General School of Dentistry and UMB Policies
Accommodations Policy
Accommodations Policy
It is the policy and practice of the University of Maryland, Baltimore to create inclusive learning environments. If you are a student with a disability and believe you will need accommodations for this class, it is your responsibility to register with the Office of Educational Support and Disability Services (ESDS). For more information, please visit the ESDS Website (www.umaryland.edu/disabilityservices) or call (410) 706-5889.
To avoid any delay in the receipt of accommodations, students should contact ESDS as soon as possible. Please note that accommodations are not retroactive and that disability accommodations are not provided until an accommodation letter has been processed. Any students registered with ESDS are welcome to contact the Course Director as soon as possible for assistance in developing a plan to address your needs and to coordinate the approved accommodations for this course.
AI Governance Policy - Policies and Procedures
AI Governance Policy - Policies and Procedures
Boundaries Policy
Within the School of Dentistry, mentoring and collegial relationships develop between students and faculty, staff and administrators as a valuable, constructive part of the academic process. Persons in positions of influence over students (e.g., faculty and staff) have a professional responsibility to maintain appropriate boundaries and not to abuse, nor seem to abuse, the power with which they are entrusted. Dating between faculty and students is strongly discouraged. Persons in positions of influence over a student must disclose to the Dean of the School of Dentistry, or to the Dean’s designee, relationships which could suggest, or appear to suggest, questionable standards of professional conduct so that measures may be put in place to avoid the appearance of a conflict of interest.
Approved by Executive Board: 10/1/02
Reviewed: August 1, 2016
Building Access and Security Policy
Building Hours
Students will have access to the School of Dentistry during the following hours:
Monday - Friday 6:00 a.m. - 11 p.m.
Saturday 10 a.m. - 6 p.m.
Sunday 10 a.m. - 6 p.m.
Hours may be subject to change.
Identification Badges
Students must show their student identification badges upon entering the building and display their identification badges at all times.
Equipment Removal
Security of the School of Dentistry’s building, its equipment and supplies continue to be an issue for all of us personally, as well as for our collective welfare fiscally. In that context, the School of Dentistry is currently reviewing with Campus Police methods, which provide best security for our people and materials, with a view toward determining whether any changes in current policies and practices are in order. As a service to students and residents, the School of Dentistry has for several years provide through C.M.S. instruments, hand pieces and some supplies for use in out-of-state licensing examinations. This is done at cost, currently $250, payable by money order only. Arrangements may be made through the Director of C.M.S. Property removal slips, signed by the Director of C.M.S. or by the Director of Clinics, are required to remove the approved items. The materials not consumed during the licensing examination and all included instruments and hand pieces are to be returned to C.M.S. after the examination. Equipment other than hand pieces, e.g., Cavitrons, amalgamators, light curing devices, are not loaned and are NOT to be removed from the building.
Patient records and original radiographs may NOT be removed, either. Violations of this policy by students/residents are managed through the Student Judicial Board Policy. Potential sanctions range up to expulsion. Unauthorized participation by staff or faculty in removing property from the school is grounds for disciplinary action.
Complaints to the Commission on Dental Accreditation
The Commission on Dental Accreditation will review complaints that relate to a program's compliance with accreditation standards. The Commission is interested in the sustained quality and continued improvement of dental and dental-related education programs but does not intervene on behalf of individuals or act as a court of appeals for individuals in matters of admission, appointment, promotion, or dismissal of faculty, staff, or students.
A copy of the appropriate accreditation standards and/or the Commission's policy and procedure for submission of complaints may be obtained by contacting the Commission at 401 North Michigan Avenue, Suite 3300, Chicago, IL 60611-4250 or by calling 1-800-232-6108.
Reviewed: August 1, 2016
Reviewed: January 12, 2026
Credit Hours Policy
The School of Dentistry utilizes the Federal definition of a credit hour as a guideline for determining the credits associated with courses and programs. Therefore, the DDS program shall award 1 credit hour for: 1. A minimum of 15 hours, of 50 minutes each of actual class time (lecture, seminar or discussion), exclusive of registration, study days and holidays, and twice out of class time; 2. A minimum of 30 hours, of 50 minutes each of supervised or independent laboratory time, exclusive of registration, study days, and holidays, and once out of class time; 3. A minimum of 45 hours, of 50 minutes each of clinical instructional situations such as practica, internships, and cooperative educational placements, when supervision is ensured and learning is documented; 4. As based on the academic term (first year- 35 weeks; second year- 35 weeks; third year- 43 weeks; fourth year – 41 weeks).
Reviewed: August 1, 2016
Dress and Appearance Regulations Policy
Guiding Principles
Patients appropriately consider the Dental School as equivalent to a large dental practice, and expect faculty, students, residents, and staff to dress in accordance with uniform standards which promote a safe and positive environment that is consistent with expectations for those in the dental profession. This is the principle which guides the school in setting its Standards for professional appearance on the school premises.
Those to Whom the Standards Apply
These standards apply to Dental School students, residents, and faculty and staff who work in clinical spaces, with the exception of research laboratory staff who do not need not comply with these Standards other than for the Maryland Occupational Safety and Health Administration(MOSH) requirements.
Dress and Appearance Standards
Generally, all attire should be neat, clean, and professional, conveying the respect inherent in the profession and the practitioner-patient relationship. Dress must comply with MOSH and all other applicable health and safety requirements.
Standards in clinical simulation spaces are identical to Standards for the patient treatment spaces except for lab coats which are only required in clinical spaces.
Scrubs
Scrubs must be worn in clinic, clinical laboratories, pre-clinical laboratories, and the lecture hall.
Students on hospital clinical rotations, providing patient care in the hospital, or otherwise engaging in a clinical experience at the hospital must follow hospital Standards.
Navy blue scrubs are reserved for faculty only. All others are required to wear clean, pressed scrubs in the solid color that is selected by Clinical Affairs, to identify and represent each program, class, and/or staff designation. All scrubs are to be embroidered with the school logo except for anatomy lab scrubs which may be non-UMSOD branded but must be of the correct program and class color.
Solid-colored short-sleeved or long-sleeved undershirts may be worn underneath scrubs if desired. Undershirts may be white, black, or gray in color.
Lab Coats
Lab coats are required in clinical spaces.
Gowns
Disposable gowns provided by the school or by a UMSOD affiliate are Standard attire during patient treatment. The style and color of the gown is based on the procedure being performed. Clinic Gowns must be worn in all patient care spaces and must be fully buttoned including the top snap or button during patient treatment. A clean gown must be worn each day. Should a gown become visibly stained or contaminated during the day, it should be changed.
Clinic gowns may not be worn outside the clinic area.
Surgical Caps
Surgical caps are required to be worn in clinical spaces for all patient treatment. Cap messages/images must be non-descript and suitable for the school’s professional environment.
Surgical caps are not required in simulation spaces.
Footwear
Flat shoes are strongly recommended in the clinics and clinical simulation spaces for health and safety reasons. Leather tennis shoes are permitted. Clean, closed toe closed back athletic-type shoes or clogs with socks may only be worn with scrubs.
You must wear footwear that will offer adequate protection from dental materials and instruments should something come in contact with your feet. Therefore, no sandals, shoes with openings on the top or backs, flip flops, soft cloth or light fabric shoes, or open toes are permitted in the clinical or clinical simulation spaces.
Exceptions
On certain days, specified by the school, such as school pictures day, casual clothes that meet the following criteria will be permitted outside of clinical spaces:
- Clean, neat slacks and collared shirts, in dress or polo shirt fabrics and styles, long or short sleeved shirts, capri pants, skirts or dresses.
- Skirts/dresses may be no shorter than two inches above the knee.
- All tops must cover the back and shoulders.
- Fabrics must be opaque (not sheer) and attire should be fitted to business casual standards (not resembling fabric or fit of sporting or swimming attire).
- T-shirts are not permitted.
Attire Not Permitted
Shorts, track suits, and sweatpants are not permitted at any time. Outerwear with UMB branding but showing non-descript graphics may be worn overtop scrub tops when entering the facility. Outerwear should be stored prior to arrival to the classroom, pre-clinical lab, or clinical spaces.
Hair and Fingernails
Hair should be clean and well groomed. Long hair should be tied back from the clinician’s face. Hair should not contact the patients, instruments, or equipment.
Facial hair must be completely covered with a clinical facial mask.
Accommodations related to hair (caps, facial masks) may be directed to Clinical Affairs.
Fingernails should be clean and short (no longer than ¼ inch past the fingertip) and well-manicured, clear polish only. Artificial fingernails, extenders, embellishments, or chipped fingernail polish are not permitted.
Jewelry
Only facial jewelry and earrings that do not interfere with MOSH, patient treatment, or other safety requirements are permitted. Facial jewelry and earrings should be without adornments and rings comprised only of a completely smooth band are permitted. Otherwise, rings are not permitted.
Questions
Questions should be directed to Clinical Affairs. Requests should be made as early as possible to permit time to review the request.
Enforcement
As professionals and professionals in training, all members of the Dental School community are expected to voluntarily comply with the dress and appearance Standards. Members of the Dental School community may help one another to remain in compliance. Those who do not comply after receiving notice of a failure to follow the Standards may be subject to remedial or disciplinary actions.
Revised: October 1, 2016
Revised: August 12, 2024
Email Policy for Students
Students are responsible for checking and maintaining their university email accounts on a daily basis. Microsoft Exchange email and calendar for students. Microsoft Exchange may be accessed with the Outlook app on any school PC or offsite using a web browser on Windows or MacOS. UMSOD also provides access to Microsoft Office 365, which includes the complete Microsoft Office Suite, OneDrive and SharePoint.
Your privacy is important to us. Therefore, please keep your email password secure! The faculty and staff use e-mail to communicate privately with students. If you feel your password has been compromised, please logon immediately and change your password. You will also be prompted to update your password every 365 days.
The email system provided by the School and University is for communications related to the business of the School or University, only. Reasonable exception can be made for important personal communications among two or a few persons. Personal communications such as these should not be distributed to distribution lists or other large groups via the campus e-mail system. If you have questions about use of the email privilege, please contact the Office of Academic Affairs.
Guidelines for the use of email are not based on etiquette alone. Email sent with the intent of disrupting communication or other system services is not allowed. The proliferation of unsolicited commercial email (also known as UCE or "spam"), virus warnings, urban legends and other electronic chain letters if abusive to the mail system and the network. These types of messages waste valuable computing resources and may be considered harassing.
Students are responsible for reviewing the UMB IT campus policies related to responsible computing and rules of use for our campus.
Reviewed and Updated: August 1, 2016
Updated: February 13, 2020
Examination Policies
Scheduling
Each semester, every effort is made to schedule examinations at appropriate intervals based on the curriculum and course director preference. Prior to finalizing the academic schedule, there will be an opportunity for feedback from the respective class president or their designee. Once schedules have been finalized, however, any change of examination dates can only be considered in exceptional circumstances (e.g., emergencies, inclement weather) and will be managed between the course director(s) and the Office of Academic Affairs.
Conduct of Examinations
Each examination is scheduled to begin at a specific time (EST) as indicated by the course coordinator. Specific start times are applicable to all students scheduled to take examinations regardless of whether the exam is online or paper and regardless of whether the student is on-site or off-site. Presenting late to scheduled examinations distracts other test takers, inconveniences proctors who are scheduled in advance for each testing situation and compromises the security of exam taking conditions.
For fairness and consideration to all on-site and off-site students and proctors, a 15 minute leeway is the maximum allowable time provided for a student to present for an examination and to begin taking their exam. Students must check in at the scheduled start time for an exam. At the discretion of the course coordinator, students arriving at an examination 15 minutes after the scheduled start time may not be allowed to sit for the scheduled exam. The course coordinator will decide the outcome of a student missing an exam which may include, but is not limited to, receiving a zero for the examination and academic counseling with both faculty and administrators of the School of Dentistry.
Academic Dishonesty
Cheating, plagiarism, violating copyright laws and other acts of academic dishonesty are held as serious offenses and can result in dismissal from the program. Instructors have the responsibility to report any such incidents in writing to the Professional Conduct Committee (Judicial Board). Additionally, students have the responsibility to report such incidents to the Professional Conduct Committee. Serious penalties may be imposed which, depending on the nature of the incident, could include loss of course points, failure of the course, permanent expulsion from the class, program or School or other action deemed appropriate by the Professional Conduct Committee.
Each student enrolled in the School of Dentistry is expected to have reviewed the Judicial Policy, available electronically on the dental school's website by clicking here.
Each student enrolled in the School of Dentistry is expected to comply with the Student Judicial Policy and conduct during examinations is governed by the same.
Conduct During Examinations (QuestionMark and Paper)
- Regardless of the format, all examinations are governed by the Judicial Policy and the sanctions for breaking such policy.
- For all exams, students must bring their UMB One Card (student ID) and have their ID visibly displayed.
