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HEALTH CITY UNIVERSITY

Educating tomorrow’s doctors today
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Contents
HCU VISION STATEMENT .......................................................................................................................................... 7
HCU INSTITUTIONAL GOALS ..................................................................................................................................... 7
1: Educate physicians to provide high quality care to patients ................................................................................. 7
3: Promote research in line with institutional priorities ............................................................................................ 7
5: Invest in student, faculty and community success ................................................................................................ 7
1: Educate physicians to provide high quality care to patients .......................................................................... 8
HCU MD PROGRAM ................................................................................................................................................ 11
MD PROGRAM COMPETENCIES .......................................................................................................................... 11
HCU STATEMENT OF ACADEMIC FREEDOM ........................................................................................................... 13
MD PROGRAM OVERVIEW...................................................................................................................................... 14
Basic Sciences ..................................................................................................................................................... 14
Clinical ................................................................................................................................................................. 15
ACADEMIC CALENDAR ............................................................................................................................................ 16
ADMISSIONS ........................................................................................................................................................... 17
STATEMENT OF NON-DISCRIMINATION ............................................................................................................. 17
ADMISSION REQUIREMENTS .............................................................................................................................. 17
ADMISSION PROCESS .......................................................................................................................................... 18
INTERVIEW GUIDE........................................................................................................................................... 21
FEES ..................................................................................................................................................................... 23
REGISTRATION, WITHDRAWAL & TUITION REFUND .............................................................................................. 24
Basic Sciences ..................................................................................................................................................... 24
Clinical sciences .................................................................................................................................................. 25
Withdrawing from a Course ............................................................................................................................... 25
Withdrawing from HCU ...................................................................................................................................... 25
Basic Science Tuition Refund Policy ................................................................................................................. 26
ACADEMIC STANDARD, POLICIES AND PROCEDURES ............................................................................................ 26
STUDENT CODE OF PROFESSIONALISM .............................................................................................................. 26
STUDENT ENROLLMENT DECLARATION.............................................................................................................. 29
ATTENDANCE ...................................................................................................................................................... 31
POLICY ON STUDENT ATTENDANCE AND PUNCTUALITY .................................................................................... 32
POLICY ON STUDENT LEAVE OF ABSENCE .......................................................................................................... 34
STUDENT PROMOTION POLICY ........................................................................................................................... 38
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1. Appropriate schemas are built in early basic science curriculum to assist in the assimilation and
accommodation of information in the subsequent system modules for optimal performance in licensing exams
and post-graduate training. ................................................................................................................................. 38
2. Clear and unambiguous guidelines for students’ promotions subsequent to different examinations
conducted by the institution. ............................................................................................................................... 38
3. The said guidelines are strictly complied with by the Student Promotion Committee, in letter and spirit,
and that there no bias in favor of or against any student..................................................................................... 38
4. Clear guidelines for special circumstances like absence from examinations, supplementary examinations
etc., which would directly affect the promotion of the students. ........................................................................ 38
5. To determine the academic status of every student. Student’s academic status, promotion and graduation
are interdependent and are clarified in this policy. ............................................................................................. 38
6. Successful, timely graduation of medical students. .................................................................................... 38
GRIEVANCE PROCEDURE .................................................................................................................................... 45
Objectives: .............................................................................................................................................................. 45
Who would be affected by the procedure: .............................................................................................................. 45
Effective Period: ..................................................................................................................................................... 45
Guidelines for Handling Student Complaints: ........................................................................................................ 45
Documents related to Grievance procedures: ......................................................................................................... 50
1. Geivance committee ........................................................................................................................................... 50
2. Policy of sexual misconduct ............................................................................................................................... 50
3. Policy on substance abuse................................................................................................................................... 50
4. Faculty code of conduct ...................................................................................................................................... 50
5. Student code of professionalism ......................................................................................................................... 50
6. Student attendance policy ................................................................................................................................... 50
7. Policy on student teacher relationship ................................................................................................................ 50
POLICY ON SEXUAL MISCONDUCT ..................................................................................................................... 51
Statement of complainant rights ..................................................................................................................... 54
Statement of respondent’s rights ..................................................................................................................... 54
GUIDELINES FOR CONDUCT IN TEACHER-LEARNER RELATIONSHIPS ................................................................. 55
PROCEDURE FOR ADDRESSING STUDENT MISTREATMENT ............................................................................... 56
A. Informal Procedure to Report Mistreatment ................................................................................................ 57
B. Formal Procedure for Reporting Mistreatment ........................................................................................ 57
C. Mechanism for Investigating Allegations of Mistreatment .......................................................................... 58
The Associate Deans............................................................................................................................................... 58
Student complaints about the conduct of fellow students, faculties or any other academic (or non-academic)
concerns are dealt with first through the Associate Dean of Student Affairs . ....................................................... 58
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Faculty or staff complaint about a fellow faculty or staff on academic and non-academic concerns are dealt with
first through the Associate Dean of Basic Sciences or Clinical.............................................................................. 58
Please refer to the document on Grievance procedure for addressing Informal and Formal complaints. ........ 58
Protection from Retaliation............................................................................................................................. 58

Malicious accusations ........................................................................................................................................... 58

Monitoring ............................................................................................................................................................. 58
Education ............................................................................................................................................................... 58
POLICY ON RELATIONSHIPS BETWEEN FACULTY AND/OR ADMINISTRATORS AND STUDENTS .......................... 58
SUSPECTED STUDENT SUBSTANCE ABUSE.......................................................................................................... 65
PROCEDURE FOR STUDENT WITHDRAWAL FROM THE MD PROGRAM ............................................................. 65
STUDENT SUPPORT SERVICES ................................................................................................................................. 67
ACADEMIC AND CAREER COUNSELING AT HCU ................................................................................................. 67
Academic Mentoring Form ............................................................................................................................. 71
TUTORING PROGRAM ......................................................................................................................................... 72
STUDENT HEALTH AND WELLNESS ..................................................................................................................... 74
PHYSICAL HEALTH ........................................................................................................................................... 74
EMOTIONAL AND PSYCHOLOGICAL SUPPORT ................................................................................................ 75
EXPOSURE TO INFECTIOUS HAZARDS ............................................................................................................. 75
PREVENTION ................................................................................................................................................... 75
ST. LUCIA INSURANCE PLAN ............................................................................................................................... 77
EVALUATIONS DONE BY STUDENTS ........................................................................................................................ 78
HCU SATISFACTION SURVEY ............................................................................................................................... 78
IBMS FACULTY EVALUATION .............................................................................................................................. 81
STUDENT EVALUATION OF CLERKSHIPS ............................................................................................................. 82
STUDENT EVALUATION OF SYSTEM BASIC SCIENCES ......................................................................................... 83
STUDENT RECORDS ................................................................................................................................................. 87
HCU STUDENT EDUCATIONAL RECORD MANAGEMENT .................................................................................... 87
STUDENT LIFE AT HCU ............................................................................................................................................ 91
LIBRARY INFORMATION TECHNOLOGY & LEARNING RESOURCES ......................................................................... 94
LIBRARY ............................................................................................................................................................... 94
INFORMATION TECHNOLOGY ............................................................................................................................. 94
LEARNING RESOURCES ....................................................................................................................................... 95
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OUR STRENGTHS

 Integrated organ system-based curriculum

 Emphasis on the medical humanities, social and the behavioral sciences
 Thoughtfully designed curriculum
 Use of the Medtrics platform for curriculum, student and learning management
 Access to the Complete Anatomy learning platform from 3D4 Medical
 Highly qualified faculty
 Expertise in quality assurance, teaching-learning and accreditation
 Complete access to the acclaimed Lecturio learning platform
 Spaced repetition, access to high quality videos, question banks
 Early clinical exposure right from the first semester provided through local physicians, health camps,
collaboration with local organization and SkillGym
 Access to the internationally acclaimed SkillGym Virtual Patient Program
 Student nurse and doctor-on-call services
 Provision of well-equipped and safe student dorms
 Access to a student counselor
 Academic counseling services provided by faculty members
 Career counseling services provided by US-based clinicians
 Standardized patient program
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 Modern classrooms and learning spaces

 Activity-based learning
 Exposure to ‘disruptive’ technologies in medicine
 Well-qualified external curricular advisers
 Renowned Board of Governors
 Commitment to student success
 Support for student research
 Community engagement
 Student led organizations and interest groups
 Frequent low-stakes formative assessment
 Emphasis on prescribing skills
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HCU MISSION STATEMENT

The mission of Health City University (HCU) is to prepare physicians to provide high quality care to
patients and society with compassion, passion for knowledge, commitment, tolerance, utilizing cost-
effective high-end technology and dedication to life-long learning. The overarching goal of the Medical
program is to provide a broad education in a culturally diverse environment.

HCU VISION STATEMENT

Health City University is a globally preferred learning destination due to its innovative curriculum, focus on
research, emphasis on active learning strategies and cutting-edge technologies, and progressive engagement
with local communities.

HCU INSTITUTIONAL GOALS

1: Educate physicians to provide high quality care to patients

2: Develop and sustain innovative approaches to student learning

3: Promote research in line with institutional priorities

4: Develop a diverse, stimulating and supportive learning environment

5: Invest in student, faculty and community success

6: Secure the institution’s future as a preferred learning destination

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1: Educate physicians to provide high quality care to patients

a. Support high quality of teaching-learning both during the basic sciences and the clinical
b. Utilize technology to enhance and support student learning
c. Provide a learning environment which will create compassionate, tolerant doctors with a social
conscience
d. Provide learning environments which maximize the chances of student success
e. Provide safe simulated environments for students to practice and refine their skills
f. Periodically review and refine program competencies, enabling competencies and milestones in
line with recommendations by international medical organizations

2: Develop and sustain innovative approaches in student learning

a. Collaborate with commercial educational technology providers to provide interactive and
‘immersive’ learning environments
b. Periodically evaluate learning needs, strengths and weaknesses at the institution and develop
strategies to strengthen learning
c. Strengthen learning of disciplines and subjects which have received less emphasis like the social
sciences, cost, economics, health care systems and newer disruptive technologies
d. Facilitate peers and near peers to play an important role in student learning
e. Help students learn in an integrated manner emphasizing the clinical importance of knowledge,
skills and attitudes developed during the basic sciences
f. Utilize different approaches and resources to prepare graduates for practice in tomorrow’s
clinical environments.
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3: Promote research in line with institutional priorities

a. Promote educational research with the objective of making the institution a center of excellence
in the field
b. Actively support faculty participation in research in line with the responsibility of an institution
of higher learning to produce new knowledge
c. Actively involve students in research
d. Support faculty and student involvement in externally funded research projects
e. Promote research in disruptive technologies in medical education
f. Support research on community healthcare in Saint Lucia and in deprived populations in North
America.

4: Develop a diverse, stimulating and supportive learning environment

a. Actively encourage diversity among the student and the faculty body
b. Help students develop and implement a personal success plan
c. Leverage technology to support student learning
d. Create an environment which supports the use of active and collaborative learning strategies
e. Developing effective mentoring strategies for students and faculty members
f. Support continuing education efforts of faculty members
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5: Invest in student, faculty and community success

a. Create facilities and resources to ensure students become competent physicians
b. Support student involvement in disruptive technologies in medicines and develop their
leadership skills
c. Develop relationships with organizations and individuals who can contribute to student success
d. Enhance faculty expertise in teaching-learning, clinical practice and research
e. Support faculty members to be actively involved in student success
f. Support efforts to develop a more healthy St Lucian community

6: Secure the institution’s future as a preferred learning destination

a. Develop and support effective strategies for increased student enrollment, participation and
retention
b. Encourage students, faculty and other staff to be effective brand ambassadors for the institution
c. Develop linkages with other institutions to attract, and retain students and enhance their career
potential
d. Strive toward excellence in student education and research
e. Identify, develop and sustain strategies and activities which will contribute to the financial
strength of the institution
f. Empower faculty and employees toward striving for excellence in their tasks and duties
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HCU MD PROGRAM

MD PROGRAM COMPETENCIES

The HCU graduate will

Medical Knowledge:

Demonstrate and integrate the normal structure and function of the human body

Demonstrate knowledge of the pathology, pathophysiology, and appropriate investigations in

identifying diseases

Use medicines rationally

Integrate pathology, pathophysiology and effects of medicines with the structure and function of human
body

Use evidence based approach and self-directed learning to assimilate, and apply knowledge
appropriately

Patient care:

Obtain a satisfactory medical history, perform a physical examination, order appropriate investigations,
analyze data to derive appropriate differential diagnosis and effective management plans.

Apply evidence based information to learn clinical knowledge and apply the same into clinical decision
making

Educate the general public on prevention of diseases

Demonstrate awareness to multidisciplinary system of health care and work as a team member.

Demonstrate constant self-evaluation and life-long learning skills

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Social context and Well-being:

Demonstrate knowledge of and respond to the social, behavioral and economic factors in health, disease
and health care.

Apply the principles and concepts underlying normal behavior and mental illness to promote and
maintain well-being.

Serve as an advocate to protect and promote the health of individuals and the community

Communication:

Demonstrate effective and compassionate communication skills towards patients and their families for
effective medical care

Demonstrate communication skills for effective exchange of information and collaborative work with
health care and health care-related professionals

Provide information and counselling to patients and their families in a clear and organized manner

Professionalism:

Demonstrate ability to respect the patient’s dignity, confidentiality and privacy in the delivery of health
care

Demonstrate knowledge of and respect the context in which the patient’s condition presents and
develop the ability to manage patients from diverse cultural backgrounds

Demonstrate commitment to carrying out professional responsibilities and adherence to ethical

principles.

Life-long Learning and Self-improvement

Recognize the need to engage in lifelong learning to stay abreast of relevant scientific advances.

Recognize personal educational needs and to select and utilize appropriate learning resources.

Critically appraise the medical literature.

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HCU STATEMENT OF ACADEMIC FREEDOM

HCU guarantees its faculty members the freedom to inquire, study, teach, learn and publish in
accordance with the policies and procedures of the school.
HCU is committed to academic freedom which subscribes the following principles:
Freedom to conduct research: The institution guarantees faculty members the right to conduct
research. The right to disseminate the research findings will be as per the agreement of the investigator
with the sponsor of the research. The university may also be engaged in research with commercial
implications for different organizations and in this case the investigators will be bound by legal
agreements and other restrictions placed by the sponsor including confidentiality and non-disclosure
agreements.
Freedom to teach: HCU will follow an integrated system-based curriculum during the basic sciences.
The decision on curricular content and teaching-learning will be decided by the educational leadership
in consultation with and after obtaining inputs from all faculty members. The System Chair has the
primary responsibility to organize and modulate teaching-learning with the organ system. During the
clinical sciences, the curriculum will be designed by the department chairs in consultation with the
preceptors. Preceptors have the responsibility to conduct their teaching to ensure that the educational
objectives of the clinical rotation and the HCU MD Program objectives are addressed.
Freedom to Question and to Criticize: Faculty members should be free to speak out “on matters
having to do with their institution and its policies,” and they should be able “to express their
professional opinions without fear of reprisal.” In speaking critically, faculty members should strive for
accuracy and should exercise appropriate restraint. Faculty members should be aware of the
sociocultural milieu of St. Lucia and other sites while making critical comments and statements.
Tolerance of criticism, however, is recognized as a crucial component of the academic environment by
the institution.
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No HCU faculty member or student shall be subject to any penalty or threat for exercising his or her
academic freedom.
This Statement on Academic Freedom shall be implemented in accordance with the appended
guidelines.
Implementing Guidelines for the Statement on Academic Freedom
The Faculty Senate shall have the responsibility for monitoring and evaluating the status of academic
freedom at HCU. The Senate shall submit to the Dean and the President an annual report on the status
of academic freedom at the Health City University. That report shall identify any relevant issues and
recommend specific actions as needed.
Based on the annual report of the Faculty Senate, the President shall make an annual report to the Board
of Governors on the status of academic freedom at the Health City University.

MD PROGRAM OVERVIEW

MD Program is divided into basic sciences and clinical phases. Basic sciences are designed as

Organ based system divided into six semesters, each of 15 weeks duration. Clinical phase lasts 72
weeks with 44 weeks of core rotation and 28 weeks of electives.

Basic Sciences

MD I: Fundamental Concepts, Musculoskeletal System, Holistic Health, Healthcare

Quality I

MD II: Nutrition and Metabolism, Nervous System, Holistic Health II, Healthcare
Quality II
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MD III: Respiratory System, Gastrointestinal System, Holistic Health III, Healthcare Quality III

MD IV: Cardiovascular System, Hematopoietic System, Holistic Health IV, Healthcare Quality
IV

MD V: Renal system, Endocrine and Reproductive system, Infectious diseases,

Holistic Health V

MD VI: Integrated basic sciences in clinical practice

Clinical

For the student to be eligible for the clinical rotations he/she must have successfully completed the
Comprehensive Basic Science exam conducted by the National Board for Medical Education (NBME)
at the end of the 6th Semester of the IBMS program and the USMLE Step 1.

CLINICAL COURSES – SUMMARY

Course Number Credit Contact TOTAL
and Title Hours Hours
320 320
Surgery (12 weeks)
480 480
Internal Medicine (12 weeks)
240 240
Pediatrics (6 weeks)
240 240
Family Medicine (6 weeks)
240 240
Psychiatry (6 weeks)
240 240
Obstetrics & Gynecology (6 weeks)
SUB-TOTAL NO. OF CREDIT HOURS 1760 1760
FOR CORE ROTATIONS
SUB-TOTAL NO. OF CREDIT HOURS 1120 1120
FOR ELECTIVES (7 electives)
TOTAL NO. OF CREDIT HOURS 2880 2880
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Core Rotations: 44 weeks

Electives: 28 weeks (7 electives@ 4 weeks each)

ACADEMIC CALENDAR
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ADMISSIONS

STATEMENT OF NON-DISCRIMINATION

The University does not discriminate, nor does it condone harassment based upon race, creed, ethnicity,
religion, gender, national origin, age, disability, sexual orientation, or any other characteristic protected
by law. This applies to students and employees (faculty and staff) on the HCU premises as well as
during HCU sponsored events.

