish its internal complaint procedure in an informational document such as a catalog or student handbook. (Standard One, Objective 1.6)
  2. If the individual is unable to resolve the complaint with program/institution officials or believes that the concerns have not been properly addressed, he or she may submit allegations of non-compliance to the JRCERT: Chief Executive Officer Joint Review Committee on Education in Radiologic Technology

    • 20 North Wacker Drive
    • Suite 2850
    • Chicago, IL 60606-3182
    • Ph: (312) 704-5300
    • Fax: (312) 704-5304
    • e-mail: mail@jrcert.org 
  1. The Allegations Reporting Form must be completed and sent to the above address with required supporting materials. All submitted documentation must be legible.
  2. Forms submitted without a signature or the required supporting material will not be considered.
  3. If a complainant fails to submit appropriate materials as requested, the complaint will be closed.

The Higher Education Opportunities Act of 2008, as amended, provides that a student, graduate, faculty or any other individual who believes he or she has been aggrieved by an educational program or institution has the right to submit documented allegation(s) to the agency accrediting the institution or program.

The JRCERT, recognized by the United States Department of Education for the accreditation of radiography, radiation therapy, magnetic resonance, and medical dosimetry educational programs investigates allegation(s) submitted, in writing, signed by any individual with reason to believe that an accredited program has acted contrary to the relevant accreditation standards or that conditions at the program appear to jeopardize the quality of instruction or the general welfare of its students. 

33. Communication Policy

The Department of Radiation Therapy values accurate and prompt communication between students and faculty and administrators. Therefore, several methods are in place to communicate the information promptly.

  1. Electronic Communication (e.g.; e-mail, Blackboard, telephone or voicemail, and a suggestion box). Suggestions are reviewed by the Associate Dean.
    1. Each student is issued a Howard University email address.
    2. Each student is required to use the Howard University e-mail address for correspondence regarding the business of Howard University as a whole, the College of Nursing and Allied Health Science, and the Division of Allied Health Sciences.
    3. Each course will use Blackboard when appropriate for posting course information, general announcements, and other materials for students.
    4. Each student has the responsibility for checking various methods of electronic communication daily, including Blackboard http://howard.blackboard.com/

For additional information regarding communication at Howard University, access the Social Media Policy at http://www.howard.edu/secretary/policy/documents/Series700SocialMediaPolicy.pdf

  1. Permission to Record
    1. A student must obtain the permission of the faculty to videotape, audio record or copy faculty-developed materials before engaging in the activity.

© 2017 JRCERT