- Students will have pre-assigned examination seats using chair numbers. Each student will receive their assigned chair number prior to the exam. Students are responsible for finding the seat labeled with the corresponding chair number and sitting in the assigned seat.
- Students may not leave the examination room once it begins without permission of the course director or the proctor unless they have completed the exam.
- No food or beverages are allowed in the examination room unless approval has been granted in advance by the Office of Student Affairs as a reasonable accommodation.
- Students must refrain from talking once the examination begins.
- Activity in examination rooms will be recorded via video cameras.
- No electronic, hand-held or wearable devices are permitted. Examples include: smartphones and other mobile phones (even if they are turned off), smart watches, tablets, cameras, USB devices, PDAs, CDs, personal music players, etc.
- Students realizing, they have electronic devices on their person once the exam has started, should raise their hand, and once recognized, place their device in their backpack to avoid consequences.
- All book bags, hats, hoodies (garments with hoods), and/ or head coverings (except religious), electronic devices, books, pens, and papers are not permitted and should be placed in students’ personal lockers prior to entering the examination room. If these personal items are brought into the examination room, they will be required to be placed in the front of the room.
- All electronic devices should be turned off before stowing. If a student is expecting an emergency call, they should advise the faculty member and give them the device in case a call is received during the assessment.
- If a faculty member/ proctor observes an examination policy infraction, the matter will be referred to the Judicial Board. Video surveillance in place for all examinations may be utilized to review any suspected examination integrity infractions. Any alleged infractions, whether observed during the examination or observed upon subsequent review of the exam video, will be referred to the Judicial Board.
Updated: September 1, 2014
Reviewed: August 1, 2016
Updated: September 1, 2018
Updated: August 1, 2020
Revised and approved by Faculty Assembly: July 18, 2022
Flyer Policy
The Communications Office coordinates all marketing materials for the School of Dentistry. The office also is the liaison between the school and UMB communications and marketing with regard to communications and fundraising.
Flyers and posters should be submitted to the Communications Office before they are displayed in the building. Please submit flyers to their office via email to umsodcomms@umaryland.edu for approval. Please allow up to one week for review.
To prevent damage to paint, doors and other School of Dentistry property, we ask that you please only display flyers in the following locations:
- Bulletin boards located near student lockers on the ground floor,
- Bulletin boards located near student lockers on the fifth floor,
- Bulletin board outside the cafe on the first floor,
- Bulletin board on the ground floor,
- Bulletin boards inside the elevator bays on each floor.
Flyers may also be displayed on the digital signs located throughout the building. To submit a JPEG image for the digital signs, please visit:
https://www.dental.umaryland.edu/communications/internal-communication-guidelines/
For more information about displaying flyers or the digital signs, please contact Bethany Probst at 410-706-2289 or bprobst@umaryland.edu
Updated: October 12, 2023
Food and Drink Policy
The School of Dentistry does not permit food or drink at any time in the clinical areas, preclinical and research laboratories, reception spaces, and the following classrooms: G202, G205, G307, G310 and G314. This includes coffee, soda, water, etc.
This policy is designed to adhere to infection control policy, and to protect the upholstery and carpeting from unwanted stains and damage. It also ensures a clean and tidy environment for all who share the spaces.
August 2021 COVID Addendum
Campus policy currently mandates that students and residents who are not vaccinated must maintain 6 feet of physical distancing when removing their mask for the purpose of eating or drinking. Regardless of vaccination status, all students and residents must adhere to the above Food and Drink policy during scheduled lectures. For policies specific to the lunch hour (12:00 to 12:50 p.m.), see “Lunch Time and Special Event Guidelines”.
Lunch Time and Special Event Guidelines
During the lunch break (12-12:50 p.m.), faculty members, student groups, and others may reserve the following rooms for special events that include food and drink. Room requests for special events that include food must be requested and approved by the Office of Academic Affairs through the room reservation form prior to the event.
The ONLY conference rooms or lecture halls that can be used are as follows:
Lecture room G305 (seats 28)
Lecture room G309 (seats 26)
Lecture room G313 (seats 26)
Room 2310 - 2nd floor (seats 14)
Room 6105 - 6th floor (seats 20)
Room 7105 - 7th floor (seats 20)
Room 8105 - 8th floor (seats 24)
Room 9105 - 9th floor (seats 16)
Room 9106 - 9th floor (seats 16)
CLEAN UP POLICY
The School of Dentistry encourages all faculty, staff, and students to adhere to the Food and Drink Policy. Due to time constraints between lectures and meetings, there are times when the School’s cleaning crew will not have access to the rooms. Therefore, it is YOUR RESPONSIBILITY to make sure that all trash is removed and placed into the proper trash receptacles and that any moved furniture is placed back to its original location. Failure to adhere to this policy could result in losing privileges to reserve rooms in the future.
Reviewed: August 1, 2016
Updated: August 12, 2021
Fundraising Policy
All fundraising activities by student organizations should receive prior approval by the Assistant Dean of Student Affairs.
Approved by the Student Affairs Committee: 3/4/02
Updated: March 10, 2017
Grade Appeals Policy
A. Assignment of Grades
The academic standards for successful completion of a course and assignment of a grade are established by the department or unit under which the course is administered. The faculty bear the responsibility of assuring that written academic standards are provided to each student at the beginning of each course. The course director assigns final grades based upon these published academic standards.
B. Basis for Appeal
- This appeal mechanism is limited to possible errors in calculating or recording a final grade and to allegations of mistakes or arbitrary or capricious grading. “Arbitrary or capricious” grading means (1) the assignment of a course grade to a student on some basis other than performance in the course; (2) the assignment of a course grade to a student by unreasonable application of standards different from the standards that were applied to other students in that course; or (3) the assignment of a course grade by a substantial and unreasonable departure from the written academic standards for that course.
- This appeal mechanism is not to be used to dispute the published academic standards for a course which are the prerogative of the department and the course director under which the course is administered.
- It is the responsibility of the student to substantiate the assertion that an incorrect final grade has been assigned.
C. Appeals Process
- The student should first meet with the course director or instructor involved to discuss his or her concerns and to present any evidence that an erroneous or arbitrary or capricious final grade has been assigned. This meeting should occur, when possible, within 10 working days from the time that the student was notified of the grade in question.
- If the student's concerns are not resolved in meeting with the faculty or course director, the student may submit a written appeal to the appropriate department chairperson. This written appeal must be made, when possible, within five (5) working days of the student's meeting with the faculty or course director and must contain information to substantiate the student’s assertion. The department chairperson will consult with the student and the course director and make a written decision for or against the appeal, when possible, within five (5) working days of receipt of the appeal. If the decision is in favor of the student, the chairperson will change the grade as appropriate.
- If the matter is not resolved to the student’s satisfaction, the student may seek advice from the Associate Dean for Academic Affairs. The student may continue the appeal process by initiating the formal procedure of the Student Grievance Policy within 10 working days of receiving the decision of the department chairperson. The Assistant Dean for Student Affairs will appoint the Chairperson of the Student Grievance Panel from among the faculty members on the Student Affairs Committee. For consideration of grade appeals, the Panel shall consist of at least five (5) faculty members of the Student Affairs Committee, plus two (2) student members of the Student Affairs Committee. Absent a conflict, the students should be the Class President of the grieving student’s class and the SDA President. The Grievance Panel will request information from the involved department to determine if the grade appeal should be considered further.
- The formal procedure and appeals process follow the same guidelines for student grievances as described in Sections II and III of the Student Grievance Policy.
Reviewed and revised August 1, 2015
Reviewed: August 1, 2016
Grievance Policy
A common element in any academic environment is people and their relationships to one another. This responsibility is exceedingly evident in a health professional school. Occasionally questions may arise between individuals or groups which, left unanswered, can lead to a distraction from the mission of the institution.
It is the purpose of the Student Grievance Policy to provide a fair and flexible mechanism for consideration of charges of arbitrary or capricious treatment in academic and non-academic matters (excluding disciplinary - see Judicial Policy; and advancement - see Advancement Policies; and discrimination complaints - see UMB Notice of Non-Discrimination) between student vs. student, student vs. faculty and faculty vs. student situations.
The provision of an informal phase of the Student Grievance Policy exists to identify and resolve problems, if possible, before the initiation of formal proceedings.
Link to Grievance Policy
The University of Maryland, Baltimore does not discriminate on the basis of race, color, religion, national origin or ancestry, set, sexual orientation, gender identity or expression, physical or mental disability, marital status, or age in programs and activities. Specifically, Title IX prohibits discrimination on the basis of sex in UMB's programs and activities. UMB will take steps to eliminate prohibited conduct, prevent recurrence, and remedy its effects.
For matters involving discrimination complaints, please promptly contact the Office of Accountability and Compliance:
Link to UMB Notice of Non-Discrimination
Link to Procedures for Resolution of Complaints Alleging Discrimination
Reviewed: August 1, 2016
Hybrid and Online Course Agreement
Individuals registering for hybrid (combination of face-to-face and online) and online courses must understand the parameters and constraints of this non-traditional learning format. This hybrid and online course agreement sets forth parameters in an effort to make expectations clear. Please thoroughly read this document, sign and date on the signature page indicating that you have read and understand the student’s responsibility in agreeing to hybrid and/or online course participation.
This signed document covers all courses of study for the current academic year for which you are enrolled. Reference to this document is available on the dental school’s website, Dental Student Policies and you are encouraged to keep a copy of this agreement and to contact the Office of Academic Affairs should you have any questions.
Course access: You are responsible for having consistent access to a computer with an Internet connection that utilizes a browser (Chrome, Safari, Microsoft Edge, and/or Firefox). This will enable you to access courses through cloud based Blackboard, the course management system supported by the Dental School and a few other applications/systems.
Server Maintenance: Access to the Blackboard courses and other educational technologies will remain relatively constant throughout the duration of the course. Please note that the servers have varied scheduled maintenance times typically during low usage, e.g. 3 am, and courses and their content may be unavailable during these times. Significant scheduled maintenance activities are electronically posted by the campus IT administrators and available to all Blackboard users well in advance of the scheduled dates.
Communication: The primary method for communicating online is through the Blackboard course site; however, when you have an urgent/private issue that needs to be discussed, you should e-mail your course director or schedule an appointment during office hours.
Academic Dishonesty: Cheating, plagiarism, violating copyright laws and other acts of academic dishonesty are held as serious offenses and can result in dismissal from the program.
Instructors have the responsibility to report any such incidents in writing to the Professional Conduct Committee (Judicial Board). Additionally, students have the responsibility to report such incidents to the Professional Conduct Committee. Serious penalties may be imposed which, depending on the nature of the incident, could include loss of course points, failure of the course, permanent expulsion from the class, program or college or other action deemed appropriate by the Professional Conduct Committee.
Each student enrolled in the Dental School is expected to have reviewed the Judicial Policy, available electronically on the dental school’s website at: Judicial Policy. Each examination is governed by the same Judicial Policy and includes a statement indicating that each student submitting an examination agrees to uphold this policy.
Confidentiality: All student work and grades will be confidential. As with any computer-based system, there is the possibility of an individual hacking into the system and confidential information being obtained. UMB maintains every effort to prevent this from happening. If you have any concerns about computer hacking, contact the Dental School’s information technology help desk at 410-706-2084 or dshelp@umaryland.edu. If you suspect that your personal computer or files have been compromised and/or information stolen or altered, you should contact your course director as soon as possible to file a formal incident report. It is your responsibility to reproduce any work required for the course.
Ethical Behavior: Students are expected to operate within the ethical boundaries of their chosen profession. All electronic communication with other classmates and the instructor must be conducted without profanity, bias or discrimination. All coursework must be conducted and turned in by the individual registered for the course. All work submitted must be original work.
Online Examination Policy:
Regardless of the format, each examination is governed by the Judicial Policy stated above and the sanctions for breaking such policy. Each online examination includes a statement indicating that each student submitting an examination agrees to uphold this policy.
Each examination is scheduled to begin at the specific time (EST) indicated by the course director. Specific start times are applicable to all students scheduled to take examinations regardless of whether the exam is an online or paper and regardless of whether the student is on-site or off-site. Presenting late to scheduled examinations distracts other test takers, inconveniences proctors who are scheduled in advance for each testing situation and compromises the security of exam-taking conditions.
For fairness and consideration to all on-site and off-site students and proctors, a 15-minute leeway time is the MAXIMUM allowable time provided for a student to present for an examination and begin taking their exam. Students must check in at the scheduled start time for their exam. At the discretion of the course director, students arriving at an examination beyond 15 minutes after the scheduled start time may not be allowed to sit for the scheduled exam. The course director will decide the outcome of a student missing an exam which may include, but is not limited to, receiving a zero for the examination and academic counseling with both faculty and administrators of the Dental School.
Conduct During Onsite Online Examinations (QuestionMark)
- Regardless of the format, all examinations are governed by the Judicial Policy and the sanctions for breaking such policy. Each online examination includes a statement indicating that each student submitting an examination agrees to uphold this policy.