ADMISSION REQUIREMENTS

HCU requires a minimum of 90 credit hours of college courses with a GPA of 2.5 and above for
undergraduate performance.

The following courses are prerequisites:

Course Course - Credit Hours Lab – Credit hours

General biology or zoology 6 2

(2 semesters)
General chemistry or 6 2
Inorganic chemistry
(2 semesters)
Organic chemistry 6 2
(2 semesters)
Physics I 3 1
(1 semester)
Mathematics- calculus or 3
statistics (1 semester)
English (1 semester) 3
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Other preferable subjects: History, languages, arts, information technology.

HCU strongly recommends that applicants earn a degree from an accredited undergraduate institution.

Completion of the 4-semester program of Pre-med from a recognized University with the above
required credit hour, prerequisite courses and GPA will also award direct entry into the Medical
Program.

If two of the above courses are in progress, decision on provisional acceptance will be rendered if the
planned completion date is 2 months prior to the start date. The visa process will commence after
successful completion of the courses in progress and other requirements as stated above in the visa
process.

HCU does not require MCAT scores as a prerequisite for admission.

US citizens, US nationals and permanent residents who wish to obtain federal financial aid are required
to take MCAT exams and provide the school with scores for admission consideration. This is a
regulation set by the US Department of Education.

ADMISSION PROCESS

1. Application with supporting documents

2. Admissions Committee will determine the eligibility and acceptance
3. Admission Director will issue letter of acceptance and visa process
4. Visa process
5. Payment of tuition fee for the first year

Fees involved:

1. Application fee of 200 USD (non-refundable)

2. Administrative and enrolment fee of 2500 USD. Once the student confirms admission, an amount of
2000 USD will be transferred toward the educational resources, library, technology and simulation fees.
3. First year tuition fee of 19,500 USD
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1. Application with supporting documents:

1. Complete online application form

2. Application fee: Non-refundable 200 USD payable to Health City University (HCU)
3. Official transcripts: Official notarized transcripts must be sent to HCU’s Director of
Admissions. Foreign transcripts must be evaluated by a credentialing service that is a member
of National Credential Evaluation Services (NACES).
4. Personal statement: Provide a statement summarizing your reason for choosing a medical
career, in what you intend on specializing, where you want to practice and personal attributes
that qualify you to become a physician.
5. CV: Chronological listing of educational, employment and other experiences such as
volunteering or clinical exposures dating back to high school.
6. Certificates: High school diploma, college degree certificates and other certificates since high
school.
7. References

2. Evaluation of applications by Admissions Committee:

The applicant’s file will be evaluated by the Admissions Committee of five members of
faculty. The evaluation process involves:

1. Eligibility of the applicant based on the application form and the supporting documents
2. Interview with the applicant (Interview guide: Appendix B)

Outcome of the evaluation will be informed to the Director of Admissions.

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3. Admissions Director

1. Will inform the applicants of the decision taken by the Admissions Committee

2. For successful candidates - a provisional offer letter is supplied to the student indicating the
student’s acceptance. This letter must then be signed by the student and returned to HCU to
confirm their admission and acceptance of the conditions.

The student pays the one-time administrative and enrolment fee of 2500 USD to confirm admission and
initiate the immigration procedures. Once the student confirms admission, an amount of 2000 USD will
be transferred toward educational resources, library, technology and simulation fees.

4. Visa process
Student pays the administrative and enrolment fee of 2500 USD and provides the following for
processing of St. Lucian visa for one year. Visa is renewed yearly:
• 2 certified passport-size photographs
• Completed St. Lucian visa application form
• A valid passport for up to six months
• A return ticket to port of origin
• Copy of travel itinerary
• Students – letter from school, college or university/ Offer of Admission Letter
• Proof of sufficient funds/ bank statement
• Medical Certificate (HCU has a medical certificate form)
• Police Clearance Certificate/Letter of good conduct

These documents are first delivered to the Ministry of Health where a cost waiver letter is
prepared so that the students are not charged the visa fee at the airport, then the letter is sent
to the Immigration department by the Ministry of Health. Immigration then does the visa
letter. This letter is sent to the student and they must travel with it and present it to
immigration at the airport. Then, the passport is endorsed with the visa upon arrival at the
St. Lucia airport.

5. Tuition fee for first year:

 All fees must be paid through Wire Transfer to the wire transfer details below before the beginning
of the academic year. Kindly be advised that all applicable bank charges are the responsibility of the
student.
 ALL FEES ARE SUJECT TO CHANGE AT THE UNIVERSITY’S DISCRETION
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INTERVIEW GUIDE

The Director of Admissions confirms an interview date and time with applicants. A video interview
will be conducted with the applicant by a faculty interviewer using Vonage Business calling system.
The interviewer will be a faculty member of the Admissions Committee; if the number of interviews is
high, then a faculty interviewer may be utilized from the pool of interviewers selected by the
committee.

All interviews will be recorded and stored in an online system in a secure manner. The interviews will
be available for review by the academic leadership and the Chair of the Admissions Committee. Other
persons will not have access to the interview records. Each record will be stored for a period of not less
than 10 years.

The interviewer will complete the evaluation report and send it to the Admissions Committee within
one business day of the interview.

 Tell me briefly about yourself and your family

 Do you have any family members who are physicians?
 Why do you want to become a doctor?
 Can you briefly explain your signed written personal statement?
 Have you volunteered in the medical field? How have the jobs, volunteer opportunities,
or extracurricular experiences that you have had better prepared you for the responsibilities of being
a physician?
 What are your career plans in medicine? Where do you see yourself ten years from now?
 Thinking of examples from your recent past, how would you assess your empathy and compassion?
 What are your hobbies?
 What qualities do you look for in a physician?
 What excites you about medicine in general?
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 What do you believe to be some of the most pressing health issues today? Why?
 What special qualities do you feel you possess that set you apart from other medical school
candidates?
 Have you traveled outside your home country before?
 Do you have any medical issues or any disability of which I should be aware of?
 How do you intend to finance your education?
 How did you hear about HCU?
 Do you have any friends or relatives studying at HCU?
 Is there anything else we have not covered that you feel I should know about you or your interest in
becoming a doctor?

Maximum grade 10

Ability to properly explain written personal statement 2

Good language proficiency and performance in interview 2
History of volunteering and social service 2
Well-defined career goals and motivated to be a doctor 2
Knowledge about contemporary issues in medicine 2

Grade 9 or above Excellent

7 to 9 Good
4 to 7 satisfactory
Less than 4 poor
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FEES

PARTICULARS FOR SEMESTER FEE AMOUNT[USD]

Basic Science

Semester 1 $ 6,500.00

Semester 2 $ 6,500.00

Semester 3 $ 6,500.00

Semester 4 $ 6,500.00

Semester 5 $ 6,500.00

Semester 6 $ 6,500.00

TOTAL FOR 6 SEMESTERS OF BASIC SCIENCE $ 39,000.00

CLINICAL ROTATION

Semester 1 $ 10,000.00

Semester 2 $ 10,000.00

Semester 3 $ 10,000.00

Semester 4 $ 10,000.00

Semester 5 $ 10,000.00

Semester 6 $ 10,000.00

TOTAL CLINICAL FEE $ 60,000.00

TOTAL FOR ENTIRE PROGRAM $ 101,700.00

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REGISTRATION, WITHDRAWAL & TUITION REFUND

Registration Information

Basic Sciences
All students are required to officially register for basic science classes with the Registrar at a time and
location designated by the Administration. Any students registering after the registration dates will be
subject to a late registration fee. It is important that a student have all identification documents in
possession at registration. Submission of all official transcripts is a requirement for continued
attendance at HCU. Outstanding documents may result in Administrative Withdrawal.
Specific dates of registration will be sent to students with the offer letter and can also be found on the
website. Students can also contact the Registrar in St. Lucia office for further information and other
questions regarding registration.
HCU identification cards are distributed to students during registration and students are required to
carry the card at all times on campus and in clinical-related environments. Students are also required to
present the ID card when requested to do so by HCU officials.
Students must be officially registered for the semester or they will not be permitted to attend classes.
Please note: Official accounting office clearance must be obtained prior to commencing the registration
process; all students are advised to settle all university charges well in advance of registration.
Note: A student cannot register for classes in either the Basic Sciences or Clinical Sciences until tuition
is paid, and all prior charges are paid and up to date. Unless otherwise noted, all tuition and fees must
be paid three weeks prior to the start of a semester, or clinical rotation.
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Clinical sciences

The Clinical Coordinator will contact each student regarding clerkship placement 6 weeks into MD 6.

Students are requested to fill in a form and return it to the Clinical Coordinator.
The form requires students to inform their planned dates for the USMLE step exam which will allow
advanced planning by the Clinical Coordinator for notifying the clinical placement sites.

For a student to be registered:

• All relevant documents must have been submitted to and received by the Clinical Coordinator.
• Student is required to have completed the comprehensive basic science exam and step 1 USMLE.
• All HCU tuition accounts must be settled.
• All HCU tuition payments must be received three weeks prior to the start of rotation.
The Clinical Coordinator will not begin assigning any rotations until tuition accounts are settled.

Withdrawing from a Course

Students who wish to withdraw from one or more of the courses for which they are registered in a given
semester must complete a request form. Request forms are available from the Registrar to whom
completed forms must be returned. The Registrar will forward all completed forms to the Associate
Dean of Basic Sciences or Clinical. Students who withdraw from a course will be required to take that
course in the following semester. Students may request to withdraw from a course at any time during
the semester prior to the final examination. Students must continue to attend classes and examinations
until approval to withdraw from a course is granted. Failure to attend the appropriate number of classes
for each course will result in a failing grade being recorded on a student’s transcript, unless permission
to withdraw (W) from the course has been granted.

Withdrawing from HCU

Students who wish to withdraw from the School should contact the Registrar. Students will be required
to complete a program withdrawal form, a copy of which will be kept in the student’s file. A student’s
tuition fees may only be returned to them upon withdrawal from the School, subject to the following
policy:
Students will only be officially withdrawn from the School if they are in good financial standing with
the School.
Transcripts are sent to other institutions if requested, and after any outstanding payments have been
received.
Students who withdraw from HCU must re-apply if they wish to return to the Program. Students who
are re-admitted to the Program will be subject to the policies and procedures then in place, and not
necessarily those in place at the time that the student originally matriculated. The date and time of
withdrawal will be taken when it is officially submitted to the University.
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Basic Science Tuition Refund Policy

All refunds will be made within thirty (30) days of the withdrawal date. Before any refund can be
initiated, a withdrawal form must be completed and submitted to the Registrar.

Basic Science tuition will be refunded according to the following schedule*:

Prior to the start of the semester 100%

During the first week of the semester 90%

During the second week of the semester 80%

During the third week of the semester 70%

During the fourth week of the semester No refund

Any student withdrawing from a clinical rotation, subsequent to assignment and acceptance, will not be
subject to a refund on tuition for that semester of rotation.

Any new applicant to Health City University requesting withdrawal within three days of payment of
the seat deposit to the school shall receive a full refund of all tuition and fees paid.

ACADEMIC STANDARD, POLICIES AND PROCEDURES

STUDENT CODE OF PROFESSIONALISM

HCU expects all students to develop and maintain the highest standards of conduct and ethics in all
aspects of their medical education. This code of professionalism explicitly identifies and describes the
values and principles of HCU that are critical for students to graduate as doctors and to serve patients
competently and compassionately with honor. HCU code of professionalism highlights the importance
of being both responsible and accountable, and seeks to articulate an impartial and just approach to
alleged failures to uphold virtue of honesty and respect.
HCU values and principles:
As a medical student at HCU I will uphold the following:
Respect the dignity and beliefs of every individual.
Regardless of race, ethnicity, national origin, age, gender, socioeconomic background, sexual
orientation, religious belief or political affiliation, I will strive to respect our teachers, fellow students,
patients, and other members of the medical school and of the community.
 27

Place the interests and needs of sick and disadvantaged above my own interests.

Be compassionate toward others.

I realize it is important for developing physicians to share in the experience of suffering of unwell
patients in their physical, emotional and social aspects.

Be collaborative and collegial

I believe working in a team as a practicing physician is critical for the management of patients. I should
develop and constantly improve these skills during clinicals.

Be responsible and accountable

I commit myself to responsibility and accountability for my own learning through identification of gaps
in knowledge, skills and attitudes. Through this I seek to improve my knowledge and skills both within
and beyond the learning environment.

Be worthy of the trust

Of my patients, teachers, and fellow students.

Be honest
I should be speaking and acting with truth.

Adhere to the policies and procedures of HCU.

Health City University expects all students to adhere to these values and principles. Failure to do so will
result in disciplinary action and may result in probation, suspension or dismissal from the Academic
Program. Disciplinary action may be taken against any student who does not adhere to the policies and
procedures of the school.
The following activities will be subject to disciplinary action (this list is not exhaustive):
• Bullying of fellow students and Rudeness or inconsideration towards fellow students, patients,
faculty or administration.

 Harassment or discrimination against fellow students on the grounds of gender, sexual

orientation, race, nationality, religion or ethnic origin.
• Any personal misconduct relating to a physical assault, harassment, felony or criminal act off
campus will lead to immediate dismissal from the program.
• Victimization of students.
• Cheating in examination, by any method, either by communication with other students during
the examination or by the use of outside materials during the examination. Cheating by any
method, or assisting another to cheat, will result in disciplinary action and may result in
dismissal.
• Plagiarism.
 28

• Theft or damage of school property or the property of another student.

• Use of any tobacco products in non-designated areas.
• Persistent late arrival or early departure from classes.
• Rudeness or inconsideration towards administration, faculty or fellow students.
• Students may not post any unauthorized and/or personal information about Faculty or HCU on
either the web or any social network. This will include not posting information regarding
colleagues, administrative staff or any patients so as not to violate any confidentiality and
privacy laws on the web. Violation of this policy may result in dismissal.
• Use of illegal drugs on school premises.
• Drinking alcohol on school premises and underage drinking.
• Use of foul or inappropriate language.
• Any deliberate action, which hinders the progress and education of another student or a group of
students.
• Unprofessional or inappropriate behavior, which may jeopardize the standing of the School and
any relationships that the School may have with other educational establishments or the
community.
Related documents:
1. Grievance committee
2. Grievance procedure
3. Policy on sexual harassment
4. Policy of alcohol and substance abuse
5. Policy of nondiscrimination
6. Promotions policy
7. Student teacher relationship policy
8. The Honor Code Pledge

The Honor Code Pledge will initially be formed by faculty and revised with the assistance of
representatives from the first batch of students entering in 2019. Class representatives selected from the
student body and from both SGA and AMSA will be involved in revising and formulating the Honor
Code.

The Honor Code Pledge will be signed by the first cohort of students entering HCU after it has been
revised with assistance from the student representatives. Subsequent students are expected to sign
before beginning classes. The Honor Code Pledge will outline professional obligations and standards
for student conduct at the HCU as mentioned above in the Code of Professionalism. In making this
pledge, students agree to take responsibility for their own actions. They also accept the responsibility of
helping their classmates and colleagues develop as professionals.
 29

STUDENT ENROLLMENT DECLARATION

As a student of HCU:

 I affirm that the information contained within this form is correct and I have read all information
regarding the units in which I am enrolling.
 I understand that there are eligibility requirements that must be met in order to be applicable for
any kind of assistance.
 I acknowledge I have a responsibility to behave honestly, ethically and professionally in all of
my dealings with HCU and the provider institution(s) through which I am studying during basic
sciences and clinical rotations.
 I agree to act in accordance with the regulations, statutes and disciplinary procedures and of
each provider institution and the policies of HCU.
 I acknowledge I may be prevented from enrolling with any other provider institution if I do not
abide by the regulations, statutes and disciplinary procedures of each provider institution and the
policies of HCU.

Academic integrity

As a HCU student:

 I agree to maintain the highest ethical standards of academic integrity in my work and to comply
with the conventions of academic scholarship.
 I acknowledge I have a responsibility to appropriately acknowledge the contribution of others in
all academic work and to recognize that plagiarism, cheating, collusion, fraud, fabrication or
falsifications of data are not acceptable.
 I agree to be aware of and abide by the provider institutions' assessment policies including
academic honesty and the consequences for acts of dishonesty that include cheating, plagiarism,
collusion, fraud, fabrication or falsification of data.
 I understand I am expected to be aware of my individual rights and responsibilities regarding
the proper use of copyright material.

Fees/Charges

As a HCU student:

 I agree to pay any fees and charges HCU and/or the provider institution(s) arising from my
enrolment and academic activity as detailed on Admission letter and other communications.
 I understand that there are fees and penalties for other co-curricular and extra-curricular
activities and that I am liable for these should I incur them.
 I understand that if my payment is not cleared by the close of enrolment date, I may be
withdrawn from the units in that enrolment.
 30

 I understand that failure to meet my financial obligations to HCU and/or any provider institution
may result in my being precluded from enrolling with any other provider institution and/or
additional fees and/or restriction of services (i.e. I may not be permitted to add any units to a
new or existing course enrolment, receive an award (graduate) or receive academic results until
the debt is cleared).

E-learning

As a HCU student:

 I agree when I am engaging in online studies I will comply with all applicable laws (for
example privacy laws, copyright, trademark, cyber-bullying), HCU standards and the rules,
policies and procedures of the provider institution(s).
 I agree not to use HCU and/or any of the provider institutions' trademarks and logos without
written authorization to do so.
 I agree not to use email inappropriately. Examples include chain mail that misuses or disrupts
resources, harassing or hate mail (this includes language which is lewd, insulting, threatening
bodily harm/death, general serious threat, planting statements to provoke third party stalking
harassment), virus hoaxes, spamming or e-mail bombing attacks, junk mail or false
identification.
 I understand HCU can remove my access to online study sites if I place material online that is
defamatory, aggressive, discriminatory, threatening, racist, sexually explicit or otherwise of an
offensive nature.
 I agree not to use HCU’s e-learning resources for personal commercial purposes, financial gain
or other gain.
 I acknowledge official university pages represent the provider institution(s) and are intended for
the official business functions of the provider institution(s).
 I agree not to attempt to implement my own network infrastructure.
 I understand that if I rely on wireless transmission using radio frequency, it is expected I use
some type of encryption.

