University of Utah School of Medicine

Bylaws of the College Council

BYLAWS OF THE COLLEGE COUNCIL

Executive Committee Approval June 16, 2012



ARTICLE I

OFFICERS OF ADMINISTRATION

The Dean

  1. Selection:  The Senior Vice President for Health Sciences shall select the Dean from a panel recommended by a search committee of at least five (5) members, appointed by the Senior Vice President for Health Sciences of the University, from the faculty of the School of Medicine (SOM). Other qualified members may be appointed as well.

If the Senior Vice President for Health Sciences and the Dean of the School of Medicine are a combined position, then the appointment of Dean is made by the President of the University.

  1. Powers and Responsibility:  The Dean is the senior administrative officer of the University of Utah School of Medicine. The Dean shall report to the Senior Vice President for Health Sciences in a manner determined by the Senior Vice President.

The Dean shall chair the School of Medicine College Council, which convenes at least once a year or as major issues warrant; chair the Executive Committee of the College Council, and serve as an ex-officio member of all other standing committees of the College Council.

The Dean shall be responsible for the review, analysis, and implementation of existing educational, research, and administrative programs of the School of Medicine.

The Dean shall appoint members of all School of Medicine committees, except for the standing committees whose composition is set forth in the bylaws of the College Council.

The Dean shall nominate to the President of the University all chairs of the departments and freestanding divisions of the School of Medicine, after advice by appropriate search committees and recommendations by the Executive Committee of the College Council.

The Dean shall secure from the department and freestanding divisional chairs an estimate of their budgetary needs and shall then develop these into the proposed budget of the School of Medicine, which s/he shall then submit to appropriate members of the staff of the Vice President for Health Sciences of the University. When changes in the budget are necessary, the Dean shall discuss them with the departmental or freestanding divisional chairs concerned.

The Dean shall approve, in advance of their submission, all applications for grant monies for the support of teaching, training, and research sponsored by the School of Medicine.

The Dean shall appoint all vice, associate and assistant deans.

ARTICLE II

STANDING COMMITTEES

Executive Committee

  1. Powers and Responsibility: The Executive Committee, as a standing committee of the College Council, is responsible to it for its powers, but shall act as an autonomous body in execution of its major functions, which are to serve as a policy-formulating body and to instruct and assist the Dean in the implementation of policy decisions.  In addition, the Executive Committee shall assist and counsel the Dean in his or her duties and responsibilities.

The policies formulated by the Executive Committee must be approved by the College Council at its regular meetings or at special meetings convened according to the bylaws.  Summaries of policy actions of the Executive Committee shall be submitted to the College Council membership for approval at the College Council’s regular meeting.

The Executive Committee shall also:

  1. Consider and act upon all matters pertaining to educational affairs that involve or determine School of Medicine policy;
  2. In concert with the Dean, prepare the agenda for regular and special meetings of the College Council;
  3. Except for volunteer faculty adjunct appointments, consider and make recommendations to the Dean for initial faculty appointments to the rank of instructor and above;
  4. Discuss all recommendations and reports referred to it by standing committees of the School of Medicine, and to respond on same, as indicated;
  5. Discuss and act upon, as indicated, all recommendations and reports submitted to it for a vote by ad hoc and other committees, by special panels and subcommittees, and by search committees.  Such recommendations shall come before the Executive Committee as seconded motions;
  6. Perform other functions as indicated elsewhere in these bylaws.

Junior tenure track faculty (assistant professor or instructors) as well as all full-time, non-tenure track (e.g., research, clinical, lecturer and visiting instructor) appointments approved with unanimous support by the SOM Appointments, Retention, Promotions and Tenure (A&RPT) Committee will be presented to Executive Committee via consensus e-ballot for review and consideration one week prior to the scheduled meeting.  Appointments approved with majority vote via e-ballot will be passed.

Junior tenure track or non-tenured faculty appointments not approved with majority vote, or any appointment flagged for further discussion by a member of the Executive Committee will be scheduled for presentation at a regular monthly Executive Committee meeting.  Appointments forwarded to a formal committee meeting will require motion and appropriate seconds.  A majority vote by voice or by hand will be required to pass, except as otherwise specified by these bylaws.