- For all exams, students must bring their UMB One Card (student ID) and have their ID visibly displayed.
- Students will enter the examination room and be seated in their assigned seat.
- Students may not leave the examination room once it begins without permission of the course director or the proctor unless they have completed the exam.
- No food or beverages are allowed in the examination room.
- Students must refrain from talking once the examination begins.
- Activity in examination rooms will be recorded via video cameras.
- No electronic, hand-held or wearable devices are permitted. Examples include: smartphones and other mobile phones (even if they are turned off), smart watches, tablets, cameras, USB devices, PDAs, CDs, personal music players, etc.
- Students realizing, they have electronic devices on their person once the exam has started, should raise their hand, and once recognized, place their device in their backpack to avoid consequences.
- All book bags, hats (except religious), electronic devices, books, pens, and papers should be placed in students’ personal lockers prior to entering the examination room. If these personal items are brought into the examination room, they will be required to be placed in the front of the room.
- All electronic devices should be turned off before stowing. If expecting an emergency call, advise the faculty member, and give them the device in case a call is received during the assessment.
Conduct During Remote Online Examinations (QuestionMark On Demand and Proctorio)
- Regardless of the format, all examinations are governed by the Judicial Policy and the sanctions for breaking such policy. Each online examination includes a statement indicating that each student submitting an examination agrees to uphold this policy.
- All SOD examinations are administered as per scheduled EST dates and times.
- For remotely delivered exams, students must use their credentials appropriate to the application, for example for Questionmark, use Questionmark’s username and password.
- Students may not leave the remote examination room once it begins.
- Students must refrain from talking/chatting online/emailing once the examination begins. Such conduct is a Judicial Policy violation.
- Activity in and around your desk during examination will be recorded for the purposes of remote proctoring, Video recordings will only be used to verify academic integrity.
- No electronic, hand-held or wearable devices are permitted on or around you. Examples include: smartphones and other mobile phones (even if they are turned off), smart watches, tablets, cameras, USB devices, PDAs, CDs, personal music players, etc.
- All book bags, hats (except religious), electronic devices, books, pens, and papers should be removed from the remote exam location.
- All electronic devices should be turned off before stowing remotely. If expecting an emergency call, advise the faculty member prior to the exam, to discuss appropriate actions in case a call is received during the examination.
Attendance and Time Commitment: Students are expected to follow the UMSOD Attendance Policy (or as outlined by their specific program) as well as course policies regarding attendance as reflected in syllabi. Students are expected to spend at least three hours per credit hour per week on their courses. Online learning requires a great deal of self-discipline and time-management skills. Though the courses are conducted online, they are scheduled to take place during a specific day(s) and time(s) (EST) of the week. Course time that is synchronous (everyone online at the same time) will be scheduled during the course’s designated weekly time (chats, virtual classroom). The recommendation is that course work also be completed during the course’s weekly designated time. In addition, there will be scheduled, proctored exams (that occur during designated class times), and there may be other scheduled ‘live’ sessions.
Technical Support: When a technical problem occurs it is the student’s responsibility to contact the help desk at 410-706-2084 or dshelp@umaryland.edu. If technical problems prevent a student from being able to submit their assignment electronically, they should send an email to the course director to explain the difficulty as soon as possible. If students cannot use email, they should call the course director to explain the difficulty. If students reach the course director’s voicemail, they should leave a message explaining the difficulty and a phone contact where they can be reached.
Class Announcements: General announcements or changes to the course will be listed under the Announcements of Blackboard. You should use the discussion board to post questions to your classmates and/or the course coordinator as you progress through the course. Specific discussion boards may be designated for student-to-student use and for student to faculty use.
Course Syllabus & Requirements: It is your responsibility to read and understand the content included in each course syllabus and/or manual, and all other course-related materials. Should you need clarification, contact your course director. Refer to your course syllabi for specific details relating to instructor feedback and grading, communication requirements, exact course credit hours, and for each course’s scheduled weekly day and time.
Updated: August 19, 2014
Reviewed: August 1, 2016
Updated: September 1, 2018
Reviewed: August 1, 2019
Updated: August 1, 2020
Hybrid and Online Course Agreement
University of Maryland School of Dentistry
I have read this Hybrid and Online Course Agreement pertaining to my course of study for this school year, understand and accept this policy and agree to uphold the student’s responsibility in registering and participating in online courses.
____________________________________ __________________
Signed Date
____________________________________
Printed Name
Inclement Weather Policy
It is the general policy of the University and School of Dentistry to remain open for business and that all employees are expected to report to work and students to attend scheduled classes. If unusually severe weather occurs before the School of Dentistry opens for regular business all employees and students must listen to announcements from the Dean's Office for information specific to this School and its clinical operations. All School of Dentistry announcements can be accessed on Voice Mail, by dialing 410-706-8000 - Mailbox # 6-3368 (6-DENT). This is the only reliable source of information specific to the School of Dentistry. If the announcement states the School of Dentistry is closed all designated "Critical Clinical Employees" should report unless notified otherwise. If you have not received written notification of your designation as a "Critical Clinical Employee" you are not in this category. Because of commitments to patient care we do not ordinarily close when the University makes a decision to close after we once have opened for the day.
Therefore, all clinic personnel are by definition "essential personnel" on such days, with release of all employees being provided only with the permission of the responsible supervisor. The decision to close once we have opened for the day is with the UMB President's Office. However, when we do stay open after the University closes, all employees who are required to stay are entitled to administrative leave. Use of this administrative leave must be approved in advance by the responsible supervisor and cannot adversely affect clinical operations due to inadequate staffing.
March 3, 2015
Insurance Policies for Students
Professional Liability Insurance
Professional liability insurance is mandatory for all students. Students are enrolled in a group policy. Dental hygiene degree completion students may be exempt from purchasing liability insurance if they do not provide care in the School of Dentistry. Coverage is provided for all school clinics and School of Dentistry-affiliated community service sites. Coverage does not extend to private practice employment settings. Fees for the above-mentioned policy are charged on the student's bill at the time of fall registration.
Disability Insurance
Students are required to purchase group policy disability insurance, and charges are entered on the student’s bill automatically.
Reviewed: August 1, 2016
Judicial Policy
I. Overview
This Policy applies to all students in the School of Dentistry.
Students enrolled only in M.S. or Ph.D. programs are subject to the policies of the Graduate School. Students enrolled simultaneously in a graduate program and one of the programs listed above are subject to this Policy in addition to policies of the Graduate School. Oral & Maxillofacial Surgery residents are not included but rather are subject to policies of the University of Maryland Medical System.
II. Student Violations of the Professional Code of Conduct
- The following behaviors, while not all inclusive, are student violations of the Professional Code of Conduct. The Professional Code of Conduct includes other University of Maryland School of Dentistry, University of Maryland, Baltimore and University System of Maryland policies, including but not limited to the: Professionalism Policy and the Social Media Policy - Student Behavioral Expectations Policy. Furthermore, a student’s deliberate attempt to violate the Code of Conduct, even if unsuccessful, may be deemed a violation, as may be a student’s allegation of misconduct if reported in bad faith.
- Unprofessional Conduct. Including, but not limited to, all forms of conduct that fail to meet the standards of the dental profession as found in the ADA Code of Ethics, use of abusive language or behavior, sexual harassment, disruption of class or any other school activity, violations of patient confidentiality provisions of HIPAA, unethical treatment of patients, failure to report observed violations of the Code of Conduct, and/or violation of other University or Dental School policies.
- Academic Misconduct. All forms of student academic misconduct including, but not limited to, plagiarism, cheating on examinations, violation of examination procedures, and submitting work for evaluation that is not one's own effort.
- Dishonesty. Including knowingly furnishing false information through forgery, alteration, or misuse of documents or records with intent to deceive; presenting written or oral statements known to be false; loaning, transferring, altering or otherwise misusing University identification materials; signing the Judicial Policy Statement when violations were either committed or observed and unreported, as specified.
- Theft or Destruction of Property. Including unauthorized appropriation, possession or receiving of property that does not belong to the individual, such as instruments and books, or destruction of property not belonging to the individual.
- Forcible entry into university facilities.
- Being present in the Dental School building without permission when the building is closed.
- Intentional infliction or threat of bodily harm.
- Possession of illegal drugs; being under the influence of alcohol or illegal drugs.
- Carrying of firearms or ammunition on campus.
- Aiding or Abetting. Including conspiring with, or knowingly aiding or abetting, another person to engage in any unacceptable activity.
- Providing patient treatment without faculty supervision
- Violation of any codes, rules, and regulations of the University or the Dental School, including clinical policies and protocols in the Student Clinic Manual.
- Event-related misconduct on campus or off-campus, which is misconduct related to any University sponsored event that results in harm to persons or property or otherwise poses a threat to the stability of the campus or campus community.
- Actions taken in a deliberate attempt to engage in an unacceptable activity.
- Serious Offenses
- Serious offenses must always proceed directly to a Pre-Hearing conference and a formal Hearing.
- Serious offenses include: theft, destruction of property, forcible entry into university facilities, intentional infliction or threat of bodily harm, possession of illegal drugs or weapons, event-related misconduct, aiding and abetting a serious offense.
- Infractions
- Infractions may proceed directly to a Pre-Hearing conference and a formal Hearing. However, the Faculty Co-Chair may recommend that a student accused of an infraction be offered the option of resolution through a Conference for Resolution or through Mediation when it appears the complainant and the accused can reach a satisfactory resolution of the dispute.
- Infractions include: unprofessional conduct, academic misconduct, dishonesty, being present in a university building off-hours, patient treatment without supervision, violation of codes, rules or regulations, aiding or abetting an infraction.
- Function. The Judicial Board (“the Board”) is a function of the Professional Conduct Committee, a standing committee of the Faculty Council. The Board is responsible for conducting investigations and hearings to resolve allegations of violations by students of the Professional Code of Conduct. The Judicial Board shall consist of seven (7) students and six (6) faculty members. Members shall be appointed by the Dean with the approval of the Faculty Assembly but should not include the faculty advisor to the Student Dental Association nor faculty members on the Student Affairs Committee. Three faculty members should represent the clinical sciences and three faculty members should represent the basic sciences. The student members shall consist of one (1) second year Advanced Dental Education student, the four (4) Dental Class Vice Presidents, the Senior Class Dental Hygiene Secretary, and the Vice President of the Student Dental Association. The student Co-Chairs will be elected by the members of the board. The Faculty Co-Chair will be appointed by the Dean.
III. Serious Offenses and Infractions
- Serious Offenses
- Serious offenses must always proceed directly to a Pre-Hearing conference and a formal Hearing.
- Serious offenses include: theft, destruction of property, forcible entry into university facilities, intentional infliction or threat of bodily harm, possession of illegal drugs or weapons, event-related misconduct, aiding and abetting a serious offense.
- Infractions
- Infractions may proceed directly to a Pre-Hearing conference and a formal Hearing. However, the Faculty Co-Chair may recommend that a student accused of an infraction be offered the option of resolution through a Conference for Resolution or through Mediation when it appears the complainant and the accused can reach a satisfactory resolution of the dispute.
- Infractions include: unprofessional conduct, academic misconduct, dishonesty, being present in a university building off-hours, patient treatment without supervision, violation of codes, rules or regulations, aiding or abetting an infraction.
IV. Student Judicial Board
Dean with the approval of the Faculty Assembly but should not include the faculty advisor to the Student Dental Association nor faculty members on the Student Affairs Committee. Three faculty members should represent the clinical sciences and three faculty members should represent the basic sciences. The student members shall consist of one (1) second year Advanced Dental Education student, the four (4) Dental Class Vice Presidents, the Senior Class Dental Hygiene Secretary, and the Vice President of the Student Dental Association. The student Co-Chairs will be elected by the members of the board. The Faculty Co-Chair will be appointed by the Dean.
- Judicial Panel. A Judicial Panel is an ad hoc Panel of the Judicial Board. The Judicial Panel is the official body to conduct a Hearing, reach findings, and make recommendations to the Dean with respect to sanctions for proven student violations of the Professional Code of Conduct. A Judicial Panel (also referred to herein as a “Full Panel”) for a Hearing shall consist of three (3) students (one of whom will be the Student Co-Chair, if feasible) and two (2) faculty members. The Faculty Co-Chair of the Judicial Board (or designee) will be an additional, non-voting member of each Panel. Members of a Panel will be appointed by the Judicial Board Co-Chairs. One faculty member should represent the clinical sciences and one faculty member should represent the basic sciences. At least one student member should represent the program of the complainant, when feasible. A Panel may have additional non-voting members for complex cases, as deemed appropriate by the Judicial Board Co-Chairs.