Human Rights
As a HCU student:

 I agree I have a responsibility to treat all members of the staff and student community from
HCU and the provider institution(s) (which includes academic, teaching, administration and
professional staff and other students), with respect and courtesy regardless of gender, age,
ethnicity, social background, disability, sexual preference or religious beliefs and customs.
 I agree I have a responsibility to value the diversity of students and staff from HCU and the
provider institution(s) and to respect the rights of others to hold and express a range of
viewpoints, and to express views with due consideration for the feelings of others and
understanding of relevant ethical and cultural implications.
 31

 I understand if I engage in threatening, harassing, discriminatory or bullying behaviour towards

other students and staff from HCU and the provider institution(s) (including online
communications) I may be liable for criminal prosecution and/or civil action together with any
sanctions HCU and/or the provider institution(s) choose to apply

Privacy
As a HCU student:

 I agree if I breach any of my obligations to HCU and/or any provider institution, HCU may, at
its own discretion, provide details of my breach and any sanctions applied to all provider
institutions.
 I agree that HCU may collect personal information (including sensitive information) about me
for the purposes of enrolling me in my selected unit(s) and managing my participation in my
unit(s) and course(s).
 I understand that HCU collects this information for the purposes of processing my application,
providing data to the Saint Lucia Government departments as required by the Government and,
with my agreement, advising me about new courses and reminders of enrolment closing dates.
 I also agree that HCU may use this information and disclose it to educational institutions which
provide access to units and other resources HCU, the Saint Lucian Government departments,
and to HCU's service providers, including financial institutions and, print and mail houses.
 I agree that HCU may communicate with me, either electronically or by mail, for the purpose of
providing the services for which I am enrolling.
 I acknowledge that if I do not provide this information, HCU may not be able to enrol me in my
selected unit(s).
 I also acknowledge that I have the right to access personal information which HCU holds about
me, subject to exceptions in relevant privacy legislation. A charge may apply for providing
access.

Signature of the Student: Date:

Print Name:

ATTENDANCE
Active participation in all aspects of the HCU Medical Program is important to students’ development
as physician. HCU requires minimum of 90% attendance at all scheduled classes, small group sessions,
early clinical exposure, clinical clerkships and student meetings.
Students in US clinical clerkships must adhere to duty hour guidelines as outlined by the Accreditation
Council of Graduate Medical Education (ACGME). Duty hours are defined as all clinical and academic
activities related to the program:
1. patient care (Inpatient and outpatient)
2. Administrative duties related to patient care
 32

3. The provision of transfer of patient

4. Time spent in-house during call activities
5. Scheduled activities, such as conferences, presentations and grand rounds

Duty hours do not include reading and preparation time spent away from the duty site. Students are
required to report duty hours daily on the student management system.
Refer to Student attendance and punctuality policy

Punctuality:
It is considered part of professional duty and is the responsibility of the student to arrive on time for
classes, practical sessions, early clinical exposure, clinical rounds, scheduled examinations and all other
events related to the program.
Students who arrive late for classes, small group sessions or early clinical exposure may be refused to
be admitted and marked as absent. Students arriving late for examination may be refused to take the
examination will result in a grade Fail for that examination.
Refer to Student attendance and punctuality policy

POLICY ON STUDENT ATTENDANCE AND PUNCTUALITY

Responsible Office: Office of the Associate Dean of Basic Sciences/Clinical Sciences
Attendance Policy
Students are required to attend classes and other required school activities according to the established
time-table.
 Students are to be punctual and regular in their attendance. A grace period of 5 minutes is given
for moving from a didactic session to a laboratory session if the laboratory session is being
conducted at a separate venue and the student shall not be later than five minutes after the
official beginning of class.

 Students who are absent from class, should complete an Absence Form, which can be obtained
from the Office of the Registrar and could be downloaded from the institution website. The
form can submitted electronically to registrar@healthcu.org

 In order to complete a semester satisfactorily, 90% of attendance is required in each system

during the basic sciences. Satisfactory attendance is a requirement for eligibility to appear in
examinations.
 33

 In order to complete a clinical rotation satisfactorily, 90% of attendance is required in each

clinical rotation during the clinical sciences. Satisfactory attendance is a requirement for
eligibility to appear in examinations.

 A shortage of up to 10% in attendance can be made up by the student on completing

assignment/s at the discretion of the system director. This has to be ratified by the Associate
Dean of Basic Sciences.
 A shortage of more than 10% attendance above the mandatory requirements may result in the
student being declared academically failed in that particular system for the particular semester.
 A provision may be made for an attendance deficit of up to 20% over the mandatory
requirements on the submission of the necessary documents.

 Students who have been absent from classes/campus for thirty (30) consecutive days without
submitting a Medical Certificate to the Dean, as applicable, shall be considered having
withdrawn from the current semester.

 Students having less than 90% of attendance in each course for a semester will be excluded
from the privileges of Scholarship if they were availing the same.

 Students should inform the Associate Dean of Basic/Clinical sciences, in writing, of any
unusual circumstances, which will impede them to carry on with their normal attendance and
participation in academic activities. If a student anticipates an absence or if an emergency arises,
the student will initially contact the system director and/or the clinical preceptor as the case may
be. If the student cannot contact the respective faculty member, the student may be excused
upon notification of and approval by the Associate Dean who will in turn contact the faculty
member. The excuse must be written on the date of absence or referencing an ongoing illness.

 In matters pertaining to clinical practice and clerkship rotations, attendance is a vital part of the
clinical training experience. Therefore, 90% of attendance is mandatory for the entire duration
of each assigned clinical rotation. Failure to report on time, failure to attend during a rotation,
or of a departure prior to the end of a rotation without the agreement of the designated
supervising faculty member or the rotation trainer at the affiliated practice site, will result in a
grade of "F" being issued for a rotation. The Associate dean of Clinical will be responsible for
monitoring student attendance during the clinical phase of the program. The Associate Dean of
Clinical will report to the Dean.

7.4 Punctuality
 34

Students are required to be punctual for all scheduled classes and clinical experiences whether on or off
campus. A grace period of five to ten (5 to 10) minutes will be granted. Thereafter, the student will be
marked as late “L.”
Students who have a valid reason for being late should inform the Faculty member in advance. If the
excuse is accepted a notation of this will be entered into the record to indicate late with an excuse
“L/E.” The decision to excuse the late arrival of a student lies with the Faculty member.

Any student who accumulates three (3) instances of reporting to class after ten minutes shall be
counseled by the respective faculty. If no improvement is seen after intervention with a one-on-one
meeting with the System Director would be arranged. If no improvement is seen a meeting with the
Associate Dean would be arranged. Any further instances of lateness would be forwarded to the
Grievances Committee.

7.5 Recording of Attendance

Attendance is recorded using various mechanisms as stipulated by the Head of School. The institution
maintains regular and timely electronic records of attendance. Notwithstanding, Faculty members shall
keep printed records of attendance.

The Faculty member and system director shall inform the student of repeated absences (including
accumulated periods of lateness) before the maximum 10% deficit of required hours of attendance so
that timely action can be taken.

7.6 Medical Leave

 Students who are unable to be present at school or must miss more than three (3) consecutive
days of classes because of sickness must submit a Medical Certificate upon returning to school.
 Students requesting medical leave of more than five (5) days are required to submit the Medical
Certificate or Physician’s report.
 In the event that the student is excused from the academic session, the exercise must be made up
in a manner determined by the respective Faculty member and system director/clinical
preceptor. In the circumstances where the approved absence is due to illness, the student must
present the excuse to Office of the Registrar.
 All documentation shall be forwarded to the Dean (through the Associate Dean of
Basic/Clinical Sciences) and Office of the Registrar and the Academic secretary.

POLICY ON STUDENT LEAVE OF ABSENCE

Responsible officer: Associate Dean for Student Affairs
Policy Audience: Students
1. Definitions:
 35

A leave of absence (LOA) is a period of non-enrolment.

2. Introduction / Purpose:
Students on a leave of absence (LOA) are not enrolled in classes and are not considered to be working
toward the MD degree.
LOA status is granted for a minimum of one month and maximum of one year in the case of a MD
student. The time approved for the LOA will be applied to the maximum seven-year limit to complete a
Medical Degree. Students who do not return to full-time status at the end of the leave and who have not
reapplied for renewal of the leave will be subject to the initiation of a process that may result in being
dismissed from Health City University and will need to request reinstatement through the Associate
Dean of Basic/clinical Sciences and the Admission Committee if they wish to return at some future
date. The withdrawal and reapplication process are considered on an individual basis given a student’s
particular situation.
3. Governance and Enforcement
Associate Dean for Student Affairs
5. Policy:
Students on a leave of absence (LOA) are not enrolled in classes and are not considered to be working
toward the MD degree.
For purposes of this policy, there are six (6) types of leave of absence: academic leave, educational
leave, medical leave, military leave, personal leave and administrative leave.
Academic Leave: Health City University may grant or require an academic leave to a student to pursue
additional required study. The student will be counseled regarding the academic and financial
consequences of the leave as well as the conditions for return into the curriculum.
Educational Leave: Health City University may grant an educational leave of absence to a student to
pursue graduate level course work or research. The student will be counseled regarding the academic
and financial consequences of the leave as well as the conditions for return into the curriculum.
Medical Leave: Health City University may grant a medical leave to a student upon the written
recommendation of a physician or other relevant health care provider that such leave is considered
necessary for the student’s emotional, mental, or physical health, and beneficial to their personal and
professional well-being and progress. The student will be counseled regarding the academic and
financial consequences of the leave as well as the conditions for return into the curriculum. Upon their
return, students must provide documentation coordinated through Student Health Services from a
physician or other relevant health care provider that they are medically cleared, with or without
reasonable accommodations, to return to their studies.
Military Leave: A student reservist who is called to active military duty or a member of the military
who is deployed will be granted a leave of absence from Health City University until he/she is released
from active duty or deployment. The student must furnish to the Associate Dean of Student Affairs
(ADSA) or their designee a copy of his/her orders or other documentation. Depending on the length of
 36

absence, the student may be eligible for a refund of tuition, credit against future enrollment, and the
awarding of academic credit for work that is in progress.
Personal Leave: Health City University may grant a personal leave of absence when circumstances
seriously impair a student's academic progress or clinical performance. In consultation with their
academic advisor, students must outline a plan for their leave, in writing, and submit it to the Associate
Dean of Student Affairs or their designee for approval. The student will be counselled regarding the
academic and financial consequences of the leave as well as the conditions for return to the curriculum.
Students on personal leave must meet with the Associate Dean of Student Affairs or their designee prior
to resuming studies.
Administrative Leave: The Associate Dean of Student Affairs, in consultation with the Associate
Deans, has the option to place a student on an administrative leave of absence when there is objective
evidence that the student cannot perform, with or without reasonable accommodation, the essential
function of their student role or when the student’s conduct creates a reasonable belief that a threat to
the health or safety of others exists. The student will be counselled regarding the academic and
financial consequences of the leave as well as the conditions for return into the curriculum. For a
student to return from an administrative leave, a fitness for duty evaluation completed by a medical
professional must be coordinated through Student Health Services indicating that they have been
cleared to return to the curriculum. Student Health Services will provide documentation to the
Associate Dean of Student Affairs or their designee that the student is able to return to the curriculum
with or without reasonable accommodations.

All requests for a leave of absence of any type must follow the process and procedures outlined below.
Process:
1. Students considering taking a leave of absence are strongly encouraged to begin this process as early
as possible. Unanticipated Leaves or Leave of Absence will be considered as they arise.
The student will be required to complete the Leave of Absence Request Form and present it to the
Associate Dean of Student Affairs or their designee. The ADSA or their designee will review the
purpose of the leave as well as the student’s plans to return to the curriculum. The ADSA or their
designee will review with the student pertinent student affairs related concerns.
2. For a leave of absence that is requested after a semester begins or at the mid-point of an academic
year, the ADSA will convene a meeting with the Associate Deans and other academic leaders.
3. Final review and approval of the Leave of Absence Request will be made by the Associate Dean of
Student Affairs or their designee. If the leave is granted, the ADSA will compose a letter outlining the
parameters of the leave as well as the conditions for return to the curriculum. A copy of the letter will
be provided to the student and a copy will be retained in the student’s file in the Office of Student
Affairs. The letter and completed Leave of Absence Request form will
then proceed to the Registrar.
 37

4. If a change in the student’s situation arises during a granted leave of absence period, this may affect
the terms of the granted leave of absence. In this case, the student must complete another leave of
absence request form outlining any changes to the parameters of the leave and submit it to the
Associate Dean of Student Affairs or their designee. All of the above outlined steps must be again
completed.
Return from a leave of absence:
Return from a leave of absence must be approved by the Associate Dean of Students Affairs or their
designee. If there was an academic plan associated with the leave, the Associate Dean of Curriculum
must approve the return from a leave. If the student has an outstanding balance associated with the
leave then the Accounts section will need to ensure that there is no balance outstanding prior to the
approval of the student’s return. A student may return from a medical or administrative leave only with
appropriate documentation from a physician or licensed psychologist that they have been deemed “fit
for duty” as a student with or without reasonable accommodations. A leave of absence is granted for a
specific time period as outlined in the Leave of Absence letter. If the student requests an extension of
the leave, the student must reapply for a continued leave of absence.
Students who do not return to full-time status at the end of the leave and who have not reapplied for
renewal of the leave will be subject to initiation of a process that may result in being dismissed from
Health City University and will need to request reinstatement through the Associate Deans and
Associate Dean of Admissions if they wish to return at some future date. The dismissal process will be
initiated after the student has been sent a certified letter notifying them that their leave status has
expired and that it is their responsibility to request an extension to their leave of absence within 10
business days if that is their intent. If no further communication is received from the student within 10
business days, or if the student indicates that they would like to withdraw from the institution, the
Associate Dean of Student Affairs will notify the Registrar’s Office in writing that the student’s Leave
of Absence has expired and that their status is, therefore, dismissed, or submit the student’s Withdrawal
Form to the Registrar’s Office. The Registrar will immediately notify the Student Accounts and the
Associate deans, Dean of the student’s status. The withdrawal/dismissal and reapplication process is
considered on an individual basis given a student’s particular situation
 38

STUDENT PROMOTION POLICY

Responsible Office: Student Promotions Committee

Objectives of Policy
The major objectives of this policy are to maintain/ensure:

1. Appropriate schemas are built in early basic science curriculum to assist in the assimilation and
accommodation of information in the subsequent system modules for optimal performance in
licensing exams and post-graduate training.
2. Clear and unambiguous guidelines for students’ promotions subsequent to different
examinations conducted by the institution.
3. The said guidelines are strictly complied with by the Student Promotion Committee, in letter
and spirit, and that there no bias in favor of or against any student.
4. Clear guidelines for special circumstances like absence from examinations, supplementary
examinations etc., which would directly affect the promotion of the students.
5. To determine the academic status of every student. Student’s academic status, promotion and
graduation are interdependent and are clarified in this policy.
6. Successful, timely graduation of medical students.

Who would be affected by the policy:

This policy enforces strict compliance by the teaching faculty, academic administration and students.
Effective Period:
This policy will remain in force for a period of three years from the date of adoption, oruntil there is a
major amendment in the policies contained hereunder.
Academic Status

There are four types of active academic status for every medical student:

1. academic good standing: Students will continue in this status provided the student performs in
a satisfactory or better fashion in all academic work. Academic work will include all systems in
basic sciences, clerkships, required USMLE Step 1 examination and electives.

2. academic deficiency: If a medical student should perform in a less than satisfactory fashion,
then the Student Promotion Committee may change a student's academic status to academic
probation.
 39

3. academic probation: when a student has not completed all the academic requirements at the
conclusion of an academic course of study (system, clerkship, elective, etc.). In this case, the
student will receive a temporary Incomplete grade and will have their academic status
automatically changed to academic probation.

4. inactive status: a student is on a leave of absence from the Institution.

Progression

The HCU medical school curriculum consists of four separate phases identified as
year one, year two, year three, and year four. Year one and two are the Integrated Basic
Sciences with early clinical exposure and year three and four are the clinical rotations.

Basic Sciences:

1. There are three semesters; each is a 15-week duration in each of the year one and two of basic
sciences. Semester one to four are composed of two Organ Systems, Holistic Health and
Healthcare Quality in each. MD 5 is composed of three organ systems and holistic health .
(Reference: HCU Curriculum map)

2. Students are required to pass three of the 4 systems (2 systems, Healthcare quality and Holistic
Health) in each semester to progress to the next semester. Passing mark for each component is
70%.

3. Students failing three or more of the 4 components will have to repeat the semester and
supplementary exam will not be given.

4. Supplementary Exam (Given twice - first beginning of the next semester and other at the end of
first year):

Students who are failing can be considered for supplementary exam which is given in the first
week of the following semester if they have:

a. Passed at least 2 of the 4 components

b. They have a grade of 70% and above in the in-session assessments, and the
assignment.

Passing mark for supplementary exam is 70% and grade C will be given no matter what the
passing percentage.

Progress after supplementary exams:

 If students fail both organ systems – Students must repeat the semester
 40

 If one organ system and one system (HQ, HH) – Progress to next term and will receive
academic deficiency for those failed components. Students will be given another attempt at a
supplementary exam at the end of MD3 (Year 1).

Note:

Maximum of two systems are allowed for the second and final supplementary exam.