Senior tenure track faculty (associate professor or professor) or tenured appointments will be presented to Executive Committee as motions with appropriate seconds.  A majority vote by voice or by hand is required to pass a motion, except as otherwise specified by these bylaws.  Any voting member may demand a closed, written ballot.

Award of Tenure:

Award of tenure decisions shall be presented to the Executive Committee as motions with appropriate seconds.  A majority vote by voice or by hand is required to pass a motion, except as otherwise specified by these bylaws.  Any voting member may demand a closed, written ballot.  The Dean may ask for a non-binding vote of the Executive Committee on each proposed award of tenure.

  1. Composition: The Executive Committee shall be composed of the Dean; the chairs of all departments and freestanding divisions of the School of Medicine; such official acting/interim chairs as have been approved by the Dean; two (2) medical students (one from the preclinical years and one from the clinical years); and one graduate student or housestaff member.  Student/housestaff representatives shall serve for one year.  The vice deans shall serve on the Executive Committee as voting members.  The CEO of the University of Utah Medical Group shall serve as a non-voting ex officio member.

The Dean of the School of Medicine shall chair the Executive Committee.  In the absence of the Dean, the person designated by the Dean (usually a vice, associate or assistant dean) shall serve as chair.

Associate and assistant deans of the School of Medicine may attend the meetings of the Executive Committee, without voting privileges.  The Dean may invite other persons for specific purposes.

  1. Meetings: The Executive Committee shall meet regularly at no less than monthly intervals, September through June, and at such other times as determined by the Dean.

Attendance at meetings of the Executive Committee shall be restricted to its members, associate and assistant deans, recording secretary (appointed by the Dean), and such other persons invited by the Dean for specific purposes.

Department chairs, official acting/interim chairs, student/housestaff representatives, the vice deans and the Dean shall be voting members of the Executive Committee.  When a voting member cannot attend, a substitute designated by the member and approved by the Dean shall have voting privileges.  In the absence of the Dean, the person designated by the Dean shall serve as chair and shall have voting privileges.  Quorum for action shall be a majority of the voting membership.

The Executive Committee shall act in closed session of the voting members when requested by the Dean or by majority vote of its members in attendance or by specified requirement of these bylaws.

Executive Committee meeting minutes shall be recorded by the recording secretary and shall be distributed in writing (preferably electronically) to its members.

Matters requiring a vote shall be presented to the Executive Committee as motions with appropriate seconds.  A majority vote by voice or by hand is required to pass a motion, except as otherwise specified by these bylaws.  Any voting member may demand a closed, written ballot.

An agenda shall be prepared by the Dean and distributed (preferably electronically) to the Executive Committee members in advance of all regular monthly meetings.

 Curriculum Committee

  1. Authority and Responsibility: The Curriculum Committee holds sole authority and responsibility for creating, overseeing and managing the medical student education program, and ensuring compliance with all LCME accreditation standards.  This authority is derived from the Dean and through these Bylaws. The Curriculum Committee, with its various subcommittees:
  1. Defines the objectives and the competencies for the medical student education program;
  2. With faculty from the School of Medicine (and beyond, as in the case of interprofessional education) determines curricular content and workload, the order content is presented, and the goals and competencies addressed by each curricular component;
  3. With clerkship directors, determines the types of patients, conditions, settings for educational experiences and the level of medical student responsibility;
  4. In collaboration with faculty, determines pedagogy and methods of teaching appropriate for each curricular component, including interprofessional education;
  5. Identifies, develops, implements and evaluates innovative teaching methods in the curriculum;
  6. Ensures that methods of curriculum delivery optimize opportunities for the integration of content and concepts across disciplines;
  7. Reviews all feedback and recommendations, and utilizes information to improve the curriculum;
  8. Creates educational policies that advance the curriculum and meet LCME and compliance standards; where all policies are sent to the Executive Committee for approval;
  9. Reviews, revises if needed, and approves roles and responsibilities for curriculum directors and teaching faculty;
  10. Sets expectations for professional attributes that medical students are expected to attain through the medical student education program; and
  11. Ensures a coordinated and coherent curriculum.
  1. Composition: Membership on the School of Medicine Curriculum Committee shall be as follows:
  1. Chair:  The Associate Dean for Curriculum will chair the Curriculum Committee.  The Chair may appoint a deputy or co-chair.
  2. Chairs of subcommittees that define, create and manage curricular content (and may be included in c) and d) of this section)
  3. 2-3 PhD faculty selected and appointed by the Vice Dean for Education and the Curriculum Committee chair(s) with department chair approval
  4. 3-4 Clinical teaching faculty selected and appointed by the Vice Dean for Education, Curriculum Committee chair(s) with department chair approval
  5. Medical student (1-2)
  6. Resident (optional)