- Faculty Co-Chair. The Faculty Co-Chair of the Judicial Board is responsible for maintaining the integrity of the Judicial Board process and ensuring the proper application of Judicial Board policies and procedures. The Faculty Co-Chair does not sit as a voting member on any Panel. The office of the Faculty Co-Chair maintains Judicial Board records and obtains administrative support for the Judicial Board as needed. When necessary, a Faculty Co-Chair designee can be selected to perform responsibilities of the Faculty Co-Chair. The designee will be selected by the Dean from the faculty members of the Judicial Board.
- Quorum. A Full Panel quorum to deliberate shall consist of least two (2) voting students and one (1) voting faculty member. A Panel member may not vote in deliberations if that person was not present for the entire Hearing.
- Conflict of Interest. A faculty or student member who is directly involved in a particular case being heard or whose relationship with a party presents a conflict of interest which is likely to interfere with fair and impartial consideration of the matter will be excused at the discretion of the Faculty Co-Chair and replaced by an alternate selected by the Co-Chair.
- These procedures are intended to give reasonable assurance of fairness and due process and keep intact the responsibilities and prerogatives of the Dean of the Dental School (hereafter known as “the Dean”) and the faculty. It is expected that Judicial Board matters will be conducted with a high degree of discretion and confidentiality and that every effort will be made to limit knowledge of pending proceedings to those who are directly involved in them.
- Students and faculty must report a reasonable suspicion of a violation of the Code of Conduct in writing to the Judicial Board Faculty Co-Chair. Confidentiality will be observed to the extent possible, however, due process usually requires that the original complainant be identified to the accused.
- This procedure for making a complaint does not prohibit an observer from confronting a student at the time alleged misconduct is observed and before a written complaint is prepared, to further ascertain if the complainant’s suspicion of misconduct is reasonable. In some cases, it is possible the accused student will provide a convincing reason why his or her behavior has been misconstrued by the observer, or a convincing reason why the behavior is not a violation of the Code of Conduct. In such a case, a formal complaint may not be justified. However, if the accused student’s response is not sufficient to resolve the complainant’s reasonable suspicion of misconduct, a formal written complaint should be submitted. Because of the importance of impartial review of allegations and the need for consistent application of the Code of Conduct, when in doubt, an observer should err in favor of reporting the allegation.
- When the commission of an alleged infraction is first observed, the student's activity need not be interfered with in a manner that presumes that the student is responsible for misconduct. However, common sense action should be taken if the safety of the student or others is in jeopardy, there is risk of upset to the good order or proper operations of academic, administrative, clinical or other school activity, if there is a risk to university property, or a further or continuing violation is reasonably likely.
- If a student or faculty member is unclear about whether or how to proceed with a complaint, he or she should contact the Judicial Board Faculty Co-Chair.
- Complaints must be reported in written form to the Faculty Co-Chair of the Judicial Board within five (5) school days of their discovery, if feasible. However, reasonable delays in reporting complaints do not invalidate the process and should not be the sole rationale for failing to report a complaint. A written complaint should include a plain language, first-hand description of what the complainant knows, including date, time, and place and a description of any exchange with the accused student, including any confrontation with the student before the formal complaint was submitted. Persons other than the complainant who may have additional relevant information should be named and their roles in the matter explained. Any supporting evidence should be identified and explained in the complaint and copies of the evidence attached to the complaint. The complaint should be signed and dated. It may be marked “Confidential.”
- The Faculty Co-Chair of the Judicial Board will inform the Dean in general terms, without identifying the accused, if feasible, that a case has been referred to the Board.
- A pending action of the Board shall not prevent the student continuing in the academic program unless extraordinary circumstances exist. A student may be temporarily suspended from the School or from engaging in various school activities to protect his physical or emotional safety and well-being, or to protect the safety of others, if there is risk of upset to the good order or proper operations of academic, administrative, clinical or other school activity, if there is a risk to University property, or a further or continuing violation is reasonably likely. The authority to enforce these provisions shall be vested in the Dean.
- The Dean shall be advised immediately if an alleged violation could be a violation of federal, state, or local laws. The Dean shall determine if the proper authorities need to be notified of the allegation.
- Preliminary Review
- Upon the receipt of a written complaint, the Faculty Co-chair will conduct a preliminary review of the complaint, within five (5) school days, if feasible, of receiving the complaint.
- The purpose of the preliminary review is to determine if the matter comes under the jurisdiction of the Judicial Board and to assess if there is sufficient evidence or need to proceed.
- The Faculty Co-Chair shall not attempt to reach conclusions about responsibility for alleged violations, make findings of fact, encourage a confession, or negotiate early resolution of the matter.
- Appropriate actions of the Faculty Co-Chair during the preliminary review may include a conversation with the complainant to address essential information that is missing from the complaint, identifying persons who should be called to provide testimony, identifying records that should be obtained for evidence, and identifying issues that may need to be explored to better understand the nature of the complaint.
- Dismissal
V. Procedures for Making a Complaint
- These procedures are intended to give reasonable assurance of fairness and due process and keep intact the responsibilities and prerogatives of the Dean of the Dental School (hereafter known as “the Dean”) and the faculty. It is expected that Judicial Board matters will be conducted with a high degree of discretion and confidentiality and that every effort will be made to limit knowledge of pending proceedings to those who are directly involved in them.
- Students and faculty must report a reasonable suspicion of a violation of the Code of Conduct in writing to the Judicial Board Faculty Co-Chair. Confidentiality will be observed to the extent possible, however, due process usually requires that the original complainant be identified to the accused.
- This procedure for making a complaint does not prohibit an observer from confronting a student at the time alleged misconduct is observed and before a written complaint is prepared, to further ascertain if the complainant’s suspicion of misconduct is reasonable. In some cases, it is possible the accused student will provide a convincing reason why his or her behavior has been misconstrued by the observer, or a convincing reason why the behavior is not a violation of the Code of Conduct. In such a case, a formal complaint may not be justified. However, if the accused student’s response is not sufficient to resolve the complainant’s reasonable suspicion of misconduct, a formal written complaint should be submitted. Because of the importance of impartial review of allegations and the need for consistent application of the Code of Conduct, when in doubt, an observer should err in favor of reporting the allegation.
- When the commission of an alleged infraction is first observed, the student's activity need not be interfered with in a manner that presumes that the student is responsible for misconduct. However, common sense action should be taken if the safety of the student or others is in jeopardy, there is risk of upset to the good order or proper operations of academic, administrative, clinical or other school activity, if there is a risk to university property, or a further or continuing violation is reasonably likely.
- If a student or faculty member is unclear about whether or how to proceed with a complaint, he or she should contact the Judicial Board Faculty Co-Chair.
- Complaints must be reported in written form to the Faculty Co-Chair of the Judicial Board within five (5) school days of their discovery, if feasible. However, reasonable delays in reporting complaints do not invalidate the process and should not be the sole rationale for failing to report a complaint. A written complaint should include a plain language, first-hand description of what the complainant knows, including date, time, and place and a description of any exchange with the accused student, including any confrontation with the student before the formal complaint was submitted. Persons other than the complainant who may have additional relevant information should be named and their roles in the matter explained. Any supporting evidence should be identified and explained in the complaint and copies of the evidence attached to the complaint. The complaint should be signed and dated. It may be marked “Confidential.”
- The Faculty Co-Chair of the Judicial Board will inform the Dean in general terms, without identifying the accused, if feasible, that a case has been referred to the Board.
- A pending action of the Board shall not prevent the student continuing in the academic program unless extraordinary circumstances exist. A student may be temporarily suspended from the School or from engaging in various school activities to protect his physical or emotional safety and well-being, or to protect the safety of others, if there is risk of upset to the good order or proper operations of academic, administrative, clinical or other school activity, if there is a risk to University property, or a further or continuing violation is reasonably likely. The authority to enforce these provisions shall be vested in the Dean.
- The Dean shall be advised immediately if an alleged violation could be a violation of federal, state, or local laws. The Dean shall determine if the proper authorities need to be notified of the allegation.
VI. Pre-Hearing Procedure
- The Faculty Co-Chair may recommend that the matter be dismissed only for insufficient evidence or lack of jurisdiction. Evidence is insufficient when all of the evidence considered together is clearly inadequate to support a conclusion of wrongdoing, even when interpreted in a manner most likely to support the accuser’s allegation.
- When recommending dismissal, The Faculty Co-Chair will present the matter to a Small Panel selected by the Co-Chair from the Judicial Board of 1 faculty and 2 students (one of whom will be the student Co-Chair, if feasible) who will review the complaint and the evidence, hear the Faculty Co-Chair’s reasons for recommending dismissal and then the Small Panel will vote to approve or disapprove the decision to dismiss. A 2/3 vote is required to dismiss, otherwise the matter will proceed.
- If dismissed, the Small Panel must also vote to determine if the complaint was brought in bad-faith and if so, the rationale for that conclusion.
- If the complaint is dismissed, the Faculty Co-Chair must summarize the reasons for dismissal and provide the explanation in writing to the complainant. Because of the importance of the right to have a complaint heard, the summary should provide an appropriate level of detail to demonstrate that the matter was given due consideration.
- Further Action
If the matter is not dismissed for lack of jurisdiction or lack of evidence in accordance with Section V.B. the Faculty Co-Chair will take further action.
- Serious offenses. Serious Offenses must always proceed directly to a Pre-Hearing conference and a formal Hearing.
- Infractions. Infractions may proceed directly to a Pre-Hearing conference and a formal Hearing. However, the Faculty Co-Chair may recommend that a student accused of an infraction be offered the option of resolution through a Conference for Resolution or Mediation when it appears the complainant and the accused can reach a resolution satisfactory to the complainant, accused and the Faculty Co-Chair.
- Conference for Resolution or Mediation. If the Faculty Co-Chair believes that the matter should be handled through a Conference for Resolution or Mediation, the Faculty Co-Chair will present the recommendation to a Small Panel selected by the Co-Chair from the Judicial Board of 1 faculty and 2 students (one of whom will be the student Co-Chair, if feasible) who will review the complaint, hear the Faculty Co-Chair’s reasons for the recommendation, and then the Small Panel will vote to approve or disapprove the recommendation. A 2/3 vote is required to approve the recommendation, otherwise the matter will proceed to a Pre-Hearing conference and a formal Hearing.
- Student Notification
Once a decision is made on the best option for proceeding, the Faculty Co-Chair will notify the accused student in writing, within five (5) school days if feasible, of the complaint. The notice will briefly summarize the allegation(s), will include a copy of the complaint , the relevant evidence submitted with the complaint, other relevant evidence obtained during the Preliminary Review, a copy of this Policy, and a list of the members of the Panel that will further consider the matter. If a Conference for Resolution or Mediation is proposed, the student shall be given three (3) school days to accept. If the student does not accept or does not respond by the deadline, the matter will proceed to a Pre-hearing Conference and a full Hearing.
VII. Conference for Resolution
A Conference for Resolution may provide a concise means of reaching consensus and resolving simple complaints in one session. A Conference for Resolution is recommended only for simple complaints such as minor discourtesies and misunderstandings. A simple complaint involves a matter where the complainant and the accused can reach a consensus that is satisfactory to the complainant, accused and the Co-Chairs, in one session. If there are matters that cannot be satisfactorily resolved in one session, the matter then proceeds to a formal Hearing.
- The Faculty and Student Co-Chairs will meet with the complainant and the accused, together or separately, at the discretion of the Co-Chairs. The Co-Chairs should not attempt to encourage an admission of wrongdoing or confession.
- A complete review of the evidence will generally not be conducted but allusions to evidence are permitted if they are needed to facilitate discussion.
- If the accused student accepts full responsibility for misconduct, the Faculty Co-Chair shall advise the accused student of the sanction, if any, that will be recommended to the Dean and of the fact that the Dean may choose not to accept the recommendation, which may result in a sanction when none has been recommended, or a different sanction which may be more serious. The accused student may request a full Hearing either before or after being notified of the recommended sanction and the Faculty Co-Chair shall terminate the Conference for Resolution and grant the request for a Hearing. If the accused student accepts full responsibility and the proposed sanction, the Faculty Co-Chair will prepare a summary of findings and recommendation in consultation with the student Co-Chair. If the accused student does not fully agree with the conclusions of the Co-Chairs or does not accept the recommended sanctions, the Co-Chairs should conclude the Conference for Resolution and the matter proceeds to a Hearing.
- If the Co-Chairs, the complainant and the accused agree with the conclusions and proposed sanctions, the complainant and accused will sign the summary prepared by the Faculty Co-Chair. The summary will describe the resolution, include a recommendation for sanction, if appropriate when the student has accepted responsibility for misconduct, or include a statement that the student is not responsible for misconduct. A copy of this document will be provided to the complainant and the accused and to the Dean who will take action, if required, in accordance with Section XII. However, if the student is not responsible for misconduct, no notice will be provided to the Dean.