Students failing more than two systems before the end of year one will be given a status of
academic deficiency and will be expected to repeat the semester where the third system was
taught.

 If the student fails the second attempt at the supplementary exam, she/he will have to repeat
the semester during which the failed system/s is taught with full attendance. Student will
undergo regular assessment methods of the repeating semester and will also have to take the
regular summative exams of the repeating semester.

 Students failing the two systems after repeating will be academically dismissed. They have
the right to appeal to the Promotions Committee and the Dean.

5. Similar mechanisms will be followed for promotion for year two. Completion of year two,
semester six also requires passing of the comprehensive basic science exam. Students have to
complete all MD1 to 5 semester’s courses successfully to be eligible to enter the MD6 program.
Students will be required to complete thirty community service hours and preferably complete a
student research project before they are admitted to MD6.

6. Students are expected to pass the comprehensive basic science exam within 3 months of
completion of year two. If the student does not meet this criterion, she/he will have to repeat
semester 6. Failing on the second attempt at comprehensive exam, the student will be
academically dismissed. Student will be given credits for the semester 6 components.

7. All the students are expected to sit for the USMLE step 1 within 12 weeks of passing the basic
science comprehensive exam and having been certified by the school as ready to take the exam.

8. Students must pass USMLE step 1 within 9 months of completion of basic science
comprehensive exam. Maximum of three retakes are allowed in this period.

9. Students who have failed USMLE step 1 three times will be academically dismissed.

Clinical

Students are eligible to enter clinical rotations after successful completion of NBME basic science
comprehensive exam and USMLE step 1.

Passing mark for assessment of knowledge and skills is 70%

 41

Eligibility for the assessments include: completion of mid-term formative evaluation, patient
encounter log-books and procedure log-books, completion of two case write ups and other
assignments submitted one week before the exam date. The clinical preceptor will determine the
eligibility and inform the Department Chair and the Associate Dean of Clinical.

1. Students failing both components (knowledge and clinical skills) must repeat the clerkship
at the next available date.
(Students can move onto the next scheduled clerkship but must repeat the failed
clerkship within 4 months from the last day of the failed clerkship)

2. Students failing only one component (knowledge or assessment) will be given the status
of academic deficiency and must complete the failed component within the next 3 months.
(Students can move onto the next scheduled clerkship, but subsequent rotation will
only be arranged based on the outcome of the repeat exam.)

3. If students fail in the repeat attempt, either the knowledge or the skills component, he/she
must repeat the clerkship within 4 months from the last day of the failed clerkship

4. If students repeating clerkship fail both components of assessment, he/she will be

academically dismissed.

5. If students repeating clerkship fail only one component of assessment, he/she must
complete the failed component within 3 months. (Students can move onto the fixed next
clerkship, but subsequent rotation will only be arranged based on the outcome of the
repeat exam.)

6. Students are only allowed to repeat a clerkship once. If students repeating clerkship fail in the
repeat attempt, he/she will be academically dismissed.

7. The passing mark for repeat exam is 70% and grade C will be given no matter what the
passing percentage (This does not apply to repeating clerkship.)

8. Students are expected to complete the clinical years (year 3 and 4) and comprehensive
clinical knowledge and skills exams within 3 years of entering their 3rd year.

9. Students are eligible for the comprehensive exams in knowledge and skills after
successfully completing all the core clerkships.

10. Students are allowed 3 attempts at the comprehensive exams and must pass both
components within one year of the first attempt.

11. Students failing on the third attempt, either or both the components of the assessment,
 42

will be academically dismissed.

1.3 Absence from Examinations – Affecting Promotion

(a) If the absence of any student is unplanned and/or the student cannot reasonably provide a request
for not attending an examination sufficiently in advance, the student or their representative must present
a request within one day of the said examination.
(b) Students absent for exams will be awarded ‘zero’ marks. If a request for an absence from an
examination has been granted, the Associate Dean of Basic Sciences or Clinical shall notify the
concerned system chair/department chair. No supplemental exams or make up exams will be conducted
for missed exams. Students absent for final system ending exams will be scheduled to write make-up
exams during supplemental exams week if they have valid reasons. If they do not have any valid
reasons, they will be marked zero for all missed system-ending exams.
(c) Approval for absence from an examination will only be considered where sufficient documentation
of an emergency is presented. Upon return to classes, the student must present appropriate written
confirmation of the event for which the absence was requested, such as a lab/hospital report, death
certificate, or copy of the obituary from a newspaper, travel receipts or other relevant material.
(d) Special requirements (given below) must be met in order to obtain an absence in the event of
personal illness afflicting the student on the day of the scheduled exam(s).
The student must: (i) Inform the school immediately before the time of the exam(s), and (ii) The
physician’s note must state that he/she has examined the student and found that the student was unfit to
take the exam(s) at the scheduled time.
(e) Applications for deferred/make-up examinations based on medical grounds must include medical
certificates. These should be provided by a near relative or close associate of the student. The
University reserves the right to check the validity of the medical certificate with the medical
practitioner.
(f) Exceptional circumstances could include, but are not limited to:
(i) a sporting or cultural commitment at state, national or international level;
(ii) serious personal or emotional trauma; or
(iii) an important planned family or social commitment or unavoidable work commitment. The student
would be directly responsible for providing the necessary evidentiary support of the exceptional
circumstances related to the absence.
(iv) In circumstances (i) and (iii) above, a request for a deferred/make-up examination should be
forwarded as soon as the information is known and the absence is anticipated.
(g) The following are not grounds for the award of a deferred/make-up examination:
 43

(i) holiday arrangements, including overseas travel; (ii) misreading an examination timetable; and (iii)
social and leisure events, including sporting and cultural commitments other than at state, national or
international representative level
(h) Failure to comply with any of the above rules would make the student liable for repeating a
system/semester.

Appeal procedures:

Student has the right to appeal against a grade or grades given in integrated quizzes, assignments, skills
exam and end of system final exam for basic sciences and grades in clinical clerkships.

Appeal for grade during the progress in systems in basic sciences or clinical:

1. Student shall notify the intention to appeal and the reasons to the System Chair in basic sciences or
clinical preceptor in clinical rotations within 5 working days of receiving the grade.

2. The System Chair or clinical preceptor will determine if a grade stands or adjustments to a grade is
required.

3. If a resolution of student’s appeal is not reached or the decision was not favorable, the student may
submit a written petition to the Associate Dean of Basic Sciences or Clinical. The Associate Dean, after
reviewing the case along with the evidence produced, shall render a decision as to whether due process
was followed in the initial appeal process. If there was lack of due process a new review will be formed
by the Promotions Committee referred by the Dean.

Appeal for final grade:

1. Student shall notify the intention to appeal and specify the exact nature of the appeal in writing to the
Promotions Committee within 5 working days of receiving the grades.

2. Students may notify the intention to appeal as a group or class if it involves issues of a general nature
of the group or class.

3. The Promotion Committee shall convene within 3 working days of receiving the appeal to examine
the evidence and identify a resolution that is in alignment with the overall academic integrity of the
University’s educational process.

4. The Promotion Committee will announce the decision in writing to the student, Registrar and the
System Chair or clinical preceptor involved.

5. Decision of the Promotion Committee shall be final.

44
 45

GRIEVANCE PROCEDURE

Responsible Officers: Dean/Associate Dean of Student Affairs/Grievance

Committee

The Health City University (HCU) is particular that activity at the institution should be guided by
written policies and that all members of the Community, staff, students, should be familiar with and
adhere to all HCU policies. HCU is also committed to:

Objectives:
1. To furnish clear and unambiguous guidelines for handling students’ grievance (hereinafter
complaints) brought in by any member of the HCU community against fellow students, faculties
or facilities and services provided by HCU, who believes that the HCU student code of
professionalism, faculty code of conduct, student-relationship policy, policy on substance abuse,
policy on sexual harassment, policy on equal opportunities and policy on attendance has been
violated

2. To provide guidelines for handling complaints received from students, faculty and staff in
informal and formal ways, whichever is necessary.

3. To provide clear guidelines allotment of administrator or faculty to investigate the matter of

complaint along with guidelines to decision making.

Who would be affected by the procedure:

This policy requires strict compliance by the teaching faculty, administration, and students.

Effective Period:

This procedure will remain in force until the formation of Faculty Senate and Grievance Committee to
review and recommend changes to the Associate Dean of Student Affairs and Dean after the first
semester of the charter class.

Guidelines for Handling Student Complaints:

1) Initial approach (Responsible officer)

a. Student complaints about the conduct of fellow students, faculties or any other academic (or non-
academic concerns) are dealt with first through the Associate Dean of Student Affairs.
 46

b. Faculty complaints about the conduct of students on academic and non-academic concerns are
dealt through the Associate Dean of Student Affairs.

(The institution respects the academic freedom of faculty and will not interfere with that freedom as
it relates to the content or style of teaching activities. Indeed, academic freedom is and should be
paramount. At the same time, the institution recognizes its responsibility to provide students with a
procedure for addressing complaints about faculty treatment of students that are not protected by
academic freedom and are not covered by other procedures. Examples might include incompetent
or inefficient service, neglect of duty, physical or mental incapacity and conduct unbecoming a
member of the staff. Any complaints regarding fellow students may be considered based on the
nature of the complaints.)

Student complaint about the Associate Dean of Student Affairs will be dealt with first through the
Dean.

b. Faculty or staff complaints about a fellow faculty or staff on academic and non-academic
concerns are dealt with first through the Associate Dean of Basic Sciences or Clinical.

2) Determination of Appropriate Procedure. If students or faculty or staff have any question about
the applicable procedure to follow for a particular complaint, they should consult with the Dean and
or Associate Dean of Student Affairs. In particular, the Associate Dean of Student Affairs or Dean
should advise a student if some other procedure is applicable to the type of complaint the student
has.

3) Informal Resolution. Students or faculty or staff are encouraged to attempt to resolve complaints
informally with the fellow colleagues and the faculty member or to seek the assistance of the
Associate Deans or Dean to facilitate informal resolution.

4) Formal Complaint.

Student:

If the student does not pursue informal resolution, or if informal resolution is unsuccessful, the
student may file a written complaint with the Associate Dean of Student Affairs or, if the Associate
Dean of Student Affairs is the subject of the complaint, with the Dean. If the Student has a
complaint, a written complaint must be submitted to the Associate Dean of Student Affairs.
 47

i) The complaint shall be filed within 21 calendar days of the alleged conduct unless there is
good cause shown for delay, including but not limited to delay caused by an attempt at
informal resolution. The complaint shall be as specific as possible in describing the conduct
of which complained.

ii) The Associate Dean of Student Affairs shall promptly send a copy to the student/faculty
member about whom the complaint is made, along with a letter stating that the filing of the
complaint does not imply that any wrongdoing has occurred and that a student/faculty
member must not retaliate in any way against a student for having made a complaint. If
either the student or the faculty member has reason to believe that the Associate Dean of
Student Affairs may be biased or otherwise unable to deal with the complaint in a fair and
objective manner, he or she may submit to the Dean a written request stating the reasons for
that belief; if the request appears to have merit, the Dean may, at his or her sole discretion,
replace the Associate Dean of Student Affairs as the assigned person. The Associate Dean of
Student Affairs may also submit a written request for recusal for good cause to the Dean to
review such requests. If a recusal request is granted, the Dean will designate a different
senior faculty to conduct the investigation.

iii) The Associate Dean of Student Affairs shall meet with the complaining student and target
student/faculty/staff member, either separately or together, to discuss the complaint and to
try to resolve it. The Associate Dean of Student Affairs may seek the assistance of the Dean
and Associate Deans or another appropriate person to facilitate informal resolution.

Faculty/Staff
If the faculty/staff does not pursue informal resolution, or if informal resolution is unsuccessful,
the faculty/staff may file a written complaint with the Associate Dean of Basic Sciences or Clinical.

i) The complaint shall be filed within 21 calendar days of the alleged conduct unless there is
good cause shown for delay, including but not limited to delay caused by an attempt at
informal resolution. The complaint shall be as specific as possible in describing the conduct
of which complained.

ii) The Associate Dean of Basic Sciences or Clinical shall promptly send a copy to the
staff/faculty member about whom the complaint is made, along with a letter stating that the
filing of the complaint does not imply that any wrongdoing has occurred and that a
staff/faculty member must not retaliate in any way against a student for having made a
complaint. If either staff or the faculty member has reason to believe that the Associate Dean
of Basic Sciences or Clinical may be biased or otherwise unable to deal with the complaint
in a fair and objective manner, he or she may submit to the Dean a written request stating
 48

the reasons for that belief; if the request appears to have merit, the Dean may, at his or her
sole discretion, replace the Associate Dean as the assigned person. The Associate Dean may
also submit a written request for recusal for good cause to the Dean to review such requests.
If a recusal request is granted, the Dean will designate a different senior faculty to conduct
the investigation.

iii) The Associate Dean shall meet with the complaining faculty/staff and target faculty/staff
member, either separately or together, to discuss the complaint and to try to resolve it. The
Associate Dean may seek the assistance of the Dean.

iv) If resolution is not possible:

Associate Dean of Student Affairs or Associate Dean of Basic Sciences or Clinical will refer
the case to the Grievance Committee. A summary of not more than one typewritten page
stating the specific policy or policies violated or the exact nature of the grievance, along
with supplementary materials if required, should be presented to the Chair of Grievance
Committee.

The Associate Dean of Student Affairs or Associate Dean of Basic Sciences or Clinical shall
also send copies of previous records of conduct about the alleged.

Procedure of Grievance Committee:

Associate Dean of Student Affairs or Associate Dean of Basic Sciences or Clinical will refer
the case to the Grievance Committee. A summary of not more than one typewritten page
stating the specific policy or policies violated or the exact nature of the grievance, along
with supplementary materials if required, should be presented to the Chair of Grievance
Committee. The Associate Dean of Student Affairs or Associate Dean of Basic Sciences or
Clinical shall also send copies of previous records of conduct about the alleged.

1. Grievance Committee (GC). Chair of GC will send these copies to the GC

members and will arrange the hearing with all the concerned parties and the
members within 10 days (can extend to maximum of 20 days if the accused
requests more time) of receiving the information from the Associate Dean
GC student members’ conflict of interest will be reviewed prior to the meeting).

2. GC will collect the following facts relevant to the investigation before the meeting:

 The original written complaint;

 A written rebuttal by the accused;
 49

 Additional voluntary verbal statements from the individuals directly involved in the
alleged incident. All such statements should be transcribed and signed by the
individual providing the statement; and
 Corroborating evidence presented by all parties. This may include witness statements
in support of either party.

The accused is entitled to the following rights:

 As stated previously, the accused is to receive a copy of the written allegation;
 To be given reasonable notice of the hearing before the committee;
 To address the committee concerning the alleged incident;
 To have prior knowledge of the nature of the evidence to be used against him/her;
 To be accompanied by an advisor of his/her choosing. This advisor’s role shall be to
consult and support the accused.
 To receive a fair hearing; and
 To have all proceedings undertaken with utmost confidentiality.

3. If the GC on the first hearing or the special GC finds insufficient evidence or

reaches a split decision, the matter will be concluded by no action against the
accused and all the relevant documents and materials will be placed in a
confidential file.

4. If the GC on the hearing finds there is sufficient evidence to support the

allegations, it may resolve the matter in one of several ways as mentioned below:
(*)

 Recommend Dean to issue an oral reprimand to the accused at the conclusion of the
review;
 Recommend Dean to issue a written reprimand to the accused to be placed in his/her
academic file;
 Recommend Suspension of the accused from the School of Medicine for a specified
period of time; or
 Recommend Expulsion of the accused from the School of Medicine.
 In addition to the above, the Committee may also recommend implementation any other
restitution, sanctions or remediation it deems appropriate including but not limited to,
resignation from any class office or other school held positions, community service,
participation in communication skill building, or substance or alcohol rehabilitation.

Appeals against decisions of Committees

All students, faculty and staff have a right to appeal the decision taken by the Grievance Committee
Appeals Procedure.
 50

If either the student or the faculty member or staff member of HCU is not satisfied with the report of
the Grievance Committee, the student or faculty or staff member may file a written appeal to the Dean
within 10 calendar days of receiving the report, which time period may be extended for good cause
shown. The Dean shall convene and serve as the chairperson of the Ad Hoc Appeals Committee, which
shall include three other faculty members. The Dean/chairperson shall serve as ex-officio member. The
Appeals Committee shall review the findings and recommendations of the report, with focus on
whether the conduct in question is protected by academic freedom. If the Appeals Committee decides to
reverse the assigned investigator in a case where there has not been an investigation because the
investigator erroneously found that the alleged conduct was protected by academic freedom, it may
refer the matter to the investigator for further proceedings. The Committee shall issue a written decision
within 20 calendar days of receiving the appeal. A copy of the decision shall be sent to the student, the
faculty member, the department chairperson and the president.
Subsequent Action.
Following the completion of these procedures, the Appeals Committee shall recommend to the Dean of
the appropriate action(s) (*). Disciplinary charges may also be brought in extremely serious cases even
though the college has not completed the entire investigative process described above; in that case, the
bringing of disciplinary charges shall automatically suspend that process. Any action taken by a
college, whether interim or final, must comply with the bylaws of the institute and with the laws of
Saint Lucia.
Implementation.
The University shall implement these procedures and shall distribute them widely to administrators,
faculty members, and students and post them on the college website.

Documents related to Grievance procedures:

1. Geivance committee
2. Policy of sexual misconduct
3. Policy on substance abuse
4. Faculty code of conduct
5. Student code of professionalism
6. Student attendance policy
7. Policy on student teacher relationship
8. Academic freedom policy
8. Statement of nondiscrimination
9 . Medical Student Mistreatment
10. Guidelines for conduct in teacher-learner relationship
 51

POLICY ON SEXUAL MISCONDUCT

Responsible Office: Grievance Committee

Responsible Officers: Chair, Grievance Committee & Associate Deans

Policy Statement

The Health City University does not permit any form of sexual misconduct by its employees
or students at any time or in any location. This policy also applies to contractors, vendors,
visitors, guests, or volunteers in their interactions with HCU employees, students, or third
parties while they are within HCU's sites of authority. HCU will also promptly refer all
reports of criminal-level sexual misconduct to the appropriate legal authorities. Sexual
misconduct includes, but is not limited to: sexual assault, sexual exploitation, stalking, date-
related sexual misconduct, domestic violence, and sexual harassment.