 Promotions Committee  

  1. Authority and Responsibility:  The Promotions Committee monitors medical students’ academic performance, ethical conduct, and progress through the medical school curriculum.  If a student fails (F) or receives an incomplete (I) in a unit, course, longitudinal clinical experience, clerkship, rotation or learning experience, or fails to uphold the Code of Ethics, or demonstrates lapses in professionalism, s/he will be presented to the Promotions Committee.  Students with delayed course completion may also be so presented.

The Promotions Committee has the authority to impose an academic action based on a student’s performance in a unit, course, clerkship or rotation, a USMLE licensing examination, failure of more than one NBME Subject examination, delayed course completion, or failures in attitude, failure to uphold the Code of Ethics or lapses in professionalism.   The Committee has the authority to consider and approve remediation recommendations made by a unit, course, or clerkship director, faculty member or department in response to a student failing a unit, course, clerkship or rotation.  No unit, course, or clerkship director may offer or implement remedial procedures without approval of the Promotions Committee.

The Promotions Committee considers a student’s entire academic record, overall professional development, behavior and attitude in deciding the appropriate academic action. The Committee has the authority to impose academic actions, including, but not limited to, clerkship remediation, additional educational activities, repeat of an academic year or Phase, extended curriculum, leave of absence, academic probation, formal reprimand, and/or dismissal from medical school.

Should the Promotions Committee decide that a student’s lapse in professionalism or failure to uphold the Medical Student Code of Ethics warrants action, academic action options include, but are not limited to, formal reprimand, probation, suspension, and/or dismissal from medical school.

The standing committee on promotions of the School of Medicine shall evaluate the overall performance of each medical student at the end of each academic year and recommend to the Executive Committee the promotion to the next educational phase; and nominate medical students for certification of graduation upon review and certification that they have satisfactorily completed the medical school curriculum.

  1. Composition:  Membership on the School of Medicine Promotions Committee shall be as follows:
  1. Chair: Associate Dean, Professionalism, Accountability, Assessment, voting
  2. Associate Dean, Curriculum: voting
  3. Faculty: Basic Science and Clinical Faculty, voting (n=12)
  4. Education Specialists: non-voting: invited by chair (n=2)
  5. Medical Students: voting, not in quorum count (n=4, one representative/academic year)
  6. Resident: voting—not in quorum count (n=1)
  1. Promotions Committee Academic Actions:  Academic actions are either automatic or not automatic.   With regard to actions that are not automatic, the Promotions Committee has broad discretion and may, but is not limited to imposing  any of the following:
  1. Leave of Absence:  Students are expected to complete their medical education in four consecutive years.  However, the Promotions Committee may impose a leave of absence as an academic action so that a student may address a personal or health issue that impacts his/her academic success.
  2. Dismissal:  The Promotions Committee may dismiss a student when the student:
  1. Has demonstrated a consistent pattern of substandard academic performance.  This would include, for example, a history of delayed course completion, unit/course/clerkship/rotation failure(s), and/or failure(s) of a USMLE examination.
  2. Has demonstrated character, personality or behavior unsuitable for the practice of medicine, lacks motivation or is emotionally unstable.  This includes, but is not limited to, dishonesty, substance abuse, aggression, abusiveness, and cheating.
  3. See automatic actions below.

The following academic actions are automatic and shall be imposed by the Promotions Committee after confirming that the facts that serve as the basis for the automatic action actually occurred, e.g., a student did in fact fail an NBME licensing exam three times.