- If both Co-chairs are convinced on the basis of the Conference for Resolution that the evidence is insufficient to support a conclusion of wrongdoing, even when interpreted in a manner most likely to support the accuser’s allegation, the Co-Chairs may recommend dismissal of the matter following the procedures under Section V.B.
- If, at any time during the Conference for Resolution, the Faculty Co-Chair determines that a formal Hearing will enhance fact-finding or due process or that a consensus cannot timely be reached, the Faculty Co-Chair may terminate the Conference for Resolution and the matter will proceed to a full Hearing.
VIII. Mediation
The Faculty Co-Chair may recommend that a complainant and the student accused of an infraction be offered the option of resolution through Mediation. Mediation may be appropriate when it appears the complainant and the accused can reach agreement about the facts of the situation and about responsibility for the alleged violations in one session.
When Mediation is approved by all parties, the matter will be referred to The Center for Dispute Resolution at the University of Maryland's School of Law ("C-DRUM"). C-DRUM policies and procedures will govern the Mediation. Any participant, including the mediator, may choose to end the mediation at any time.
The role of the mediator is to encourage discussion and help the parties explore possible resolutions. The mediator will not provide legal advice, take sides, or resolve the dispute. The mediator is not responsible for protecting the legal rights of the participants. Mediation does not relieve the participants of their responsibility to comply with University and School policies and codes.
In the event the Mediation does not successfully resolve the situation within a timeframe deemed appropriate by the Faculty Co-Chair of the Judicial Board, the mediation may be terminated and the matter will proceed to a Pre-Hearing conference and a formal Hearing.
IX. Hearing
- Conference. A conference will be held in advance of the Hearing to address procedural and other issues. The Pre-Hearing Conference is a brief meeting between the complainant, accused student, the Student Co-Chair and the Faculty Co-Chair of the Judicial Board. The Co-Chairs may decide to meet with the complainant and accused together or may have a separate meeting with the complainant and the accused. Discussion will generally be limited to: 1) confirmation that the accused has a full and current copy of the complaint, the attachments, all relevant evidence, and this policy, 2) review of key points about the next step in the process (e.g., timeline for accused to identify witnesses and submit evidence, conduct of the Hearing, etc.), 3) discussion to enable the Co-Chairs to identifying persons who the Judicial Board may wish to call to a Hearing to provide testimony, 4) discussion to enable the Co-Chairs to identify records and other evidence that should be obtained, 5) discussion to enable the Co-Chairs to identify issues that may need to be explored by the Judicial Board to better understand the nature of the complaint, and 6) discussion to identify any questions or new issues raised by the complainant or the accused. The accused student may not be compelled to attend or participate in the Pre-Hearing Conference.
- Schedule. Depending upon the academic calendar, as well as the particular class year in which the student is enrolled, the Judicial Panel shall meet within fifteen (15) school days following the receipt of the complaint to hold a Hearing, when feasible.
- Notice. The accused student shall receive a minimum of four (4) school days’ notice of the Hearing date. The written notice will reiterate the allegations to be considered, give the time, place, and date of the Hearing and the names of the Panel members. At the same time, the student will be given a copy of all documentary evidence in the possession of the Panel that may be considered by it, if such evidence has not previously been provided to the student.
- Objections. If the accused student objects to any member of the Panel because the member has a conflict of interest which is likely to interfere with fair and impartial consideration of the matter, the student will make such objections in writing to the Faculty Co-Chair within two (2) days of receiving the hearing notice. Objections will be considered by the Faculty Co-Chair, whose decision in the matter of the objection will be communicated in writing to the accused student. The decision of the Faculty Co-Chair in the matter of the objection will be final.
- Written Response. The student will be advised he or she may submit a written response to the allegation in addition to, or instead of appearing at the Hearing. This written response must be received by the Faculty Co- Chair at least two (2) full school days prior to the Hearing.
- Witnesses. Any witnesses to be called by the student must be made known to the Faculty Co-Chair no less than two (2) full school days in advance of the Hearing. Similarly, the Faculty Co-Chair will notify the student in writing of any witnesses the Panel intends to call at the Hearing no less than three (3) full days in advance of the Hearing. The Faculty Co-Chair and the Panel Chair may limit or refuse to consider irrelevant and repetitive evidence, including irrelevant or repetitive witness testimony.
- Right to Be Present. While the student has the right to be present at the Hearing, he or she may elect not to appear and the Hearing will be held in his/her absence. Also, the student has the right to remain silent.
- Closed to the Public. The Hearing will be closed to the public. All proceedings and decisions will be considered confidential.
- Student Advisor. The student may be advised by a non-legal advisor of his or her choice. In instances where criminal charges may be pending or under investigation, the student may have an attorney present. The student’s non-legal or attorney advisor may only act in an advisory capacity to the student and may not address the Board or examine or cross-examine witnesses. The Judicial Panel may, at its option, have University Counsel or an Assistant Attorney General present or available to provide procedural guidance.
- Student Participation. The student shall be permitted to be present during the presentation of all testimony and evidence. The student will be permitted to speak and to question any witnesses during the Hearing.
- Evidence. Evidence may be in any form, including oral or written, but must be limited to issues raised in the written allegation. The Faculty Co-Chair will exclude any irrelevant or unduly repetitive evidence.
- Discrimination or Sexual Harassment. If the alleged infraction involves allegations of discrimination or sexual harassment, the panel may hear testimony or receive documents from the University of Maryland, Baltimore, Office of Human Resource Services.
- Procedural Sequence. The Faculty Co-Chair, in consultation with the Student Co-Chair shall determine a procedural sequence appropriate to each case. The Faculty Co-Chair, in consultation with the Student Co-Chair, conducts the Hearing.
- Summons. The Panel may summon any witnesses it deems necessary or relevant to the case but the Panel is not empowered to compel the attendance of any person who is not a current, student, faculty or staff member of the School.
- Opening and Closing Statements. The student will be permitted to provide the Panel with supporting oral and/or written information, and to make opening and closing statements.
- Recording. The Panel Hearing, exclusive of deliberations, shall be recorded and made available to the student upon request, within a reasonable period of time, at the student's expense. Accidental erasures or poor quality of the recording or failure of recording equipment will not invalidate Panel determinations.
X. Deliberations
A. Deliberations are confidential, attended only by the Panel, and are not recorded. Neither the complainant nor the accused student has the right to be present during deliberations of the Panel.
B. All Panel decisions will be based on the evidence presented before the Panel.
- A 4/5 majority of the Judicial Panel present at the Hearing must find that the accused student is responsible for the alleged violation. If the deliberating Panel is less than 5 members, the finding of responsibility must be unanimous. The standard of proof is based upon a preponderance of the evidence, i.e., whether it is more probable than not that the accused student committed the alleged infraction.
- Within one school day after the conclusion of deliberations, the Faculty Co-Chair will be advised of the outcome by the Panel and the accused student and the complainant will be informed by the Co-Chair of the Panel’s general conclusion. This information may be conveyed orally but it must be followed by written notice as described below.
- Within five (5) school days after deliberations are concluded, when feasible, the Judicial Panel, with support from the Faculty Co-Chair, shall send a detailed report to the Dean. The Dean may not substitute his or her judgment as to the findings and may not change the findings of the Panel, but the Dean is not bound by the recommendations as to sanction(s). The report will summarize the allegations, list the members of the Panel, describe the date of the Pre-Hearing Conference and the Hearing, list the witnesses, list the documentary evidence considered, mention if the accused student spoke and if the student had an advisor, report the disputed facts, report the findings of fact including a discussion of evidence that was persuasive and that was not persuasive, report the decision(s) as to misconduct or absence of misconduct for each allegation, and provide an explanation of the reasoning behind the decisions. If the Panel has found that the student committed one or more acts of misconduct, the report must recommend a sanction or state why no sanction is appropriate. If there are mitigating circumstances, these should be discussed.
If no misconduct is found for one or more of the allegations, based on the standard of a preponderance of the evidence, the report will include this information.
A dissenting opinion may be submitted by any Panel member, in which case the dissent will be attached as an exhibit to the report.
- Within five (5) school days after deliberations are concluded, when feasible, the Judicial Panel, with support from the Faculty Co-Chair, shall send notice to the accused student. The notice shall include a summary of the evidence considered (documentary and witnesses), the majority opinion as to findings of fact including a discussion of evidence that was persuasive and that was not persuasive, a decision as to misconduct or no misconduct for each allegation, and an explanation of the reasoning behind the decisions, and, if having found that the student committed one or more acts of misconduct, the sanction recommended by the Panel to the Dean if a sanction is deemed appropriate. If no misconduct is found based on the standard of a preponderance of the evidence, the notice will include this information.
- The Judicial Panel’s finding is final, subject to the student's right of appeal. However, the Judicial Panel’s recommendation for sanction, if any, is subject to the Dean’s Review (Section XII. below.)
- The Panel may choose one or more of the penalties described in this section. In exceptional cases it may elect to modify or individualize a sanction, if such modification seems clearly indicated by the particulars of a case. The Panel may formulate and propose other penalties or rehabilitative or remedial measures at its discretion.
- Sanctions should reflect the nature of the misconduct, and may include recommendations for one or more of the following: Counseling (e.g., stress management, sensitivity training, decision-making training), repeat of examination, temporary letter of reprimand, permanent letter of reprimand, repetition of course, repetition of year, extension of year, suspension, disciplinary probation, dismissal with possibility of re-admission, final dismissal (expulsion), additional assignments or coursework (e.g., ethics training), restriction of privileges, monitoring, formal apology, financial restitution, community service.
- A student found to have committed any second violation of this policy or to have failed to conform to sanctions imposed by prior Judicial Panel proceedings may be immediately expelled from the Dental School. Each case should be considered individually, and sanctions for specific infractions should be based upon the circumstances involved. Students dismissed for violations of the Professional Code of Conduct are ineligible for readmission unless substantial evidence of rehabilitation is provided. Substantial evidence is within the school's sole discretion.
- A student found guilty of Event-related Misconduct shall be subject to presumptive dismissal. Presumptive dismissal may be either suspension for a fixed period of time or expulsion. A finding of "event related misconduct" shall be noted on the student's transcript. To avoid dismissal, a student must demonstrate specific mitigating or extenuating circumstances that persuade the final decision-maker that a lesser penalty is appropriate. If dismissal is not the recommended penalty, the mitigating or extenuating circumstances must be enumerated in the written recommendation to the Dean and in the Dean's sanction decision.
- In the Dean’s review phase, the Dean will review the Judicial Panel’s report and may also review the student’s complete academic and disciplinary record.
- The Dean may not substitute his or her judgment for that of the Panel as to the findings or change the findings, but the Dean is not bound by the recommendations as to sanction(s).
- After the time has passed for the student to provide notice of intent to submit appeal, and after any timely appeal of the Judicial Panel’s report is considered, the Dean will notify the accused student, the Judicial Board Co-Chairs and the Judicial Panel members in writing and without undue delay of the final sanction(s), if any.
- If the Dean alters the Panel’s recommended sanction(s), he/she shall include a brief explanation of the rationale for the change.
- Students found responsible for misconduct shall have the right to appeal to the Dean for modification of the sanction, or, for a new Hearing. An appeal for a new hearing may only be made on the basis of: (1) failure of the accused to receive due process and/or (2) newly available evidence.
- The student must provide a brief notice of intent to submit appeal, in writing, and the notice must be received by the Dean's office no later than three (3) school days after the student has received written notification of the Judicial Panel’s findings, decision and recommendations for sanctions. A full written appeal shall be submitted ten (10) calendar days after the student has received notification of the Judicial Panel’s findings, decision and recommendation for sanctions. The basis for appeal should be stated and all facts, new evidence and other information to be considered should be included.
- The Dean will not enforce a decision on final sanction while a student’s appeal is pending. However, the Dean may take temporary action, such as temporary dismissal or temporary suspension from school activities pending the results of the appeal.
- In making the determination as to whether to modify the Panel’s recommendation for sanction or order a new Hearing, the Dean may seek advice from any individuals of his/her choosing and shall provide a copy of the student’s appeal to the Judicial Panel whose members shall be given an opportunity to comment.
- New Hearing Based on Failure of Due Process
- If the Dean determines that there was, in fact, significant failure of due process, the Dean shall order a new Hearing and stipulate whether the same Panel members or a different group shall preside.
- If a different group is stipulated, the Dean shall direct the Faculty Co-Chair of the Judicial Board to appoint an ad hoc panel which will then conduct a Hearing according to the rules set out in this Policy.
- The Faculty Co-Chair or designee will preside.
- New Hearing Based on New Evidence
- If the Dean determines that newly available evidence could, in principle, lead to a different finding or different sanctions, the Dean shall order a new Hearing.
- Unless the Dean decides otherwise, the same Panel that reached the earlier conclusion shall preside at the new Hearing. The composition of the group can be varied if unavailability of particular members would compromise an early resolution of the case.
- The Faculty Co-Chair or designee will preside.