Objectives of Policy

The major objectives of this policy are as follows:

1. To ensure that sexual misconduct and violence is minimized at the institution

2. To ensure an objective and transparent redressal mechanism for non-criminal sexual
misconduct and violence. And to also ensure the prompt referral to appropriate legal
authorities for all reports of criminal-level sexual misconduct and violence.
3. To ensure that the human rights of the victims are protected.

Who would be affected by the policy: This policy enforces strict compliance by the
teaching faculty, academic administration and students, and for all persons within HCU's
sites of authority.

Effective Period: This policy will remain in force until there is any amendment in the
policies contained here under.
When filing a report of sexual misconduct and requesting that the school take action, employees and
students may choose to pursue either an informal or formal procedure.
Informal procedure
In some instances, where it is deemed possible and safe and when the complainant so chooses, an
informal procedure may be applied to resolve a report of non-criminal sexual harassment or
mistreatment. Informal procedures are never applied in cases involving non-consensual sexual
intercourse or violence. If it is determined that an informal resolution may be appropriate, the Associate
 52

Dean of Student Affairs will review the procedure with the complainant. If the complainant agrees, the
Associate Dean of Student Affairs (or designee) will speak with the respondent and any appropriate
witnesses. If a satisfactory resolution is reached through this informal conversation, the matter will be
considered closed. If these efforts are unsuccessful or if the complainant so chooses, a formal
investigation process may commence. The informal process begins when a complaint is received by the
Associate Dean of Student Affairs.

1. Some complaints of non-criminal sexual misconduct can be resolved through informal

resolution between the parties.
2. The person filing the complaint (complainant) may stop the informal process at any time. The
complainant may begin the formal process at any time.
3. Once an informal complaint of sexual misconduct is made, an investigation of the report shall
be initiated by the Associate Dean of Student Affairs within ten business days and completed
within 30 calendar days, in the absence of any extenuating circumstances.
4. Informal resolution procedures are optional and may be used when the school determines that it
is appropriate. Informal procedures are never applied in cases involving violence or non-
consensual sexual intercourse or any form of criminal-level sexual misconduct.
5. An investigation into the report shall be conducted by the Associate Dean of Student Affairs
6. The informal resolution procedure shall be completed within 30 calendar days, in absence of
extenuating circumstances. Prompt written notification of the findings will be given to all
parties by the Associate Dean of Student Affairs. The findings shall be based on the
preponderance of the evidence.
7. The school will take all necessary steps to remedy the discriminatory effects on the
complainant(s) and others. Examples of such complainant sensitive remedies may include: order
of no contact, adjustment of schedule, interim suspension pending the outcome of the process,
etc. These remedies may be applied to one, both, or multiple parties involved. When the
complainant and the accused participate in the same courses, or participate in the same
activities, complainants may request that a fair and immediate way to reassign and/or move one
of the persons be decided upon by the Associate Dean for Student Affairs, in consultation with
the Associate Dean of Basic/Clinical Sciences.
8. The school shall take reasonable steps to prevent the recurrence of sexual misconduct in any
form. If such re-occurrence takes place, those responsible for such behavior may be subject to
actions under the Policy on Academic and Professional Standards if they are a student, or they
may be subject to actions under the Staff and Executive Management/Faculty Handbook if they
are an employee or third party.
9. If the reporting party is unsatisfied with the outcome of the informal resolution procedure, the
formal resolution procedure may be pursued.

Formal procedure
A formal complaint of sexual misconduct can be made to the Associate Dean of Student Affairs and or
Associate Dean of Basic Sciences or Clinical. This complaint may be filed in place of an informal
procedure or during or after an informal process is completed.

Associate Dean of Student Affairs or Associate Dean of Basic Sciences or Clinical will refer the case to
the Grievance Committee. A summary of not more than one typewritten page stating the specific policy
 53

or policies violated, or the exact nature of the grievance along with supplementary materials if required,
should be presented to the Chair of Grievance Committee. The Associate Dean of Student Affairs or
Associate Dean of Basic Sciences or Clinical shall also send copies of previous records of conduct
about the alleged.

Grievance Committee (GC). Chair of GC will send these copies to the GC

members and will arrange the hearing with all the concerned parties and the
members within 10 days (can extend to maximum of 20 days if the accused
requests more time) of receiving the information from the Associate Dean (GC student members’
conflict of interest will be reviewed prior to the meeting).

1. Once a formal complaint of sexual misconduct is made, an investigation of the report shall be
commenced within 10 business days and completed within 20 calendar days, absent of any
extenuating circumstances.
2. To ensure a prompt and thorough investigation, the complainant should provide as much of the
following information as possible:
o The name, department, and position of the person or persons allegedly causing the
sexual misconduct.
o A description of the incident(s), including the date(s), location(s) and the presence of
any witnesses.
o The names of other students or employees who might have been subject to the same or
similar sexual misconduct or retaliation.
o If appropriate, any action that has been taken to date to try to address the sexual
misconduct or retaliation.
o Any other information the complainant believes to be relevant to the sexual misconduct,
or retaliation.
3. An investigation into the report shall be conducted by a trained team of Investigators. The
investigation shall be concluded as quickly as possible, typically within 30 calendar days or
within a reasonable amount of time required to complete the investigation. The investigation
will be conducted in a manner so that it is adequate, reliable and impartial.
4. The complainant and the respondent may be accompanied during the course of the investigation
by an advisor of their choice. Advisors are restricted from speaking during the investigation;
their role is purely supportive and advisory.
5. The investigation may include any of the following: interviews of the parties involved,
including witnesses, and the gathering of other relevant information. Separate interviews will
occur with the complainant and alleged respondent in order to insure the safety and security of
all parties involved.
6. Parties to the complaint may present witnesses and other evidence.
7. At any time during the investigation, the investigators may recommend that interim protections
or remedies for the parties involved or witnesses be provided by appropriate school officials.
These protections or remedies may include separating the parties, placing limitations on contact
between the parties, suspension, or making alternative workplace or student learning
arrangements.
8. The school shall take reasonable steps to prevent the recurrence of sexual misconduct or
retaliation in any form. If the re-occurrence takes place, those responsible for such behavior may
be subject to disciplinary action.
 54

9. At the conclusion of the investigation a full report of findings, as well as a recommendation for
disposition, based upon a preponderance of the evidence, shall be rendered to the Associate
Deans for final decision and action if the respondent is a student, or to the Dean and COO/CFO
if the respondent is an employee/faculty member, based on the preponderance of evidence.
Parties involved will be given simultaneous notice, in writing, of the conclusion of the
investigation and any next steps.
10. Sanctions may include but are not limited to censure, disciplinary probation, counseling,
educational experiences, community service, no contact directive, no trespass directives,
suspension or expulsion from the school or corrective action up to and including discharge.
11. HCU will take all necessary steps to remedy the discriminatory effects on the complainant(s)
and others. Examples of such remedies may include, but are not limited to: order of no contact,
classroom re-assignment or other appropriate remedies.

Statement of complainant rights

Policy on sexual misconduct
HCU recognizes that sexual misconduct is an offense in which the complainant often feels powerless.
HCU assures those individuals making reports that they have the following rights:

1. The complainant will have the power to make decisions affecting his or her medical and
emotional treatment.
2. The complainant will have control over making decisions pursuing legal prosecution, within the
confines of the laws of the governing country/state.
3. The complainant will decide who is notified outside the protocol established by the school,
except in cases where the school is legally obliged to notify appropriate legal authorities of
reported criminal-level sexual misconduct or violence.
4. The complainant will receive support from the school in obtaining needed counseling or other
support, including access to victim advocate services in the community.
5. The complainant will be aided by the school in obtaining a learning environment that is safe and
secure, including filing for a No Contact Order and/or requesting academic accommodations as
needed.
6. The complainant will be assured of confidentiality within the protocol followed by the school.
7. The complainant will have the right to: Have an advisor of their choice during any investigative
or appeal proceeding (advisors, however, are restricted from speaking during investigative or
appeal proceedings – their role is purely supportive and advisory); not have prior sexual history
discussed during the investigation; have a complainant impact statement entered as testimony;
and be informed of the outcome.

Statement of respondent’s rights

Sexual misconduct policy
The respondent will have the right to notice of violations of the Sexual Misconduct Policy made against
them including the name of the person initiating the action, as well as the date, time, and location of the
investigative meetings where responsibility will be determined.

1. The respondent will receive support from the school in obtaining needed counseling or other
support, including referral to the appropriate community agencies.
 55

2. The respondent will be aided by the school in obtaining a learning environment that is safe and
secure.
3. The respondent will be assured of the confidentiality within the protocol followed by the school.
4. The respondent will have the right to have an advisor of their choice during any investigative or
appeal proceeding (advisors, however, are restricted from speaking during investigative or
appeal proceedings – their role is purely supportive and advisory); and
5. The respondent has the right to be informed of the outcome.

GUIDELINES FOR CONDUCT IN TEACHER-LEARNER RELATIONSHIPS

I. Statement of Philosophy

The HEALTH CITY UNIVERSITY is committed to fostering an environment that promotes academic
and professional success in learners and teachers at all levels. The achievement of such success is
dependent on an environment free of behaviors which can undermine the important missions of our
institution. An atmosphere of mutual respect, collegiality, fairness, and trust is essential to create an
atmosphere of excellence and for continuous growth of the institution.

II. Responsibilities in the Teacher-Learner Relationship

A. Responsibilities of teachers

1. Treat all learners with respect and fairness.

2. Treat all learners equally regardless of age, gender, race, ethnicity, national origin, religion,
disability, or sexual orientation.
3. Provide current materials in an effective format for learning.
4. Be on time for didactic, small group, and clinical encounters.
5. Provide timely feedback with constructive suggestions and opportunities for
improvement/remediation when needed.

B. Responsibilities of learners

1. Treat all fellow learners and teachers with respect and fairness.
2. Treat all fellow learners and teachers equally regardless of age, gender, race, ethnicity, national
origin, religion, disability, or sexual orientation.
3. Commit the time and energy to studies necessary to achieve the goals and objectives of each
course.
4. Be on time for didactic, small group, and clinical encounters.
5. Communicate concerns/suggestions about the curriculum, didactic methods, teachers, or the
learning environment in a respectful, professional manner.

III. Behaviors Inappropriate to the Teacher-Learner Relationship

 56

These behaviors are those which demonstrate disrespect for others or lack of professionalism in
interpersonal conduct. Although there is inevitably a subjective element in the witnessing or
experiencing of such behaviors, certain actions are clearly inappropriate and will not be tolerated by the
institution. These include, but are not limited to, the following:

 unwanted physical contact (e.g. hitting, slapping, kicking, pushing) or the threat of the same;
 sexual harassment (including romantic relationships between teachers and learners in which the
teacher has authority over the learner’s academic progress) or harassment based on age, gender,
race, ethnicity, national origin, religion, disability or sexual orientation;
 loss of personal civility including shouting, personal attacks or insults, displays of temper (such
as throwing objects);
 discrimination of any form including in teaching and assessment based upon age, gender, race,
ethnicity, national origin, religion, disability, or sexual orientation;
 requests for others to perform inappropriate personal errands unrelated to the didactic,
investigational, or clinical situation at hand;
 grading/evaluation on factors unrelated to performance, effort, or level of achievement.

Faculty members are required to maintain a cordial, professional behavior with learners. While
it is important, they support and counsel learners and motivate them to excel, relationships of a
more personal nature may not be appropriate. Faculty members are encouraged not to accept
gifts of a personal nature from students and their family members. Inviting small groups of
students to functions and other get-togethers is also discouraged.

IV. Avenues for Addressing Inappropriate Behaviour in the Teacher/Learner Context

A. Learners’ Concerns

The procedure has been detailed in the policy regarding student mistreatment and in other related
student policies.

B. Teachers’ Concerns

If a teacher feels that a learner has engaged in an inappropriate behavior, it is likewise most effective to
address the situation immediately and non-confrontationally. If the matter is not resolved satisfactorily,
the teacher should contact the System Chair to discuss the matter. If the teacher wishes to make a
formal allegation of misconduct, they should contact the Associate Dean for Student Affairs.

PROCEDURE FOR ADDRESSING STUDENT MISTREATMENT

All students, faculty and staff of Health City University have the right to function in a respectful manner as
outlined in the Code of Professionalism of HCU. The environment encourages caring attitudes at all levels of the
school and outside school. HCU strives to provide an environment that is conducive to learning, respecting the
diversity of race, gender, religion, age, disability, socioeconomic status, sexual orientation and diversity of
opinion.
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HCU is committed to addressing the issue of mistreatment of students by faculty, staff, and residents in a timely,
transparent and efficient manner. The following procedures inform students of what happens to their reports of
mistreatment against them or reports of observations of mistreatment against others.
Definitions of Mistreatment against Students
Specific examples of mistreatment include (but not limited to) being:
• Belittled or humiliated
• Spoken to in a sarcastic or insulting manner
• Threatened with or experiencing physical harm
• Subjected to offensive remarks or names
• Required to perform personal services (i.e. babysitting, shopping)
• Denied opportunities for training or rewards based on gender, race, ethnicity, religion, or sexual
orientation
• Receiving lower grades/evaluations based upon gender, race, ethnicity, religion, or sexual orientation

In general, actions taken in good faith by faculty to correct unacceptable performance is not considered
mistreatment. Pointing out during rounds, conferences, operating rooms, or other settings that a learner is not
adequately prepared for his/her assignments or required learning material is not mistreatment unless it is
done in an inappropriate manner.
Procedures for Reporting Mistreatment

A. Informal Procedure to Report Mistreatment

Students can report concerns about mistreatment or their learning environment to any of their instructors, faculty,
academic mentors, system chairs or the Associate Dean of Student Affairs. Students may also make reports
confidentially or anonymously via the student suggestion/complaint box in the school or the HCU website.

Medical students requesting complete anonymity should be made aware that doing so may interfere with the
medical school’s ability to investigate the concern and their ability to receive information about the follow-up
investigation.

B. Formal Procedure for Reporting Mistreatment

The Associate Dean of Student Affairs is the academic administrator responsible for the oversight of the
respectful learning environment for the medical students. Students may report mistreatment directly to the
Associate Dean of Student Affairs, should they choose not to use the reporting mechanisms described in Section
A above or in addition to using those reporting mechanisms.
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C. Mechanism for Investigating Allegations of Mistreatment

The Associate Deans

Student complaints about the conduct of fellow students, faculties or any other academic (or non-
academic) concerns are dealt with first through the Associate Dean of Student Affairs .

Faculty or staff complaint about a fellow faculty or staff on academic and non-academic concerns are
dealt with first through the Associate Dean of Basic Sciences or Clinical.

Please refer to the document on Grievance procedure for addressing Informal and Formal complaints.

Protection from Retaliation

Every effort will be made to protect alleged victims of mistreatment from retaliation if they seek redress.
Retaliation will not be tolerated. To help prevent retaliation, those who are accused of mistreatment will be
informed that retaliation is regarded as a form of mistreatment. Accusations that retaliation has occurred will be
handled in the same manner as accusations concerning other forms of mistreatment.

Malicious accusations

A complainant or witness found to have been dishonest or malicious in making the allegation of mistreatment
may be subject to disciplinary action.

Monitoring

Aggregate and de-identified data on reports of mistreatment of medical students will be shared with the
President’s Cabinet on an annual basis.

Education

Education is the cornerstone in the prevention of medical student mistreatment. A thorough and on-going effort
should be made to inform all involved individuals about the appropriate treatment of medical students, and of
these guidelines for dealing with alleged mistreatment. To that end, the following notification mechanisms will
be utilized:

A written copy of these guidelines regarding appropriate treatment of medical students will be included in the
information packet provided to students on joining.

POLICY ON RELATIONSHIPS BETWEEN FACULTY AND/OR ADMINISTRATORS AND STUDENTS

Responsible Office: Office of the Dean of Medicine/Office of the Chief Operating officer

Policy Statement
The Health City University (HCU) holds that activities at the institution
should be guided by written policies and that all members of the Institutional Community, staff, and
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students should be familiar with and adhere to all HCU’s policies. HCU is also committed to:
a. Establishing policies that do not discriminate against any person on any basis whatsoever;
b. Adopting only policies that are consistent with the laws of St. Lucia and with the academic
bylaws of HCU;
c. Updating its policies in a manner consistent with most recent and relevant knowledge;
d. Ensuring that all members of the institution become familiar with its policies

Statement of Philosophy:

All interactions between the faculty/administrators and students at HCU are guided by principles of
professional ethics, mutual respect and trust. Professional relationships between faculty and/or
administrators and students contain a power differential, and carry risks of conflict of interest, abuse of
power, and breach of trust, and professional ethics.
The institution is committed to fostering an environment that promotes academic and professional
success at all levels. The achievement of such success is dependent on an environment free of
behaviors which can undermine the important mission of the institution. An atmosphere of mutual
respect, collegiality, fairness, and trust is essential to create an atmosphere of excellence and for
continuous growth of the institution.

Objectives of the policy:

The objective of this policy is to ensure that all relationships between students and
faculty/administrators at HCU are objective, free from conflicts of interest, abuse of power and
eliminate the possibility of an inappropriate relationship (intimate, financial or otherwise)
influencing the professional relationship between the student and a faculty member/administrator.

Definitions:

Faculty- For purposes of this policy only, all full- or part-time faculty, teaching assistants,
members of committees, and all other persons who teach, assess, or supervise research by
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students. Individuals who prepare important academic documents and have an overall
responsibility for different types of student records, supervision and conduct of various
examinations shall also come under the purview of this policy.