  1. Academic Probation:  Academic probation is automatic when a medical student receives an incomplete (I) or failure (F) in a required unit, course, clerkship, or rotation, or fails a USMLE licensing examination (Step 1, Step 2 Clinical Knowledge, Step 2 Clinical Skills) or fails more than one NBME Subject examination.
  2. Dismissal for USMLE Licensing Exam Failures:  Dismissal is an automatic action imposed by the Promotions Committee if a student fails three times any one USMLE licensing exam (Step 1, Step 2 Clinical Knowledge, or Step 2 Clinical Skills).

Neither course directors nor clerkship directors may implement remedial actions without approval of the Promotions Committee.

Academic Appeals Committee

A student who believes that an academic action imposed by the Promotions Committee is arbitrary or capricious may pursue their appeal to the Academic Appeals Committee.

The Academic Appeal Committee process, authority and responsibility and composition are prescribed in the University of Utah Regulations Library under Part 6: Academics, Student Code.  Specifics related to the academic appeals committee appear in Section 4.  The link is provided below.

http://www.regulations.utah.edu/academics/6-400.html

At the request of the Dean or the Dean’s designate designate, the terms of faculty on the AAC may be extended.

Appointments, Promotions, Retention, and Tenure Committee

  1. Function:   The Appointments, Promotions, Retention, and Tenure Committee shall consider the following actions:
  1. All new appointments except visiting faculty positions and volunteer adjunct positions.
  2. All promotions within all faculty tracks.
  3. All tenure actions.
  4. All reviews where retention and reappointment are not recommended.
  5. Tenure track retention reviews if requested by the faculty member or the department.
  6. All appointment and retention files referred by the Dean.

Majority vote of the total membership of the committee shall be required for action.

  1. Composition:  This committee shall include four tenured professors from basic science departments, four tenured professors from clinical departments, one “at-large” tenured professor, one clinical professor and one research professor from any department, one fourth year medical student and one representative from the School of Medicine graduate students, housestaff or postdoctoral fellows.  Elected faculty members shall serve three-year terms; the student members shall serve one-year terms.  The chair of the committee shall be elected by the committee at its annual organizational meeting.
  2. Election:  As members rotate off the committee, the Dean or the Dean’s designate shall, in collaboration with appropriate department chairs, solicit nominations from the respective cohort to run for election to the committee.  The slate of nominees will be sent electronically to the faculty (tenured and non-tenured) for a vote.

 ARTICLE III

SPECIAL COMMITTEES

Tenured Faculty Review Appeals Committee

  1. Function:  The Tenured Faculty Review Appeals Committee will be convened to allow faculty to appeal recommendations or conclusions of the 5-year departmental tenured faculty review committee (TFR) and/or any sanctions imposed by the department chair as a result of that process.  Within 30 days of notice of intent by a faculty member to appeal the review, the Dean or the Dean’s designate will nominate members of the Tenured Faculty Review Appeals Committee for approval by the Executive Committee. The Department chair of the faculty member seeking the appeal will be recused.   The notice of an appeal should be filed with the Office of Faculty Administration, School of Medicine Dean’s Office.   Once the Committee is formed, the faculty member is notified of the membership, and then has 7 days to provide a written document to the Committee explaining the reasons for the appeal.

The Tenured Faculty Review Appeals Committee will review the faculty member’s reasons for the appeal, and all of the documents compiled by the department during the tenured review. The committee may also solicit new information both internally and externally when necessary to fully understand or investigate any issues relevant to the appeal.  If new information is sought, the faculty member will be notified of the content of that information and will have an opportunity to respond to that information within 7 days of such notification.

Once the Tenured Faculty Review Appeals Committee has obtained necessary information, the committee will review all documents and assess for fairness, completeness, feasibility of remedial action, and other substantive issues.  Within 7 days of completion of the review by the committee, an evaluation and a recommendation will be made and forwarded to the Dean for final action.  The faculty member will also receive a copy of the report and will have 7 days to provide to the Dean a response to the committee’s report.  The Dean may accept, reject or amend the recommendations, and will issue the final action no later than 2 weeks after receiving the committee recommendation(s).

  1. Composition:  The Tenured Faculty Review Appeals Committee will comprise no less than 5 tenured faculty appointed by the Dean or the Dean’s designate and approved by the Executive Committee.  The committee chair will be elected from among the membership at the first meeting.