XI. Guidelines for Sanctions
- The Panel may choose one or more of the penalties described in this section. In exceptional cases it may elect to modify or individualize a sanction, if such modification seems clearly indicated by the particulars of a case. The Panel may formulate and propose other penalties or rehabilitative or remedial measures at its discretion.
- Sanctions should reflect the nature of the misconduct, and may include recommendations for one or more of the following: Counseling (e.g., stress management, sensitivity training, decision-making training), repeat of examination, temporary letter of reprimand, permanent letter of reprimand, repetition of course, repetition of year, extension of year, suspension, disciplinary probation, dismissal with possibility of re-admission, final dismissal (expulsion), additional assignments or coursework (e.g., ethics training), restriction of privileges, monitoring, formal apology, financial restitution, community service.
- A student found to have committed any second violation of this policy or to have failed to conform to sanctions imposed by prior Judicial Panel proceedings may be immediately expelled from the Dental School. Each case should be considered individually, and sanctions for specific infractions should be based upon the circumstances involved. Students dismissed for violations of the Professional Code of Conduct are ineligible for readmission unless substantial evidence of rehabilitation is provided. Substantial evidence is within the school's sole discretion.
- A student found guilty of Event-related Misconduct shall be subject to presumptive dismissal. Presumptive dismissal may be either suspension for a fixed period of time or expulsion. A finding of "event related misconduct" shall be noted on the student's transcript. To avoid dismissal, a student must demonstrate specific mitigating or extenuating circumstances that persuade the final decision-maker that a lesser penalty is appropriate. If dismissal is not the recommended penalty, the mitigating or extenuating circumstances must be enumerated in the written recommendation to the Dean and in the Dean's sanction decision.
XII. Dean's Review and Decision
- In the Dean’s review phase, the Dean will review the Judicial Panel’s report and may also review the student’s complete academic and disciplinary record.
- The Dean may not substitute his or her judgment for that of the Panel as to the findings or change the findings, but the Dean is not bound by the recommendations as to sanction(s).
- After the time has passed for the student to provide notice of intent to submit appeal, and after any timely appeal of the Judicial Panel’s report is considered, the Dean will notify the accused student, the Judicial Board Co-Chairs and the Judicial Panel members in writing and without undue delay of the final sanction(s), if any.
- If the Dean alters the Panel’s recommended sanction(s), he/she shall include a brief explanation of the rationale for the change.
XIII. Appeals
- Students found responsible for misconduct shall have the right to appeal to the Dean for modification of the sanction, or, for a new Hearing. An appeal for a new hearing may only be made on the basis of: (1) failure of the accused to receive due process and/or (2) newly available evidence.
- The student must provide a brief notice of intent to submit appeal, in writing, and the notice must be received by the Dean's office no later than three (3) school days after the student has received written notification of the Judicial Panel’s findings, decision and recommendations for sanctions. A full written appeal shall be submitted ten (10) calendar days after the student has received notification of the Judicial Panel’s findings, decision and recommendation for sanctions. The basis for appeal should be stated and all facts, new evidence and other information to be considered should be included.
- The Dean will not enforce a decision on final sanction while a student’s appeal is pending. However, the Dean may take temporary action, such as temporary dismissal or temporary suspension from school activities pending the results of the appeal.
- In making the determination as to whether to modify the Panel’s recommendation for sanction or order a new Hearing, the Dean may seek advice from any individuals of his/her choosing and shall provide a copy of the student’s appeal to the Judicial Panel whose members shall be given an opportunity to comment.
- New Hearing Based on Failure of Due Process
- If the Dean determines that there was, in fact, significant failure of due process, the Dean shall order a new Hearing and stipulate whether the same Panel members or a different group shall preside.
- If a different group is stipulated, the Dean shall direct the Faculty Co-Chair of the Judicial Board to appoint an ad hoc panel which will then conduct a Hearing according to the rules set out in this Policy.
- The Faculty Co-Chair or designee will preside.
- New Hearing Based on New Evidence
- If the Dean determines that newly available evidence could, in principle, lead to a different finding or different sanctions, the Dean shall order a new Hearing.
- Unless the Dean decides otherwise, the same Panel that reached the earlier conclusion shall preside at the new Hearing. The composition of the group can be varied if unavailability of particular members would compromise an early resolution of the case.
- The Faculty Co-Chair or designee will preside.
- The Dean may grant reasonable extensions of the time limits specified at the Dean’s discretion.
XIV. Final Action
After all appeals have been reviewed and acted upon by the Dean (or, if an Appeal is not requested, not received within the time period specified or is denied), the Dean will issue and implement the Dean’s final decision as to sanction. The Dean may direct the Registrar to enter appropriate notations in the student's educational record.
XV. Additional Procedure
- The Faculty Co-Chair of the Board may grant reasonable extensions of the time limits specified for this procedure. Time limits are established in order to ensure orderly operations of the student judicial process. Good faith departures will not invalidate Judicial Board determinations.
- The Faculty Co-Chair of the Judicial Board will make regular reports of the Judicial Panel’s activities to the full Judicial Board, the Faculty Council, Faculty Assembly and the student body, but no student names or classes will be disclosed. This summary is for the sole purpose of reporting Judicial Panel activity.
- For the purpose of implementing the Professional Code of Conduct and the Student Judicial
XVI. Implementation of the Student Judicial Policy
Policy, a copy of this policy will be sent to each student along with the letter of admission to the Dental School. Students will be advised that enrollment in Dental School is contingent upon the understanding and acceptance of the tenets contained in this Student Judicial Policy and Professional Code of Conduct. All incoming dental and dental hygiene students and students in Advanced Dental Education programs included in this policy will be examined on this policy as part of their orientation activities and will sign the Judicial Policy statement (Appendix 1). It will be the responsibility of the Judicial Board Co-Chairs to design, proctor, and evaluate the results of this examination as well as to remediate any deficiencies. Until the examination is successfully completed, a student will not be allowed to attend class or clinic. At the beginning of each academic year, each dental and dental hygiene class and Advanced Dental Education students covered by this policy will be addressed by the Co-Chairs of the Judicial Board in order to reinforce adherence to the Professional Code of Conduct and Student Judicial Policy.
- Department chairs or directors of instructional divisions will review the Judicial Policy with the members of their department at the beginning of each academic year. Upon request the Faculty Co-Chair will be available to assist in this regard.
- All examinations should include examination instructions (Appendix 2) and the Code of Conduct Statement (Appendix 3).
Approved for further review by Dental School Faculty Assembly: March 10, 2008
Approved by University Counsel: June 27, 2008
Approved by Office of the Attorney General: June 27, 2008
Approved by Dental School Faculty Assembly: July 25, 2008
Appendix 1. Code of Conduct to be signed by all incoming students.
Professional Code of Conduct
The Dental School’s Professional Code of Conduct is based on the highest standards of integrity and self-discipline, rather than on imposed regulations. I have read the code and understand it. I will not violate any policies of this Code. I accept my duty to report any violations of the Code to the Judicial Board of the Dental School.
__________________________________________ _____________
Signed Date
__________________________________________
Print Name
Appendix 2. Examination instructions that can be attached to examinations.
In keeping with the dental profession’s responsibility for self-regulation and self-discipline, the following guidelines should be followed during examinations.
A. Upon distribution of the examination, all conversation among students should cease until the end of the examination period.
B. Notes, textbooks, cell phones, and electronic devices are prohibited unless explicitly allowed in the examination area.
C. Examinations must represent the student's own efforts.
E. If a student must leave the room, examination papers MUST remain turned down and in the examination room.
F. Examinations must be completed and turned in by the end of the specified examination period.
Appendix 3. Code of Conduct to be put on examination forms and students will sign after each examination.
Professional Code of Conduct
The Dental School’s Professional Code of Conduct is based on the highest standards of integrity and self-discipline, rather than on imposed regulations. I have read the code and understand it. I have not violated any policies of this Code and I have not observed violations by others. I accept my duty to report any violations of the Code to the Judicial Board of the Dental School.
________________________________________ _____________
Signed Date
________________________________________
Print Name
Reviewed: August 1, 2016
Leave of Absence Policy
A leave of absence from the academic program may be requested by a student in the event of extenuating personal circumstances. The dean may grant a leave of absence for a student who has, in a written request, provided sufficient documentation to justify such action.
Prior to submitting a formal request to the Dean, the student should consult with the Associate Dean of Academic Affairs, the Assistant Dean of Student Affairs and/ or the Associate Dean of Clinical Affairs, as appropriate. The student’s letter should contain the following information: (1) the requested duration of the leave and (2) the purpose for the request. If the student requests a medical leave of absence, the letter should be accompanied by supporting documentation, including projected date of return, provided by a qualified health care professional.
After consultation with the associate dean of academic affairs, assistant dean of student affairs, associate dean of clinical affairs, the faculty co-chair of the Judicial Board and any other individuals deemed appropriate, the dean will provide a written response to the student. The dean’s response will include:
- Approval or disapproval of the request;
- Conditions regarding the leave of absence (duration; academic status; request for additional supporting documentation, if appropriate; pending disciplinary actions);
- Instructions for administrative, clinical and facilities clearance (withdrawal or cancellation of registration; independent learning center materials and other university property; satisfaction of outstanding university obligations; notification of the office of student financial aid and the office of student accounting);
- Instructions for requesting reinstatement (due date of letter; supporting documentation from health care professional, if appropriate, etc.);
- Conditions for reinstatement (space availability)
Copies of the dean’s letter will be sent to the associate dean of academic affairs, the assistant dean of student affairs and the associate dean of clinical affairs.
After an extended leave of absence, a student may be required to successfully complete specific departmental projects, competencies or remediation before reinstatement to the dental program.
Reviewed: August 1, 2016
Mass Email Policy
The Office of Institutional Advancement (OIA) is responsible for sending mass emails to School of Dentistry email distribution lists. In accordance with the UM Office of Communications and Public Affairs, OIA is charged with ensuring that mass emails for the School of Dentistry adhere to UM brand standards.
Faculty, staff or students who wish to send mass emails are asked to please submit content to The Office of Communications and Public Affairs at umsodcomms@umaryland.edu. Please allow one week for review. All mass emails are approved on a case-by-case basis. OIA reserves the right to also publish the mass email announcements in Dental Digest, unless otherwise specified. All announcements may be edited for length, style, or clarity. Requests for reminder emails must be resubmitted. OIA maintains a schedule for mass emails to ensure that inboxes are not overwhelmed.
Thank you for your cooperation.
Updated: February 1, 2017
Updated: February 13, 2020
Minimester Policy
The dental clinics operate on the usual schedule during the minimester. Dental students in all years attend clinic and/or classes at this time.
Dental hygiene students will receive a listing of available minimester course offerings. There is no charge for minimester courses for dental hygiene students who are full-time during the fall semester.
Reviewed: August 1, 2016
Misuse or Misappropriation of Patient Health Information Policy
The University of Maryland School of Dentistry (UMSOD) is committed to preparing students to become exemplary professionals and leaders. The purpose of this policy is to promote, instill, and support civil, respectful, and professional attributes that will help UMSOD students to be well prepared to make a positive contribution to the profession of dentistry. Society affords the privilege and obligation of self-governing to the profession of dentistry: https://www.ada.org/en/about-the-ada/principles-of-ethics-code-of-professional-conduct. This means that it is incumbent upon professionals in the field to engage in behavior that a reasonable person would think promotes goodwill for the profession. It also means that, depending on the nature and severity of the situation, reasonable action (e.g. reporting, referral to support services, etc.) should be taken to address, through appropriate channels, any behaviors that a reasonable person believes are damaging the reputation, standards, or public perception of the profession.
Definition of Professionalism
While enrolled in dental education, students must maintain and exhibit ethical and professional behaviors commensurate with the role of the dentist in all interactions with patients, faculty, staff, students, and the community.
Professionalism is defined as “the habitual and judicious use of communication, knowledge, critical appraisal, clinical reasoning, emotions, values and reflection in daily practice for the benefit of the individuals and communities served.” (Pre-doctoral CODA Standards)
Definition of Harassment and Discrimination
It is expected, and articulated in specifics in the University of Maryland, Baltimore’s (UMB) Non-Discrimination Policy, that students not engage in conduct that a dental professional, or professional in training, knows or reasonably should know is harassment or discrimination on the basis of race, sex, color, religion, national origin or ancestry, physical or mental disability, age, sex, sexual orientation, gender identity or expression, marital status or protected veteran’s status in conduct related to the practice of dentistry at UMB.
Discrimination and harassment by dental professionals undermines confidence in the profession and the responsibility of dental professionals in health care. Such discrimination includes verbal or physical conduct that constitutes illegal bias or prejudice towards others.