Administrator – For purposes of this policy an administrator is defined as someone who occupies
a position of superiority in their relationship with students. These individuals have a power
differential in their dealings with students which can lead to bias. At HCU, administrators are the
COO/CFO, Director of Student Admissions, accounts personnel, facility manager, IT manager,
laboratory manager and librarians. This list can be expanded at a future time with the growth of
the institution.

Students- Student would be all persons who had been registered for a course of study at HCU
and who have not graduated, withdrawn or have been expelled from the University.

Inappropriate Behavior- Any behavior that demonstrates disrespect for others or lack of
professionalism in interpersonal conduct, such as unwanted physical contact or the threat of the
same, sexual harassment or harassment based on age, gender, race, ethnicity, national origin,
religion, disability or sexual orientation, cyber bullying, verbal insults, discrimination of any
form, or requests for others to perform inappropriate personal errands unrelated to the didactic,
investigational, or clinical situations. Various forms of inappropriate behavior are detailed in
subsequent sections of the document.

Consensual relationship- Any dating, romantic, or sexual relationship. As there is a power

differential in the relationship between a student and a faculty member or administrator these
relationships cannot be regarded as consensual as the student may be consenting because of the
power differential.

Socialization - Social interaction with the students outside of the institutional settings such as
visiting homes of faculty or students for functions and social gatherings that are not school
related. These are potential sources of conflict of interests and can also lead to bias, partiality and
favoritism. These are mentioned in detail in later sections of the document.

Position of authority- Includes but is not limited to situations in which the faculty member is
responsible for evaluations/assessment of a student for admission, coursework, promotion,
financial aid, research and any other type of supervision, suspension, expulsion, or other
discipline.

Policy:

This policy prohibits consensual relationships between:

• Faculty, administrators or institutional teaching affiliates ("teaching affiliates") and

students;
• Student employees/student tutors and any student whom that student employee/tutor
teaches, manages, supervises, advises, or evaluates in any way; and
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• Faculty, administrators and/or affiliates where one teaches, manages, supervises, advises, or
evaluates the other in any way

In the event a prior consensual relationship exists between faculty, administrators, affiliates, and
students, the following steps must immediately be followed by the person in
the position of greater authority or power:

a. report the consensual relationship to the Dean and the COO/CFO

b. cooperate in the development of a mitigation plan designed to reduce or eliminate the conflict of
interest and the potential for exploitation, or the appearance of exploitation or favoritism.

If a prior consensual relationship exists between faculty or administrators of the University and one
of those persons is presented with the opportunity to teach, manage, supervise, advise, or evaluate
the other in any way, the existing relationship must be reported by the individual in the position of
greater authority or power to the appropriate University officers (Dean and COO/CFO) as soon as
possible and prior to the individual accepting a role that would create a conflict of interest and the
potential for exploitation or the appearance of exploitation or favoritism, and a mitigation plan
must be developed.

Mitigation Plan

If the conflict of interest and the potential for exploitation or the appearance of exploitation or
favoritism can be successfully mitigated and managed, a written mitigation plan will be produced
within ten (10) business days of the report (unless there are reasonable grounds for additional time)
by the Dean and the COO/CFO

If the conflict of interest and potential for exploitation or the appearance of exploitation or
favoritism created by the consensual relationship cannot be successfully mitigated and managed,
then the consensual relationship is prohibited.

Interactions with students

Faculty members or administrators who have a personal or familial relationship to a student must
have no involvement in the academic assessment of that student. Faculty members who serve as
members of the Student Promotions Committee must also recuse themselves from any
deliberation if they have provided health services to a student.
Interacting with students for the purpose of personal gain either financial or otherwise and
Unless related by familial or marriage ties staying together with a student/s under the same roof
or house is strictly forbidden. ‘Staying in the same house’ means the faculty and the student is
sharing some living areas or spaces.
Faculty or administrator's involvement in students’ private affairs, private parties and money
related matters is strictly not allowed. Faculty members or administrators are prohibited from
subletting rooms in their apartments to students of the institution as this can lead to the
possibility of bias. Students must not be invited to or participate in faculty parties and get-
togethers.
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It is strongly recommended that faculty members or administrators do not entertain students

either individually or in groups at their places of residence. Faculty and/or administrators
who were once students of the institution will also come under the purview of this policy.
They should strictly abide by this policy while interacting with other students including their
batch mates. Faculty members should also be aware that the former student is now an
employee and should interact with them in an appropriate manner.

Faculty members or administrators should not engage in inappropriate behaviors, socialization or

intimate/consensual relationships with students, regardless of whether faculty members have
professional positions of authority with respect to students, such as teaching a course, evaluating,
supervising, or advising students as part of an educational program. Even when faculty members
or administrators have no professional responsibility for students, they should not engage in
inappropriate behaviors or intimate relationships with students, and should be sensitive to the
perceptions of other students that the student who has an intimate relationship with the faculty
member or administrators may receive preferential treatments from them.

Other Behaviors Inappropriate to the relationship between faculty/administrator and

student

These behaviors are those which demonstrate disrespect for others or lack of professionalism in
interpersonal conduct. Although there is inevitably a subjective element in the witnessing or
experiencing of such behaviors, certain actions are clearly inappropriate and will not be tolerated
by the institution. These include, but are not limited to, the following:

unwanted physical contact (e.g. hitting, slapping, kicking, pushing) or the threat of the same;
sexual harassment (including romantic relationships between teachers and learners in which
the faculty member has authority over the learner’s academic progress) or harassment based
on age, gender, race, ethnicity, national origin, religion, disability or sexual orientation;
loss of personal civility including shouting, personal attacks or insults, displays of temper
(such as throwing objects);
discrimination of any form including teaching and assessment based upon age, gender,
race, ethnicity, national origin, religion, disability, or sexual orientation;
requests for others to perform inappropriate personal errands unrelated to the didactic,
investigational, or clinical situation at hand; or
grading/evaluation on factors unrelated to performance, effort, or level of achievement.

More details of possible inappropriate behaviors are mentioned below.

Verbal

• Yelling or shouting at a student • Humiliation or putdown (e.g., disparaging remarks about

being in medicine) • Racial, ethnic, or sexual orientation discrimination (e.g., slurs, jokes,
prejudiced remarks) • Non-constructive criticism • Threatening to hit or to cause harm to
others
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Emotional

• Being assigned work duties for the purpose of punishment rather than education • Having
others take credit for students’ work (e.g., papers, projects, clinical work, or research) •
Creation of a hostile environment • Exclusion from formal or informal learning settings •
Threats to one’s academic standing (e.g., threatening to fail, to lower grades, or to give a
poor evaluation)

Sexual

• Being stared at or leered at • Unwelcome sexual comments, jokes, innuendoes, or taunting

remarks about one’s body, attire, age, gender, sexual orientation, or marital status • Malicious
gossip pertaining to sexual habits • Display of pornographic, sexually offensive, or degrading
pictures • Unwanted sexual advances, including unnecessary physical contact by touching,
pinching, or patting • Nonconsensual sexual intimacy with or without actual intercourse

Physical

• Being pushed, shoved, shaken, or tripped • Being slapped, hit, punched, or kicked • Assault
with a weapon (e.g., needle or surgical instrument) • Aggressive violation of one’s personal
space (e.g. “getting in one’s face”)

Faculty members or administrators are required to maintain a cordial, professional behavior

with learners. While it is important to support and counsel learners and motivate them to
excel, relationships of a more personal nature may not be appropriate. Faculty members or
administrators are encouraged not to accept gifts of a personal nature from students and their
family members. Faculty members should have no financial dealings with students. Faculty
members or administrators should not engage in any behavior or practice which can
compromise their independence or objectivity or which in any way can introduce bias into
the relationship.

Involvement of faculty members or administrators in University business matters:

Faculty members or administrators should not be involved in business matters of the University.
Faculty members or administrators should not have financial ties with student recruitment
agencies. They should not be provided commissions for student admissions.

Providing medical help and consultation to students:

Faculty members or administrators licensed to practice in Saint Lucia cannot charge students for
consultation either at the school or in their private offices.
If an employed faculty member, with license to practice in Saint Lucia, attends any students with
emergency health problems on the school premises, they cannot charge the students for the
same.

Social media accounts of faculty or administrators:

Faculty members and administrators should ensure that photos and posts on their social media
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accounts do not have the potential to be regarded by external accrediting agencies as constituting
 65

conflict of interest with regard to relationship with students. Faculty members must refrain from negative
posts about the University, other faculty members and students on their social media and other web
platforms
Students should not be included in the faculty or administrator's personal social media accounts. They can
only be included in a separate dedicated official account or group.
Noncompliance with the Policy:

Any credible allegations of a faculty member or administrator failing to comply with this policy, obligate
the Dean and/or COO/CFO to initiate a prompt and thorough investigation to determine whether the
allegations are true. When it is concluded that any form of inappropriate behavior or a
faculty/administrator-student intimate/inappropriate relationship exists, the Grievances Committee, the
University administration and the COO/CFO shall impose disciplinary action against the parties involved.

Disciplinary Action:

Individuals who violated this Policy shall be subject to disciplinary actions ranging from verbal or written
warnings, to suspension, dismissal, or termination. Individuals who knowingly make false allegations that
any form of inappropriate behavior or a faculty/administrator -student intimate/inappropriate relationship
exists shall be subject to the same disciplinary actions.

SUSPECTED STUDENT SUBSTANCE ABUSE

The HEALTH CITY UNIVERSITY is committed to the health and well-being of patients and of its
students. As part of this commitment HCU will comply with the laws of St Lucia that regulate or prohibit
the possession, use or distribution of alcohol or illicit drugs. Students who are impaired by substance abuse
endanger patients, themselves, faculty and staff, and other students.
Substance abuse shall be defined as: 1) The use or possession of any drug in a manner prohibited by law;
and 2) The use of alcohol or any legal drug or other substance in such a way that the user’s performance as
a professional student is impaired. HCU recognizes that early treatment is essential for successful
rehabilitation and recovery for students with substance abuse. Students are encouraged to voluntarily
request referral for treatment before their substance abuse leads to academic or disciplinary problems.
HCU policy designates testing for designated substances on a scheduled basis during first year, second year
and before entrance into clinical rotations in the third year of medical school. The College Administration
also reserves the right to drug test a student at any time that he or she is suspected of substance abuse (on
“For Cause” basis). Prior to testing, students will be asked to disclose any substance use and prescription
medications to the College Administration, who will keep this information confidential. Faculty who
suspect a medical student of intoxication should immediately contact the Associate Dean for Student
Affairs to set up “for cause” drug testing.

PROCEDURE FOR STUDENT WITHDRAWAL FROM THE MD PROGRAM

Responsible Office: Office of the Registrar

General Principles:
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Students intending to withdraw from HCU are responsible for contacting all applicable offices to ensure
closure in all areas. These Offices/Departments may require specific actions. It may also be necessary to
consult additional offices to complete the withdrawal process. This is a collaborative process that requires
student cooperation between student affairs and academic affairs, and central coordination.

Definition:
Withdrawal from institution: A student withdraws from the institution if he/she voluntarily decides to
leave the institution and the enrolled course of study.

Reasons for Withdrawal from the Institution:

a) Transfer to another academic institution
b) Leave the Institution without a definite plan to return
c) Take an extended break from studies beyond a leave of absence
d) Academic reasons
e) Financial reasons
f) Medical/Health reasons
g) Family reasons
h) Personal reasons

Student Withdrawal Procedure:

1) Inform the Registrar’s Office about intention to withdraw from HCU

2) Complete the HCU Withdrawal Request Form

All sections of the form must be completed, including
- Name of the official with whom the student had counseling
- Name of the official who counseled the student for visa and student life
information
- Name of the official who issued the admission letter
- Name of the official who explained the student about the Tuition fee and
Refund policy

3) Complete the Clearance Certificate Form Clearance from the following HCU Offices/Departments
- Laboratories
- Library
- Accounts: Tuition fee; other fees and fines
- Hostel fee
- Utilities: water and electricity
- Cafeteria fees
All clearances are verified before signing the Clearance Certificate Form by the
Registrar’s Office
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For clinical students the procedure detailed by the affiliated teaching hospital for withdrawing from the MD
program should also be followed.
4) Present the completed Withdrawal Request Form with all required attachments to the Associate Dean
Basic Sciences/Clinical Sciences Office for approval.
Attachments include
- Admission letter and Fees statement
- Fee agreement and fee payment proof (only the payments made directly to the
Institution are considered for refund as stated in the Academic Bulletin or fee
statement policy)
- Clearance Certificate Form
- Copy of No objection from MCI (for Indian students)

5) Upon approval of the Withdrawal Request by the Associate Dean’s Office, the Registrar’s
Office informs the student in writing about the withdrawal approval.

6) Once the withdrawal request is approved, the Registrar removes the student from the list of actively
enrolled HCU students and classifies the student as a former HCU student.

7) All documents related to student’s withdrawal are deposited to the specified section of the Student
Record Management System.

8) When the Registrar’s Office is requested to issue the student’s Official Academic Transcript, the
transcript will indicate student’s academic standing as “Withdrawn from [degree] Program”

STUDENT SUPPORT SERVICES

ACADEMIC AND CAREER COUNSELING AT HCU

AIMS OF ACADEMIC AND CAREER COUNSELIING (ACC)

Students:
1.Build a continuum - longitudinal relationship among students and faculty mentors
2. Facilitate students’ personal and professional growth through:
- Promoting student reflection in their strengths and weakness
- Helping students face and overcome obstacles
- Promote student professionalism and code of conduct
- Guiding students in developing their own professional identify
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3. Early identification of students with difficulty and making appropriate referrals

4. Second year and clinical students to serve in the Academic and career advising team

Faculty:
1. Regular meetings and feedback about the program continually build mentor’s knowledge
and skills to better meet the needs of students.
2. Set role models for the students
3. Identify faculty need for training
4. Using information from the periodic analysis of the mentoring sessions and career
guidance and the feedback of the program and incorporate the same into institution-wide
improvement.

HCU ACC STRUCTURE AND ORGANIZATION

1. Associate dean of student affairs
2. Academic and career counselling team (ACCT)
3. Faculty mentor

I. Associate Dean of student affairs:

- Organize and oversee student activities
- Assign students to mentors
- Lead the ACCT
- Ensure regular mentoring sessions
- Arrange faculty training activities in mentoring
- Keep records of all the mentoring activities and the minutes of ACCT meetings
- Analyse with ACCT the mentoring records and feedbacks from the students and faculty on the mentoring
and academic support.
- Report findings to Associate Dean of Basic Sciences, Clinical Sciences, Dean and Faculty senate

II. Academic and Career counseling team (ACCT):

ACCT is led by the associate dean of student affairs and is composed of two senior faculty, all the system
chairs and clinical department chairs.
Responsibilities;
1. Provides secondary support to faculty mentors
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2. Evaluate faculty mentoring and recommends appropriate intervention or training to associate dean of
student affairs
3. Periodically reviews student and faculty feedback about the counselling program
4. Integrates the counseling efforts of faculty, system chairs, department chairs and mentors.
5. Special meetings are held for struggling students which will involve:
a. Meeting with the concerned student, system chair or clinical department chair and
faculty(s)
b. Creating an action plan with an integrated approach to assist the student

III. Faculty mentors

Each faculty is assigned a set of students to mentor by the associate dean of student affairs.
New students are introduced to their mentors on the orientation day.
The mentor from St. Lucia (basic science faculty) will continue as the student’s mentor for the entire MD
program. During clinical clerkships, a clinical preceptor within each core rotation is assigned as a mentor.
The primary mentor from St. Lucia will track student performance during clerkships and communicate with
students via emails and telephone calls.

Academic mentoring form sets the parameters for the meetings and all the meetings are recorded in the
form in the (SMS) – Appendix A

First year
Students are requested to meet the mentor minimum of three times per semester, preferably before and after
the quizzes and two weeks before the system ending exams. Students struggling academically will be called
and followed up more frequently to meet with mentor and at least once with the ACCT with the concerned
system chair and faculty.

Second year
Students are requested to meet with the mentor at least once per semester. Students struggling
academically will be called and followed up more frequently to meet with the mentor and at least once with
the ACCT with the concerned system chair and faculty.
(Students will be requested to attend a series of seminars on USMLE preparation, career guidance and
residency preparation – The attendance at these meetings will be recorded in the mentor form)

Mentoring sessions can be arranged in groups with the permission of students and the discussions will not
include student’s grades or any other personal or confidential information.

Each faculty may have a different approach to mentoring, but the following areas have to be addressed in
the meetings:

1. Identifying their study habits, methods and resources used

2. Identifying the student’s needs and interests
3. Student reflection on their strengths and weakness
4. Student’s plan on addressing the weakness
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5. Creating a study plan – schedule with contents, review sessions and practice questions
6. Preparation for the quizzes and system ending exams
7. Preparation for NBME exam
8. Review assessments and develop an action plan
9. Introduce careers in medicine website
10. Discuss the importance of balance between all aspects of growth in knowledge, psychomotor skills,
interpersonal communication skills, professionalism and social conscience.
11. Preparation strategies for case presentations
12. Preparation strategies and scheduling of clinical core rotations (2nd year)
13. Discuss choice in post-graduate training (2nd year)

Other areas recommended:

1. Share own experiences in group meetings
2. Encourage students to keep a daily journal of activities and calendar detailing the accomplishments
during each week

For clinical students (3rd and 4th year) a minimum of two meetings with the clinical mentor mid-rotation
and – two weeks before the end of rotation and at least one meeting with the primary mentor in St. Lucia
during each core rotation is recommended.

In addition to the areas to be addressed mentioned above, the following are recommended:
1. Discussion of ways to strengthen areas evaluated and mentioned in the Medical student performance
evaluation (MSPE)
2. Planning an appropriate elective schedule
3. Preparation for residency applications – letter of reference, personal statements, interviews
4. Preparation for MATCH and SOAP process
(Most of these discussions will be done by the clinical preceptor and if further guidance is needed the
preceptor and clinical department chair will direct the student to appropriate resources and seminars)

Students will be requested to attend a series of seminars on USMLE preparation, career guidance and
residency preparation. The attendance of these meetings will be recorded in the mentor form

Personal matters affecting the student’s academic function can also be discussed and if further assistance or
referral with regard to stress management and mental well-being is required, the mentor will inform the
Associate Dean of student affairs to make an appointment for the student with the appropriate external
psychological expert who is independent from the faculty and administration.

Faculty mentor training, monitoring and feedback:

Guidance to faculty mentors is provided through the mentoring form and discussion topics set the
parameter for discussions. The school plans to appoint a senior faculty who is an expert in mentoring with
experience in medical education, academic and personal counseling to train and advice faculty accordingly.
This person will be part of the ACCT and will be involved along with the team in monitoring and providing
appropriate feedback and facilitating onsite and online workshops.
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Medium for communications:

On-site meetings
Online meetings with the preceptors
SMS – grades

Academic Mentoring Form

YEAR 20__ JAN-APR MAY-AUG SEP-DEC

STUDENT SEMESTER

EMAIL PHONE

MENTOR

GRADES OVERVIEW FOR THE CURRENT SEMESTER

GRADES
Systems/Subject
QUIZZES SEE OVERALL
1
2
3
4
5
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Reason for Meeting

Discussion

Recommendations

Results of Meeting

Follow-up (date/time of follow-up; if no follow-up, state reason)

For year 2 and clinical (optional for year 1)

Seminars on USMLE preparation, career guidance and residency preparation

TUTORING PROGRAM
The tutoring program at HCU is intended to provide an additional level of academic support to students
wishing to receive help with their courses outside of the formal academic environment. Tutoring program is
 73

an integrated approach involving faculty, system chairs, faculty mentors and students, organized and
coordinated by the Associate Dean of Student Affairs.
It is an optional supplement to the academic support provided to all students. Students with academic
difficulties and those referred by the mentors, ACCT, faculty and system chairs must attend the tutoring
program with 90% attendance.
Peer to Peer Tutoring
Provides supplementary academic support for students and also reinforce the knowledge and critical
thinking skills of students serving as tutors.
Student tutors are selected by Associate Dean of Student affairs in liaison with the ACCT, system chairs
and faculty.
Eligibility for student tutor:
1. Completed previous semester of study successfully
2. Hold a GPA of 3 and above
3. Good standing in academic and student code of conduct
4. Good communication skills
Prospective tutors are required to undergo a brief training session with the ACCT to develop their teaching
and facilitation skills and to apply “active learning” during tutoring sessions.
Recommended approach to tutors:
1. Apply active learning during sessions
2. Encourage tutees to conceptualize their understandings and apply it as Concept maps on the white board.
3. Practice integration of knowledge
4. Practice application of knowledge utilising test questions

Tutoring sessions will last for 2hrs. Tutoring services are provided at no charge to enrolled students.

Faculty tutoring
Will be arranged for students with academic difficulty by the concerned faculty. Students with academic
difficulty include students identified earlier through quizzes, interactive lectures, group-based learning
sessions, those who failed the system ending exam and awaiting supplemental exam and those who have
failed and repeating the semester.
Students struggling in a particular system or subject will be referred to the appropriate faculty(s) through
recommendation by the ACCT to the associate dean of student affairs. The student will have an initial
session with the system chair to identify their particular area of weakness and identify appropriate faculty
for tutoring.
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Faculty assigned to a tutee or tutees will hold an initial meeting with the tutee to discuss the areas of
weakness and may refer to the mentor records.
The faculty will then set up study topics and schedule. The schedule times will include two weekday
evenings for 2hrs or one weekday evening and one weekend evening sessions.
Faculty tutors are recommended to:
1. Apply active learning during sessions
2. Explain and clarify identified areas
3. Encourage tutees to conceptualize their understandings and apply it as concept maps on the white board.
4. Practice integration of knowledge
5. Practice application of knowledge utilizing test questions

STUDENT HEALTH AND WELLNESS

HCU recognizes the health and wellbeing of medical students as an essential to their educational success.
This document informs the students on the preventive and therapeutic health services that will be provided
by the University and in St. Lucia.
HCU encourages students to take responsibility of their well-being through self-care and personal growth.

PHYSICAL HEALTH
HCU has dedicated a student sick bay in the temporary campus for providing consultation and addressing
students’ physical health concerns. The sick bay is available for evaluation of non-emergency conditions
and for initial examination of the student or faculty and make appropriate management.
Appropriate management includes providing prescriptions and or referral to a clinic or hospital for further
evaluation and treatment. Local practicing physicians in St. Lucia who are not on the school faculty or
associated with the institution will be used for this initial consultation for non-emergency conditions.

Weekly schedule for the attending physician will be arranged by the Associate dean of student affairs.

All students are required to have basic health insurance coverage. Students will be provided information on
health insurance during the orientation program which includes: The importance of health insurance,
students as a future professional being responsible for their and their family’s health and insurance options
in St. Lucia and the clinical site locations. Clinical sciences students must provide proof of insurance
coverage prior to beginning clinical rotations.

All students in St. Lucia are also encouraged to have medical evacuation insurance.

St. Lucia health insurance cover options – Appendix

Acute illness and injuries will be directed to the Gros Islet Polyclinic, Emergency department of Victoria
Hospital or to a local physician. Transportation will be provided for the school. For chronic illness,
treatment and follow-up referrals may be made to local physicians.
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EMOTIONAL AND PSYCHOLOGICAL SUPPORT

The associate dean of clinical will provide a list of external psychological counselling providers that are
covered under the recommended health insurances in the identified areas of clinical rotations.

On campus the Associate dean of student affairs will address provision of care to students with a need for
psychological counseling and will make appropriate referral to local psychological counsellors or
psychiatrists who are independent of the faculty and administration. Students will have a secure avenue to
confidentially discuss their concerns without fear of a report being send to the Deans, administration or any
other faculty member. Students will be informed of the insurance coverage plans for such therapies.

EXPOSURE TO INFECTIOUS HAZARDS

Medical students in Basic Sciences and Clinical are exposed to all varieties of infectious diseases. It is
important for the student to know the mode of transmission and prevention of these diseases. Students will
be expected to avoid physical contact with all bodily fluids and take appropriate preventive measures to
protect themselves from patient with infectious diseases. The student will also have to protect the patients
from exposure their contagious disease.
Students should follow the policy and procedures of the facility where the incident occurred. These policies
and procedures will be addressed during orientation of new students, orientation to the clinicals and before
commencement of lab sessions.

PREVENTION

A. Immunization
All medical students are required to have the following immunizations in place prior to commencing their
basic sciences in St. Lucia:

Polio (must)

Hepatitis B (must)

MMR (must)

Chicken Pox (must)

Tetanus (must)

Diptheria (must)

Pertussis (must)

Pneumococcal (optional)

Hemophilus Influenzae (must)

Yellow fever (optional)

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B. Education
i. Students are introduced to the concept of infection control and work-related exposure during their first
year of medical program in MD1 in Microbiology during Fundamental concept module.
Students are expected to understand and comply with the following procedures:
 Universal precautions
 Needle/sharp safety
 Use of protective equipment
 Isolation guidelines

ii. With the assistance of Victoria Hospital training and certification for occupational safety and health
administration will be provided annually. Students entering clinical are required to have this certification
before commencing clinical rotation.

EXPOSURE

Types of exposures
There are two types of exposures:
1. Priority Exposures
Require IMMEDIATE attention and laboratory assessment. These exposures include percutaneous
injury with:
 Large bore hollow needles
 Deep puncture wounds
 Visible blood on needle or device used in patient's artery or vein
2. Non-Priority Exposures
Do not require immediate medical attention and laboratory work. These exposures include:
 Solid needle (suture needle) percutaneous injury
 Superficial injury
 Blood or fluid splash to mucous membranes or skin

Exposure Protocol
- Wash area immediately (Hibiclens, phisoderm bleach solution or soap and water) for at least two
minutes or irrigate eyes with saline or water.
- If you are in the clinical setting report immediately to the Emergency room for priority exposure.
- If you are in the campus report immediately to the immediate faculty or other personnel to arrange
transportation to the emergency room at Victoria Hospital or physician clinic.
- File an incident report

Students are encouraged to report any situation in which an accident has occurred or could occur so that it
may be remediated.

Reportable events:
- Any injury or exposure occurring on campus or clinical sites
- A condition presenting a safety hazard
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- Damage to campus or clinical site property

Students in campus should report to the Associate Dean of Student Affairs. Students in clinicals should
report this to the director of operations of the hospital and the associate dean of clinical of HCU.

ST. LUCIA INSURANCE PLAN

St. Lucia Nagicare Insurance coverage plan - sample

Insurance

Under OPTION 1 a Lifetime Benefit Maximum of EC$1,000,000.00 under our NAGICARE EC$-Gold
Plan, Under OPTION 2 a Lifetime Benefit Maximum of EC$500,000.00 under our NAGICARE EC$-Emerald
Plan, Under OPTION 3 a Lifetime Benefit Maximum of EC$250,000.00 under our NAGICARE EC$-Turquoise
Plan,

The tentative monthly premium with a EC$250.00 deductible is as follows:

AGES GOLD EMERALD TURQUOISE

18-29 113.50 102.15 91.94
30-34 138.32 124.49 112.04
35-39 154.34 138.90 125.01
40-44 175.15 157.63 141.87

Annual policy fee of EC$72.00

NAGICO’S main overseas healthcare management company is United Healthcare International, who
facilitates and arranges overseas care for plan members in the USA and Canada, and they are also supported by
Sanus Health Corporation and COOMEVA, which also facilitates overseas care across the Caribbean, including
Trinidad, Jamaica, Martinique, Guadeloupe, Puerto Rico, Dominican Republic as well as Latin American
countries like Colombia, Venezuela, Chile, Panama etc and other international countries. The medical program is
comprehensive and will cover many areas, including the under-mentioned, up to certain internal Plan limits:

• Hospital Room is based on semi-private room classification

• Hospital Expenses (including Daily Room & Board)
• General Physicians Visits
• Specialists Consultations
• Prescription Drugs Expenses
• Other Health Care Professionals Expenses
• Diagnostic Expenses (MRI, CAT scans, X-rays)
• Surgical Expenses
• Local Ground Transport
• Medical Air Transportation (including Air Ambulance)
• Maternity Benefit/Complications of Pregnancy
• Psychotherapy Expenses
• Physiotherapy and Chiropractic Care Expenses
• Organ Transplants
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• Vision Expenses
• Dental Expenses
• Repatriation Expenses
• Overseas Care Expenses
• Preventative Care Expenses

EVALUATIONS DONE BY STUDENTS

Student evaluation of individual courses, group sessions, early clinical exposure, clinical phases, student support
and
HCU MD program as a whole is essential in improving the education experience. Student feedback will be
reviewed and evaluated by the system directors, clinical directors, curriculum committee and Director of Quality
assurance. Student evaluations are designed to be completely anonymous and are reviewed as part of aggregated
data sources.
Student feedback on basic science faculty and clinical preceptors provide an essential component in faculty and
preceptor development. President’s cabinet and Dean’s office have developed ways to ensure that the students are
protected from retribution when completing evaluations. Student faculty, course and clerkship evaluations are
performed at the end of each course and HCU satisfactory survey every year.

HCU SATISFACTION SURVEY

Satisfaction with facilities at HCU, St Lucia

The following is a survey of your experience thus far at the Health City University. The results of this survey are
confidential. This survey may be used to improve services provided to you as a medical students, as well as for generalized research
studies. Thank you for your participation

Overall Satisfaction
Strongly Strongly
Dissatisfied Dissatisfied Neutral Satisfied Satisfied
First Impression upon entering the
campus ① ② ③ ④ ⑤

Cleanliness of the main lobby and hallways

① ② ③ ④ ⑤

Number of & maintenance of the trash cans

① ② ③ ④ ⑤

Grounds and Parking Lot

Cleanliness of the adjacent grounds ① ② ③ ④ ⑤

Cleanliness of the parking lot ① ② ③ ④ ⑤

Cleanliness of sidewalks and walkways ① ② ③ ④ ⑤

Availability of parking ① ② ③ ④ ⑤

Classrooms
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Classrooms are conducive to learning ① ② ③ ④ ⑤

Classrooms have sufficient lighting ① ② ③ ④ ⑤

Classrooms are clean ① ② ③ ④ ⑤

Classroom temperature is appropriate ① ② ③ ④ ⑤

Restrooms

Availability of restrooms ① ② ③ ④ ⑤

Cleanliness and supplies in restrooms ① ② ③ ④ ⑤

Library

Library is conducive to learning ① ② ③ ④ ⑤

Library has sufficient lighting ① ② ③ ④ ⑤

Library is clean ① ② ③ ④ ⑤

Library temperature is appropriate ① ② ③ ④ ⑤

Library hours are appropriate ① ② ③ ④ ⑤

Library books and resources are appropriate ① ② ③ ④ ⑤

Library staff are knowledgeable and helpful ① ② ③ ④ ⑤

Laboratories and small group learning facilities

Laboratory is conducive to learning ① ② ③ ④ ⑤

Laboratory has sufficient lighting ① ② ③ ④ ⑤

Laboratory temperature is appropriate ① ② ③ ④ ⑤

Laboratory hours are appropriate ① ② ③ ④ ⑤

Safety and Security ① ② ③ ④ ⑤

Personal safety and security on campus

Strongly
Strongly
Dissatisfied Satisfied
Dissatisfied Neutral Satisfied

Examination Center
Test center is conducive to examinations ① ② ③ ④ ⑤

Test center has sufficient lighting

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Test center temperature is appropriate

① ② ③ ④ ⑤
Test center is clean
① ② ③ ④ ⑤
Computers in good working condition
① ② ③ ④ ⑤

Sufficient number of computers

① ② ③ ④ ⑤

Small group learning ① ② ③ ④ ⑤

The room is conducive to small group learning
The seating arrangements are comfortable
① ② ③ ④ ⑤
General logistics are good
OSCE labs and PDI room
The room is conducive for learning & assessment
The seating arrangements are comfortable
General logistics are good

Administration
Dean of Basic Sciences ① ② ③ ④ ⑤

Dean of Premedical Sciences ① ② ③ ④ ⑤

Registrar ① ② ③ ④ ⑤

Student services ① ② ③ ④ ⑤

Accounting ① ② ③ ④ ⑤

Timely reminder of fees ① ② ③ ④ ⑤

Front desk staff ① ② ③ ④ ⑤

Administration response to emails ① ② ③ ④ ⑤

Campus technology support ① ② ③ ④ ⑤

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Please indicate your class level: MD1 | MD2 | MD3 | MD4 | MD5 | MD6

Gender Nationality Regular student/Transfer

student

Please rank the following physical amenities that you would like to see HCU offer to students.
Begin with 1, for the most desirable, through 8 for the least desirable:

Student Recreation Center Student Housing Small Group Study Rooms

Additional laboratories Study Lounge Other (please specify)

Please use the space below to provide any additional comments on your HCU experience, and how
we can better assist you in accomplishing your goal of becoming a licensed physician:

IBMS FACULTY EVALUATION

The Faculty Evaluation asks students to report on various aspects of faculty performance. It has
eight (8) quantitative and two (2) qualitative items.

Kindly indicate your level of agreement with each statement, using the following rating:

5 - Strongly Agree, 4- Agree, 3 - Disagree, 2 - Strongly Disagree, or 1 - Unable to Judge.

The Faculty:

# Description 5 4 3 2 1
1
Appears knowledgeable in this subject area.
2
Is enthusiastic in helping me learn this course
3
Is well organized.
4
Communicates clearly.
 82

5
Is approachable.
6
Provides useful feedback.
7
Is effective in helping me learn this system
8 Contributed to providing an integrated overview of the
system

Answer the following questions in a constructive and professional manner.