The following key attributes of professionalism include:
Integrity Examples of professional behavior include, but are not limited to:
- Consistent honesty. Practice the principle of veracity “truthfulness”
- Conscientious and diligent safeguarding of confidential information
- Trustworthiness with the property of others
Empathy Examples of professional behavior include, but are not limited to:
- Showing compassion for others
- Responding appropriately to the emotional response of patients and their family members
- Demonstrating respect for others
- Demonstrating a calm, compassionate and helpful demeanor toward those in need
- Being supportive and reassuring to others
Teamwork and Diplomacy Examples of professional behavior include, but are not limited to:
- Placing the success of the team equal to one’s own self-interest
- Helping and supporting other team members
- Showing respect for all team members
- Remaining flexible and open to change
- Communicating with others to resolve problems
- Leadership
- Proactively represent yourself and the team/organization in an excellent way
Communications Examples of professional behavior include, but are not limited to:
- Communicate ideas effectively by speaking clearly, repeating as necessary
- Adjusting communication strategies to various situations
- Listening actively
- Communicate ideas effectively striving for non-judgmental, expression
- Social media should be used as a tool to establish and improve professional networking
- Proactively seek solutions to problems by availing oneself to resources, policies, support, services, and other options, made available in one’s educational or employment setting
Respect Examples of professional behavior include, but are not limited to:
- Being polite to others
- Being tolerant of others
- Not using derogatory or demeaning terms
- Behaving in a manner that brings credit to the profession
Time Management Examples of professional behavior include, but are not limited to:
- Completing tasks and assignments on time
Patient Advocacy Examples of professional behavior include, but are not limited to:
- Not allowing personal bias or feelings to interfere with patient care
- Placing important care-related needs of patients before personal inconvenience
- Protecting and respecting patient confidentiality and dignity
- Respecting the patient’s rights to self-determination and confidentiality
Practice the principle of beneficence “do good”
Competent Delivery of Service Examples of professional behavior include, but are not limited to:
- Mastering and refreshing skills
- Following policies, procedures, protocols, and orders
- Treating patients in a way that you would like to be treated yourself, or that you would treat family
- Practicing non-maleficence “do no harm”. Refer and consult for the welfare of the patient.
- Practice the principle of justice by treating people fairly
- Consistent complete and accurate documentation of patient care
- Consistent documentation of learning activities (continuing education)
- Being thoroughly prepared for patient care
Self Confidence Examples of professional behavior include, but are not limited to:
- Exercise good judgment
- Thorough preparation for patient visits
- Be clear and reassuring about areas of mastery and experience
- Demonstrating an awareness of strengths and limitations
Appearance and Personal Hygiene Examples of professional behavior include, but are not limited to:
- Wearing appropriate clothing or uniform that is neat, clean and well maintained
- Good personal hygiene and grooming
Examples of professional misconduct include but are not limited to:
Discrimination/Harassment: Examples of professional misconduct include, but are not limited to:
- Harmful verbal or physical conduct that constitutes illegal bias or prejudice towards others (discrimination). This includes the distribution, display or communication of materials such as books, posters, magazines, cartoons, cards, emails, advertisements, photographs, videos, social media postings, in a manner that interferes with the right of others to have access to UMB’s academic and professional activities and facilities without discrimination.
- Derogatory or demeaning verbal or physical contact that is persistent, unwelcome, offensive, prejudiced, or threatening in nature.
Malfeasance/Carelessness: Examples of professional misconduct include, but are not limited to negligent, reckless, knowing or intentional:
- Falsification of records
- Recording untruthful information describing patient procedures
- Recording untruthful information describing patient medications
- Delivering a crown with open margins
- Prescribing treatment that is not indicated
- Performing unnecessary treatment
- Recording an incomplete, or inaccurate health history
- Failure to update the health history
- Failure to take into account a patient’s relevant medical history during treatment
- Failure to obtain second opinions, consultations, or referrals when indicated
- Failure to follow policies, procedures, protocols, and orders
- Failure to properly prepare for the patient visit including review of the procedure and health history
- Treating the wrong tooth
- Failure to obtain informed consent
- Failure to listen, communicate and alter or correct treatment
- Failure to generate a clear treatment plan
Violating Patient Confidentiality: Examples of professional misconduct include, but are not limited to:
- Unauthorized use or disclosure in any form (e.g., electronic, paper, oral) of PHI or individually identifiable health and demographic data (as defined in HIPAA), student educational record information (as defined in FERPA) or personally identifiable information (as defined in Maryland State law)
- Sharing pictures on social media that contain a recognizable likeness of a patient
- Sharing patient health records without authorization, proper encryption, or need-to-know
- Accessing PHI or other confidential information from an unsecured location
Safety Violations: Examples of professional misconduct include, but are not limited to:
- Using unsterilized dental equipment
- Improper cleaning and disinfection protocol
- Improper sterilization protocol
- Not following OSHA and MOSHA guidelines for bloodborne pathogens and infection control
Professionalism Policy
Professionalism Policy
The University of Maryland School of Dentistry (UMSOD) is committed to preparing students to become exemplary professionals and leaders. The purpose of this policy is to promote, instill, and support civil, respectful, and professional attributes that will help UMSOD students to be well prepared to make a positive contribution to the profession of dentistry. Society affords the privilege and obligation of self-governing to the profession of dentistry: https://www.ada.org/en/about-the-ada/principles-of-ethics-code-of-professional-conduct. This means that it is incumbent upon professionals in the field to engage in behavior that a reasonable person would think promotes goodwill for the profession. It also means that, depending on the nature and severity of the situation, reasonable action (e.g. reporting, referral to support services, etc.) should be taken to address, through appropriate channels, any behaviors that a reasonable person believes are damaging the reputation, standards, or public perception of the profession.
Definition of Professionalism
While enrolled in dental education, students must maintain and exhibit ethical and professional behaviors commensurate with the role of the dentist in all interactions with patients, faculty, staff, students, and the community.
Professionalism is defined as “the habitual and judicious use of communication, knowledge, critical appraisal, clinical reasoning, emotions, values and reflection in daily practice for the benefit of the individuals and communities served.” (Pre-doctoral CODA Standards)
Definition of Harassment and Discrimination
It is expected, and articulated in specifics in the University of Maryland, Baltimore’s (UMB) Non-Discrimination Policy, that students not engage in conduct that a dental professional, or professional in training, knows or reasonably should know is harassment or discrimination on the basis of race, sex, color, religion, national origin or ancestry, physical or mental disability, age, sex, sexual orientation, gender identity or expression, marital status or protected veteran’s status in conduct related to the practice of dentistry at UMB.
Discrimination and harassment by dental professionals undermines confidence in the profession and the responsibility of dental professionals in health care. Such discrimination includes verbal or physical conduct that constitutes illegal bias or prejudice towards others.
The following key attributes of professionalism include:
Integrity Examples of professional behavior include, but are not limited to:
- Consistent honesty. Practice the principle of veracity “truthfulness”
- Conscientious and diligent safeguarding of confidential information
- Trustworthiness with the property of others
Empathy Examples of professional behavior include, but are not limited to:
- Showing compassion for others
- Responding appropriately to the emotional response of patients and their family members
- Demonstrating respect for others
- Demonstrating a calm, compassionate and helpful demeanor toward those in need
- Being supportive and reassuring to others
Teamwork and Diplomacy Examples of professional behavior include, but are not limited to:
- Placing the success of the team equal to one’s own self-interest
- Helping and supporting other team members
- Showing respect for all team members
- Remaining flexible and open to change
- Communicating with others to resolve problems
- Leadership
- Proactively represent yourself and the team/organization in an excellent way
Communications Examples of professional behavior include, but are not limited to:
- Communicate ideas effectively by speaking clearly, repeating as necessary
- Adjusting communication strategies to various situations
- Listening actively
- Communicate ideas effectively striving for non-judgmental, expression
- Social media should be used as a tool to establish and improve professional networking
- Proactively seek solutions to problems by availing oneself to resources, policies, support, services, and other options, made available in one’s educational or employment setting
Respect Examples of professional behavior include, but are not limited to:
- Being polite to others
- Being tolerant of others
- Not using derogatory or demeaning terms
- Behaving in a manner that brings credit to the profession
Time Management Examples of professional behavior include, but are not limited to:
- Completing tasks and assignments on time
Patient Advocacy Examples of professional behavior include, but are not limited to:
- Not allowing personal bias or feelings to interfere with patient care
- Placing important care-related needs of patients before personal inconvenience
- Protecting and respecting patient confidentiality and dignity
- Respecting the patient’s rights to self-determination and confidentiality
Practice the principle of beneficence “do good”
Competent Delivery of Service Examples of professional behavior include, but are not limited to:
- Mastering and refreshing skills
- Following policies, procedures, protocols, and orders
- Treating patients in a way that you would like to be treated yourself, or that you would treat family
- Practicing non-maleficence “do no harm”. Refer and consult for the welfare of the patient.
- Practice the principle of justice by treating people fairly
- Consistent complete and accurate documentation of patient care
- Consistent documentation of learning activities (continuing education)
- Being thoroughly prepared for patient care
Self Confidence Examples of professional behavior include, but are not limited to:
- Exercise good judgment
- Thorough preparation for patient visits
- Be clear and reassuring about areas of mastery and experience
- Demonstrating an awareness of strengths and limitations
Appearance and Personal Hygiene Examples of professional behavior include, but are not limited to:
- Wearing appropriate clothing or uniform that is neat, clean and well maintained
- Good personal hygiene and grooming
Examples of professional misconduct include but are not limited to:
Discrimination/Harassment: Examples of professional misconduct include, but are not limited to:
- Harmful verbal or physical conduct that constitutes illegal bias or prejudice towards others (discrimination). This includes the distribution, display or communication of materials such as books, posters, magazines, cartoons, cards, emails, advertisements, photographs, videos, social media postings, in a manner that interferes with the right of others to have access to UMB’s academic and professional activities and facilities without discrimination.
- Derogatory or demeaning verbal or physical contact that is persistent, unwelcome, offensive, prejudiced, or threatening in nature.
Malfeasance/Carelessness: Examples of professional misconduct include, but are not limited to negligent, reckless, knowing or intentional:
- Falsification of records
- Recording untruthful information describing patient procedures
- Recording untruthful information describing patient medications
- Delivering a crown with open margins
- Prescribing treatment that is not indicated
- Performing unnecessary treatment
- Recording an incomplete, or inaccurate health history
- Failure to update the health history
- Failure to take into account a patient’s relevant medical history during treatment
- Failure to obtain second opinions, consultations, or referrals when indicated
- Failure to follow policies, procedures, protocols, and orders
- Failure to properly prepare for the patient visit including review of the procedure and health history
- Treating the wrong tooth
- Failure to obtain informed consent
- Failure to listen, communicate and alter or correct treatment
- Failure to generate a clear treatment plan
Violating Patient Confidentiality: Examples of professional misconduct include, but are not limited to:
- Unauthorized use or disclosure in any form (e.g., electronic, paper, oral) of PHI or individually identifiable health and demographic data (as defined in HIPAA), student educational record information (as defined in FERPA) or personally identifiable information (as defined in Maryland State law)
- Sharing pictures on social media that contain a recognizable likeness of a patient
- Sharing patient health records without authorization, proper encryption, or need-to-know
- Accessing PHI or other confidential information from an unsecured location
Safety Violations: Examples of professional misconduct include, but are not limited to:
- Using unsterilized dental equipment
- Improper cleaning and disinfection protocol
- Improper sterilization protocol
- Not following OSHA and MOSHA guidelines for bloodborne pathogens and infection control
Room Reservations Policies and Procedures
- All reservations must be made through the online form at: https://umbforms.wufoo.com/forms/room-reservation-request/ . This link can be found on the Academic Affairs webpage under services.
- Online reservation requests should include the name of the requesting department/ organization/ person for whom the reservation is being made, a contact email and phone number, the number of participants, and start and end times.
- Requests for recurring room reservations require an end date. Recurring room requests are only considered for mission driven activities (e.g., for academic courses or for departmental meetings) and will only be made for an academic year or calendar year, respectively.
- For scheduling on the ground floor, DDS, DH, and ADE academic program activities receive priority.
- For conference room scheduling during lunchtime (12-12:50pm), faculty meetings receive priority.
- Please note that room requests for Mondays from 1-1:50pm are made only for departmental and faculty/staff meetings.
- During the academic day (8am to 5pm) UMSOD student organizations may reserve rooms only during the lunch hour (12:00-12:50pm) Monday through Friday. For equity and given the number of SOD student organizations, reservations may need to be limited and based on room availability. SOD student organization reservation requests for after 5:00pm must be accompanied by an email to dental reservations (dres@umaryland.edu) from the faculty advisor or their faculty designee stating that they will be present during the entire meeting.
a. Please also see our Guidance for Student Organization Requests and Room Allocation (below).
- Due to the academic needs of UMSOD programs, room requests from non-SOD organizations will be considered based on room availability. If recurring meetings are requested, they should be submitted on a rolling basis to allow for ongoing review of space availability and UMSOD requests.