9 Please comment on the faculty’s strengths.

10 Please comment on how you think the faculty might further strengthen the teaching
and learning during this system

STUDENT EVALUATION OF CLERKSHIPS

CONFIDENTIAL STUDENT EVALUATION OF THE CLERKSHIP

ROTATION_________ Date: from ____ to_____

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STUDENT EVALUATION OF SYSTEM BASIC SCIENCES

Feedback about the………….. (Example: MD1 Fundamental Concepts)

Scale: Excellent 6 Very Good 5 Good 4 Fair 3 Poor 2 Extremely poor 1

1 How well were the clerkship goals, objectives and assessments explained to you at
orientation?
2 Overall course organization and coherency
3 How well were you instructed in the performance of patient work-up?
4 Commitment of course directors
5 How would you grade your mid-core assessment?
6 How would you grade your final clinical exam?
7 How would you grade your teaching sessions?
8 Professionalism of faculty involved with the course?
9 How was the review of your patient-encounter log book?
10 How would you rate the volume and mix of clinical cases?
11 How was the review of your procedure and skills log book?
12 How would you rate the number and types of procedures done under supervision?
13 How well were you integrated in the health care team?
14 How would you rate your overall experience of inpatient care?
15 How would you rate your overall experience of outpatient care?
14 How would you rate your overall experience of the clerkship?
15 How well in your opinion were the rotation objectives linked to HCU MD program
competencies?
16 Please describe:
a. The strengths and weakness of the teaching faculty and interactions with
residents

b. Do you feel you developed better communications skill and a deeper

understanding of medical ethics during this rotation?

c. Any other concerns/comments:

 84

For each of the following statements indicate your degree of agreement as per the following
scale: 1= strongly disagree with the statement, 2 = disagree with the statement, 3 = neutral, 4
= agree with the statement, 5 = strongly agree with the statement
1. The system helped me to develop my ability to work as a team member
2. The system developed my problem-solving skills
3. Because of the system, I feel confident about tackling unfamiliar problems
4. The system sharpened my analytic skills
5. The system improved my skills in written communication
6. The teaching staff of this system motivated me to do my best work
7. The system helped me to develop the ability to plan my own work
8. The work was too heavy
9. The sheer volume of work to be got through in this system means you
cannot comprehend it all thoroughly
10. I was generally given enough time to understand the things we have to learn
11. There was a lot of pressure on me to do well in this system
12. The system is overly theoretical and abstract
13. To do well in this system all you really need is a good memory
14. It is always easy here to know the standard of work expected
15. The teachers here make it clear right from the start what they expect of students
16. You usually have a clear idea of where you're going and what is
expected of you in this system
17. Overall, I am satisfied with the quality of this system
18. Teaching staff here work hard to make their subjects interesting ,

19. Our teachers are extremely good at explaining things to us

20. The staff make a real effort to understand difficulties students may be
having with their work
21. Teachers here put a lot of time into commenting on students work
22. Teaching staff here normally give helpful feedback on how you are doing
23. It is often hard to discover what's expected of you in this system
24. Too many teachers ask us questions just about facts
25. Teachers seem more interested in testing what you have memorized than what you
have understood.
85
 86

System and Individual subject areas

Quality of Teaching Sessions based on SLOs
Fundamental concepts overall 12345 12345

Anatomy 12345 12345

Biochemistry 12345 12345
Physiology 12345 12345
12345
Histology 12345
12345
Pathology 12345
12345
Pharmacology 12345
12345
Microbiology 12345
12345
Introduction to clinical medicine 12345

Assessment based on SLOs Quality of Small group/practical

sessions
12345
Fundamental concepts overall 12345
12345
Anatomy 12345
12345
Biochemistry 12345
12345
Physiology 12345
12345 12345
Histology
12345 12345
Pathology
12345 12345
Pharmacology
12345 12345
Microbiology
12345 12345
Introduction to clinical medicine

SLOs – specific learning objectives

Kindly rate the following parameters on a scale of 1 to 5 with (1being very poor and 5 being very good)
System syllabus posted on student learning system
Timely communications from the system director
Scheduling of the system
Accessibility and organization of teaching-learning material
Overall organization of the system
Quality of the system
Accessibility of system chair and faculty

How would you rate the integration of teaching-learning on this system on a scale of 1 to 10 (with 1 being
worst and 10 being the best)?
 87

How would you rate the integration of assessment on this system on a scale of 1 to 10 (with 1 being worst and 10 being
the best)?

How would you rate the quality of student support on this system on a scale of 1 to 10 (with 1 being worst and 10 being
the best)?

Provide TWO suggestions to further improve the system:

Kindly mention TWO major areas of concern:

Any other comments:

Thank you for completing this questionnaire! Your feedback is important to us!

STUDENT RECORDS
The official record of each HCU student is maintained in the University. Students
records are kept secure and are not available to anyone other than the faculty
members and administrators as stated below in the policy.

HCU STUDENT EDUCATIONAL RECORD MANAGEMENT

Purpose of Student Records management
The purpose of the records management program at HCU is to provide records retention and
retrieval services which assist the students, faculty and administrative staff in the ongoing
operation of the institution.
The definition of records shall also extend to forms other than paper, such as prints, photographs,
microfilm, motion picture film, audio and video tape, and machine-readable records.
The Medical School maintains student records for the following:
1. Admissions,
2. Progress of students,
3. Student mentoring and counselling,
4. Attendance,
5. Letters of evaluation for students as they apply for residency positions,
 88

6. Disciplinary hearings
7. Graduate information

Student Record Categories

1. Enrolment and Graduation - includes such items as application related forms submitted
for admission, admitted students, transcripts, vaccinations and other related
correspondence. Houses centralized enrolment information on the medical student
population and tracks student progress from matriculation through graduation .

Also includes transfer student data and related admission matter to all phases of the MD
program.

Graduate tracking – licensing exam, residency placement and other program or

placements of graduates of HCU.

This will also enable the Registrar’s office to provide statistical information on such
things as enrolment profiles, student retention patterns, and graduation rates.

2. Academic Information (Integrated Basic sciences and Clinical) - includes such items
as a copy of the student's academic record, mentoring and counselling records, any
hearing related to academic matters, The latter files will be confidential with access by
only the Dean and the Associate Dean of Basic Sciences/Clinical Sciences.

3. Financial - includes such items as application forms, financial information supplied by

students and/or parents, correspondence; and related information

4. Record of access to student records - The Medical School maintains a record of all
persons or agencies external to the institution who has requested information from
student records. This record indicates what information was requested, the purpose for
which it was requested, and whether the request was granted or not. The records shall be
available for inspection by the student

Officers responsible for student records:

The admission records are the responsibility of the Director of Admissions who will ensure
electronic copies are properly stored at a secure location and will also be uploaded on the student
management system used during the Basic sciences.

The other academic records are the responsibility of the Registrar who will ensure electronic
copies are properly stored at a secure location and will also be uploaded on the student
management system used during the Basic sciences. The examination records will be circulated
by the Controller of examinations to the Registrar. The Academic Secretary will assist the
Director of Admissions and the Registrar with proper handling and storage of student records.
 89

The academic records during the clinical phase of the program are the responsibility of the
Registrar and the Associate Dean of Clinical Sciences. The academic records are placed on, the
student management system for the clinical sciences.
The student financial records are kept with the Accounts office in Saint Lucia and the United
States.
The records of graduates for a period of at least five years after completing the MD program will
be maintained by the Office of the Registrar.

Retention of information

Student records are maintained forever in the Medical School as these records may be used
throughout the careers of the students for certification and licensing purposes, and in some cases
for historical purposes.

Access to Student Records by Students:

Any medical student currently or formerly enrolled who wishes to examine his/her records
should contact the Registrar's Office to make an appointment and inform the types of records to
be examined two days in advance. All records are examined in the presence of Registrar or staff
member of Registrar office. No materials are removed from the record before examination
except the following exempt matter:
- Financial information submitted by the student's parents
- Confidential letters and statements of recommendation which were placed in the files
- Confidential recommendations concerning admission and any other materials for which the
student has specifically and in writing waived his/her right to access

Students requesting copies of records which they are eligible to access must write to the
Associate Dean Basic/Clinical Sciences for permission. The Associate Dean will instruct the
Registrar to provide the copies.

Mentors will have access to the grades of the students assigned to them.

Administrative staff in admissions and finance will have access to admission and financial
materials

Other faculty and staff members shall not have access to students' records.

Curriculum evaluation team (CET) can have access to student records in grades and student
evaluation of systems or clerkships with written approval from the Associate Deans and or Dean.

Security of student records:

The hard copies of the academic records are stored in the Records room. Records can be
withdrawn from the records only in the Presence of both the Registrar and the Academic
Secretary. A log must be maintained of the date and time when the record file was removed and
of when it was returned to the record room.
 90

Electronic copies will be stored in password protected computers. To ensure security the
passwords will be changed at least once every month. The access to the personal information in
the student management systems will also be password and user protected. The school will
ensure continued access to student records even after unforeseen events like natural disasters and
closure of the school.

Appeal Procedure

A student currently or previously enrolled in the Medical School may seek an appeal because:

(a) he/she has been improperly denied access to non-exempt student records,

(b) he/she wishes to challenge the content of such non-exempt student records and to obtain
the correction or deletion of such material, or

(c) all or part of his/her record has been released to third parties contrary to the provisions of
these protocols.

The student's appeal shall employ the following procedure:

1. The student shall file a written statement with the Office of the Associate Dean Basic/Clinical
Sciences including a description of the records at issue and an explanation of the specific
alleged problem regarding such records.

2. Within 10 business days, the Office of the Associate Dean shall respond in writing to the
student's statement.

3. If dissatisfied with the resolution of the matter, the student may appeal to the Dean of the
School. Such a request must be in writing and filed within 10 business days after the date of the
reply by the Office of the Associate Dean.

4. Every attempt will be made to schedule the hearing of the student's appeal within 10 business
days of the receipt of the request, and the student shall be notified in advance of the date, time,
and place of the hearing.

5. The decision of the Dean will be final.

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STUDENT LIFE AT HCU

The leadership of HCU recognizes the importance of sports, leisure activities and social
interactions toward the holistic development of a medical student and the future physician. We
also recognize the fact that students are staying away from their home and traditional support
systems and will require the institution to provide a supportive and nurturing environment. HCU
also strongly supports the fact that the relationship between students and faculty and other
administrative staff should support the growth and development of the future generation of
students and enable them to become conscientious, ethical and skilled practitioners and patient
advocates.
For the first two years of operation the institution will be operating from a temporary building at
Gros Islet. The permanent 10-acre campus at orange Grove will be refurbished and will be ready
to move in by the third year of operation of the school. The permanent campus is located in a
serene environment and will provide plenty of opportunities for interaction and student
development. The permanent campus will be ecofriendly and will use renewable energy sources
widely. Student life at HCU will be divided into facilities at the temporary campus and its
environs and facilities at the permanent campus.
Facilities at the temporary campus:
Student housing:
The school will identify a secure facility as a temporary residential housing for the students. The
housing will have 24-hours security and have student recreational facilities. Boarding facilities
will also be provided within the premises or in the close vicinity. Other facilities like washing
machines and laundry facilities will be provided. Wi-Fi internet facilities will also be provided.
The institution will also support students to obtain community housing. The Director of
Admissions and other staff involved will screen community housing facilities available around
the campus. Issues like security of premises, facilities available, support available will be
considered while choosing the housing. The school will introduce the student to the house
owner/agent and then these individuals can work out the contract details.
Campus security:
Campus security will be provided through security cameras and a 24-hour security presence in
the campus. All persons entering the campus will be logged in and logged out on leaving.
Students, faculty and other staff of HCU will be provided ID card which have to be worn at all
times in the campus.

Transportation for students:

Student security and comfort is of paramount importance to us. The school library will be open
till 9 pm initially and the closing time will be progressively extended. To ensure student safety
the school will be providing a transportation service to students after the closure of the library.
 92

Group study areas:

HCU recognizes that group study and discussion play an important role in modern medical
education. Group study areas will be available in the library which will be separated and sound
proofed from the quiet study area. White board or white surfaces and marker pens will be
available in the group study area. The institution will also try to provide informal study areas for
students within the building.
Drinking water, rest rooms:
Drinking water facilities will be available at designated places. The campus has a number of rest
rooms with most rooms being attached to rest rooms.
Emergency evacuation and safety:
HCU takes student safety extremely seriously. Fire extinguishers are available at designated
locations and an emergency management plan has been formulated. Students will be briefed
about the emergency plan and the use of fire extinguishers. We plan to invite the St Lucia fire
service to conduct sessions for students during the orientation program. The fire service also
offers practical training to individuals at the fire stations on prior appointment. We plan to
coordinate with the fire service about this.
Student health:
Students will be covered under a health insurance plan. Selected local practitioners are involved
with HCU as faculty members. The student health services will be coordinated by the Director of
Admissions. If required a member of the staff will accompany the student to the health facility.
For medical emergencies one faculty member will coordinate the provision of care. The phone
number and other contact information of this individual will be known to the students. The
provision will be under the overall supervision of the Associate Dean of Student affairs.

Proposed Facilities at the Orange Grove campus:

The orange grove campus as mentioned will be a modern, eco-friendly facility. Facilities for
student housing, sports, recreational activities and other services will be provided.
Student housing:
Student housing will be constructed within the campus. The modern facility will provide
opportunities for indoor games and recreation. Internet, laundry facilities will be available and
boarding facilities will be provided in the close vicinity.
Campus security:
The campus will be a secured community and all persons entering and leaving will be logged in.
The campus will be surrounded by a perimeter fence and security cameras will monitor various
locations.
 93

Student lounge:
A dedicated student lounge and student service area will be created at the ground floor of the
administration building. An outdoor student lounge will be created at the open-air theater area.
Group study areas:
Group study areas will be created in close proximity to the library. If required the small group
rooms at the academic building could also be used for this purpose. All small group study areas
will be equipped with white boards and seating facilities.
Cafeteria:
The cafeteria will function from 7 am to 9 pm. Keeping in mind the proposed international
nature of the student body variety of food items will be available to students, faculty and staff.
The cafeteria can seat up to 50 individuals at one time.
Drinking water, rest rooms:
Drinking water facilities will be available at designated places. The campus has a number of rest
rooms with most rooms being attached to rest rooms.
Gymnasium:
HCU proposes to develop a fully equipped gymnasium at the Orange Grove campus.
Sports facilities:
Facilities for various outdoor sports like tennis, volleyball and a multipurpose sports ground will
be available to students and staff.
Emergency evacuation and safety:
HCU takes student safety extremely seriously. Fire extinguishers are available at designated
locations and an emergency management plan will be formulated for the facility. Students will
be briefed about the emergency plan and the use of fire extinguishers. We plan to invite the St
Lucia fire service to conduct sessions for students during the orientation program. The fire
service also offers practical training to individuals at the fire stations on prior appointment. We
plan to coordinate with the fire service about this.
Student health:
Students will be covered under a health insurance plan. Selected local practitioners are involved
with HCU as faculty members. The student health services will be coordinated by the Director of
Admissions. A sick bay equipped to provide initial medical treatment will be set up on campus.
The campus will have transportation facilities to transport students to the nearest health facility.
If required a member of the staff will accompany the student to the health facility. For medical
emergencies one faculty member will coordinate the provision of care. The phone number and
other contact information of this individual will be known to the students. The provision will be
under the overall supervision of the Associate Dean of Student affairs.
 94

Outdoor theater:
An outdoor theater facility with the provision to seat around 200 persons will be available on
campus.
Indoor presentation facility:
A modern presentation facility with comfortable seating and modern projection and streaming
facilities will be available in the academic building.

LIBRARY INFORMATION TECHNOLOGY & LEARNING RESOURCES

LIBRARY
HCU Library offers broad range of services and resources that support the medical education and
clinical care. Electronic collections of books and journals are accessible via web services and
university online library catalog. Library services include assistance with information and
knowledge management, use of multiple information sources for problem solving, biomedical
imaging and access to data sets and areas for small group learning preparation.
Opening hours:
Mon – Friday: 8AM to Midnight
Sat: 10AM-7PM
Sun: 12PM – 7PM
(Please also refer to Learning resources below and Library booklet for further information on
policies and procedures related to use of Library and its resources)

INFORMATION TECHNOLOGY
HCU uses computers, networks and software applications in the delivery of University’s
curriculum, curriculum management and student support services. HCU’s ITU resources include:
student computing, equipment checkout, printing, computer labs, mobile video conferencing,
audio/visual assistance, classroom podiums and classroom audio/visual. Student management
system provides students with curricular events, updated policies, academic calendar, lectures,
recorded lectures and other valuable resources and references.
(Please refer to the IT Booklet for further information)
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that can facilitate its mission in teaching, learning and research. Access and utilization of these
tools is a privilege to which all University faculty, students, staff and authorized guests are
entitled to.

LEARNING RESOURCES
Access Medicine
The school has signed an agreement with McGraw Hill, the company which provides access to
the online library, Access Medicine to provide access to both students and faculty. Access
Medicine provides access to books, updates, clinical cases, clinical guidelines, drug monographs,
case files, study tools, multimedia, and the hospital corner.
Lecturio and external exam preparation platforms:
The school has signed an agreement with Lecturio to offer a learning system and resources for
preparation for external standardized and licensing exams mapped to the integrated curriculum.
Recorded lectures by HCU faculty
HCU will record faculty interactive lecture sessions and make them available for students to
review. Attendance at lectures and other learning sessions will be mandatory.
Simulation resources
HCU will purchase basic simulation resources like the SAM monitor, equipment for practicing
venipuncture, fundoscopic examination, breast examination and pelvic examination initially and
throughout the first year. As the course progresses newer resources will be added.
Virtual classrooms
HCU is planning to offer virtual courses to students.
IBM Watson courses
HCU is in discussion with IBM Watson to offer training sessions for faculty who will then offer
training sessions on artificial intelligence for doctors to the students.
Anatomy cadavers:
HCU will be using cadavers for anatomy learning during the first year of medical school. Later
in discussion with the anatomy faculty the school will be using virtual learning platforms for
anatomy.
Free journals:
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HCU recognizes that access to medical journals is important for staying up-to-date. Access
Medicine updates provide short updates to the latest developments in various areas. There are a
number of websites which provide free access to medical journals. Among these are:
http://www.journals4free.com/
http://www.freemedicaljournals.com/
https://www.gfmer.ch/Medical_journals/Free_medicalTemplate.htm
The school is discussing subscribing to a few journals in medical education. Many medical
education journals are however, available free on the internet.
Khan academy
Khan academy (https://www.khanacademy.org/science/health-and-medicine) offers a number of
free vide lectures primarily on human anatomy and physiology. Students will be encouraged to
watch these lectures according to organ systems. The site also provides access to video lectures
on circulatory, respiratory, hematologic, nervous, gastrointestinal, and musculoskeletal systems
and infectious diseases. The integrated approach on Khan Academy correlates well with the
integrated basic sciences curriculum of HCU.
MedEdPortal:
MedEdPortal (https://www.mededportal.org/) is a collection of free learning resources provided
by the Association of American Medical Colleges (AAMC). A list of possible resources for
students, faculty, joint sessions, and for standardized patients has been identified. This will be
reviewed, customized and offered at the institution.
YouTube videos and resources of clinicians:
HCU educators will carefully review and vet clinical procedures available on YouTube and
create a recommended list for students according to organ systems during the basic sciences and
according to rotations during the clinical sciences. HCU clinician educators will supplement this
with videos, radiographs and other material from their personal collection. Interesting, de-
identified cases and patients may also be discussed.
Complete Anatomy:
HCU has a subscription to Complete Anatomy platform by 3D4 Medical, a virtual anatomy
learning platform.

Medtrics:
Medtrics is the curriculum, student and learning management system used by the university.
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