- Please also review the Space Usage Policy
- Neither food nor drink are permitted in the ground floor lecture halls (G205, G307, G310, and G314). Please reference the Food and Drink Policy.
- It is the responsibility of the room requester to ensure the room is left clean and in order after use, including returning furniture to its original configuration. Any extra chairs brought into the room must be returned to their original location.
- All reservations will end at 10 minutes before the hour to allow subsequent reservations to begin on time.
- All changes and cancellations must be communicated to the Office of Academic Affairs by emailing dres@umaryland.edu so that calendars can be updated and room reservations can be released.
- Every effort is made to accommodate room requests; however, given the high usage of rooms, there will be instances when groups may be reassigned based on room size, as well as when academic and/or business activities require priority. In such instances, updates will be communicated to room requester and reflected on the room monitors.
Updated: January 2019
Updated: October 2021
Updated: January 25, 2023
Reviewed and updated: October 2024
Reviewed and updated: July 2025
Guidance for UMSOD Student Organization Requests and Room Allocation
- Room reservations for SOD student organizations will be made after such organizations are approved by the Office of Student Affairs.
- For conference room scheduling during lunchtime (12:00–12:50 p.m.), faculty meetings will receive priority. Therefore, UMSOD student organizations room reservations for meetings will generally be provided on the ground floor.
- Room requests for Mondays from 1-1:50pm are made only for departmental and faculty/staff meetings.
- During the academic day (8am to 5pm) UMSOD student organizations may reserve rooms only during the lunch hour (12:00-12:50pm) Monday through Friday. Given the number of SOD student organizations, reservations may need to be limited as based on equity allocation. Student organization room requests for meetings after 5:00pm must be accompanied by an email to dental reservations (dres@umaryland.edu) from the faculty advisor or their faculty designee stating that they will be present during the entire meeting.
- If a UMSOD student organization expects to need recurring meetings during the semester, the request should be submitted after the respective student organization has been approved by the Office of Student Affairs in the fall semester or after the first day of classes for the spring semester and will be considered on a semester basis. Based on projected room availability, student organizations should expect to receive ~ 2-3 room reservations per month. Additional reservations may still be requested but will be reviewed for equitable allocation and could be modified or cancelled accordingly.
- Every effort is made to accommodate room requests; however, given the high usage of rooms, there may be instances when groups may be reassigned based on room size, as well as may be rescheduled or cancelled. In such instances, updates will be communicated to the room requester and reflected on the room monitors.
Social Media Policy - Student Behavioral Expectations
The purpose of this policy is to promote, instill, and support civil, respectful, and personally ethical habits of communication and character that will help University of Maryland School of Dentistry (UMSOD) students be successful in their lives and in their professional endeavors. The UMSOD is committed to preparing students to become exemplary professionals and leaders. The UMSOD recognizes that professional students, unlike most employees, may be less aware of the relationship between social media use and possible effects on professionalism and professional reputation. Towards that end, this policy is also an educational resource for students.
Society affords the privilege and obligation of self-governing to the dental profession. According to the ADA Code of Conduct, to fulfill this privilege, “high ethical standards should be adopted and practiced throughout the dental school educational process and subsequent professional career.” Social media is “real life.” Behavior in social media is no different than in UMB email, classroom lectures, or conversation with friends while at school. Risks to your privacy, reputation, future employment, and general well-being come from the extensive access and public nature of social media. Anything that is considered unprofessional offline is likely also inappropriate online.
Guidelines for Student Behavioral Expectations
- Students should act with awareness to use social media as a tool to establish and improve professional networking. Effective and responsible use of social media during their time in their academic program may serve as the digital foundation of a student’s professional identity/brand upon graduation.
- Students should take ownership for their actions, or inactions, on social media and recognize the short- and long-term implications associated with its use. Students are strongly encouraged to be aware that social media may serve as a publicly accessible accounting and long-term archive of their pursuit of professional mastery. Students are strongly encouraged to proactively seek advice from early on from their mentors to develop an effective approach to the usage of social media. Students may also consult the Office of Student Affairs.
- Students should act with awareness of being respectful, civil, responsible, and accountable in their use of social media. A student’s First Amendment right to make a statement does not mean that the speech has no consequences in terms of impact on others including their classmates, future employers and judgments made by third parties.
- Students should act with awareness that they may not imply that they are speaking on behalf of the School of Dentistry or the University of Maryland.
- Students should be aware of the lack of privacy intrinsic to social media. For instance, communications intended to be private may be widely shared by the receiver and published widely.
- Students should be aware of the influential power inherent in social media. For example, a message that a student intends to be funny or simply informative may be published widely.
- Students should act with awareness of the speed inherent in modern social media. For instance, a student may post a statement to a nonpublic account, have the statement photographed and uploaded to a public social media page and begin receiving abusive messages within a very short timeframe.
- Students should expect to be held responsible for what they say in all places, including on social media.
Policy
- The School may, but does not regularly access, publicly accessible information relating to a student, prospective student, or applicant’s social media accounts. However, students will be held accountable when UMB or SOD makes a finding that they have violated the Code of Conduct. Students will be subject to sanctions for illegal discriminatory harassment such as social media content that is found to create a hostile educational environment.
- Students may not claim or imply that they are speaking on behalf of the School or University, or as an agent of the state of Maryland. When it may be unclear that a student is expressing a personal opinion, use of a disclaimer is appropriate, i.e.: “The opinions expressed are the author’s own and do not necessarily reflect the views of the University of Maryland School of Dentistry.”
- Students may not post messages that are harmful to another. This includes harassment, defamation, or imminent lawless action.
- Students may not intentionally inflict emotional distress on others.
Actions contrary to UMB and SOD policy are subject to possible disciplinary action resulting from referral and review by the UMSOD Judicial Board, formal Grievance complaints or response by UMSOD or UMB officials as appropriate.
Approved by Faculty Council August 23, 2021
Updated: January 11, 2022
Space Usage Policy
In accordance with USM and UMB policy, academic activities of the School of Dentistry take priority over all other uses of School facilities. In additional certain areas within the Dental School because of health and safety reasons are not available to campus or outside groups. These areas are defined as follows:
1. The entrance lobby to the School of Dentistry
2. All clinical areas including: reception/waiting, laboratories, operatories, recovery rooms, prep dispense and sterilization (except for outside professional licensing organizations)
3. All research and teaching laboratories
Requests from campus groups and outside groups must be submitted to the Office of the Dean. Use of space by an outside group may be subject to payment of a fee in accordance with UMB Policy.
Requests from campus or outside groups for use of space within the Dental School will be considered and acted on by the Dean or his designee. In addition, the Dean or Designee shall use his/her discretion in the assignment of space for campus and outside groups.
Treatment Participation Policy
As a part of the educational process, dental and dental hygiene students will be required from time to time to satisfactorily participate in diagnostic, therapeutic, and nontherapeutic oral health care services. Each student will be required to participate as a caregiver and as the patient. This requirement is disclosed before admission. By enrolling, each student consents to this requirement. Student patients may be provided care by any assigned student or faculty member. All personal health care information provided to the school by a student patient is confidential in nature, will be treated with the confidentiality accorded a patient record under Maryland health care laws and school policy, and will be used only in connection with delivery of oral health care services. Exceptions to this required participation in educational activities may be warranted in extraordinary circumstances, such as a high risk to the student-patient or to the provider associated with the delivery of treatment. Applicants or students with concerns about such situations should contact the chair of the Clinical Operations Board, who has the authority to determine when exceptions will be granted.
Reviewed: August 1, 2016
Title IX Policies
http://www.umaryland.edu/titleix/
UMB's Title IX Compliance Team
Title IX Coordinator
Tim Koch, JD, PhD
410-706-1851
UMB Policy Concerning Prevention and Management of Student and Employee Infection with Bloodborne Pathogens
The School of Dentistry fully subscribes to the University of Maryland Policy Concerning Prevention and Management of Student and Employee Infection with Bloodborne Pathogens (https://www.umaryland.edu/policies-and-procedures/library/administration/policies/vi-1100a.php), which became effective July 1, 1994. All enrolled students receive a copy of this policy statement as part of their matriculation documents. Individuals seriously considering applying to any of the School of Dentistry’s programs should request a copy of the policy from the Office of Admissions and Student Affairs or should view the policy on the web by clicking the policy name above.
Doctor of Dental Surgery and Bachelor of Science in Dental Hygiene Applicants
Although students are strongly encouraged to complete the three-shot Hepatitis B immunization series before matriculation, entering students who have not been appropriately immunized against HBV will receive their first vaccination during Dental School orientation through Student and Employee Health. The second and third vaccinations will occur at one- and six-month intervals, respectively. Students may not participate in clinical or other activities in which they may be placed at occupational risk until at least one month after the second in the series of HBV immunizations. Failure to complete the series in a timely manner could result in delayed progress through the curriculum or dismissal from enrollment.
Use of School of Dentistry Facilities After Graduation Policy
Recent graduates periodically request clinical privileges and/or permission to work in the pre-clinical laboratories after graduation. In the vast majority of cases, these individuals need to screen patients or practice manikin exercises for various licensing boards. The School of Dentistry would like to honor as many requests as possible, but the school must ensure patient safety, act in accordance with University policy, and guarantee that the institution and the graduates are protected in matters of liability.
The following guidelines must be followed to use the facilities:
Summer Session
- Only requests of UMB School of Dentistry graduates without Maryland licensure will be considered.
- Graduates must submit an application through Admissions and Student Affairs and register with the Office of Academic Affairs as special students.
- Fees will be determined by the administration. In most cases, School of Dentistry and University fees will be waived for individuals who receive a May diploma.
- Graduates must report to their former GP manager if they wish to screen or treat patients. If patient treatment is required, graduates must contact the appropriate department chair for assignment to supervising faculty.
- All patients must be registered and screened in accordance with normal screening procedures.
- School of Dentistry faculty must supervise all screening and clinical procedures. Fees for patient treatment must be charged, in accordance with the predoctoral clinical fee schedule.
- Graduates may practice on their own typodonts with faculty supervision. Manikin rods may be checked out from the prep-dispense areas, but no materials (acrylic, burs, etc.) will be provided by the school.
- May graduates cannot use the school after July 31st. The official Fall Semester begins August 1 of each year.
Fall and Spring Semesters
- Only requests of UMB School of Dentistry graduates without Maryland licensure will be considered.
- Graduates must submit an application through Admissions and Student Affairs and register with the Office of Academic Affairs as special students.
- Fees will be determined by administration. In most cases, University fees must be paid, but School of Dentistry tuition and fees will not be assessed.
Reviewed: August 1, 2016
Vendor Presentation Policy
Scope of Policy
This policy applies to any individual, company, or organization—including pharmaceutical firms, dental device and equipment manufacturers, research service providers, and advocacy groups—seeking to interact with UMSOD students, residents, faculty or staff. "Industry" refers to both for-profit and nonprofit organizations with an economic interest in promoting or opposing specific dental or health-related products, services or methods.
A vendor is defined as any party wishing to demonstrate products, offer services or solicit membership on behalf of an organization, business or professional association.
Vendor/Presenter Invitation Process
Vendors or presenters may initiate contact with a faculty member or faculty may reach out to a vendor or presenter. Faculty are solely responsible for coordinating with students and residents regarding presentations; vendors and presenters must not contact students or residents directly about any presentation, whether on campus, off-site, or virtual.
Faculty Responsibilities
- Faculty must thoroughly review all products or services before inviting a vendor or presenter. Demonstrations or discussions should be supported by published evidence of clinical efficacy or equivalent evidence for non-oral health products.
- Faculty must consult with the Office of Institutional Advancement when planning vendor presentations to ensure balanced representation and comprehensive vendor involvement.
- Inviting faculty must complete the Vendor Presentation Form and secure their Department Chair’s signature.
- The faculty member is responsible for determining which student classes are appropriate for the presentation, especially when specialized training is required.
- The inviting faculty member must attend the vendor/presenter’s presentation.
- If the inviting faculty member serves as a consultant for the presenting company, at least one competing company must be offered an equal opportunity to present. The faculty member must disclose any financial relationship with the vendor or presenter before the presentation.
- Faculty are encouraged to facilitate critical evaluation and post-seminar discussion of the products and supporting evidence.
Presentation Guidelines
- Presentations must directly relate to the academic or research missions of UMSOD and not serve solely as marketing platforms.
- Vendors and presenters are not permitted to conduct sales, enter contracts or collect student or resident contact information during events. Student and resident contact information must not be released to vendors/presenters.
- Handouts with website and contact information may be provided to students.
- Vendors and presenters may not bring or serve food at lunch and learn or in-service training events as this is considered a personal gift. They may provide unrestricted educational grants or donations for UMSOD to arrange catering.
- Vendors/presenters are not permitted to issue continuing education credits for lunch and learn or in-service training events.
- Any products or materials for UMSOD events must be shipped to:
UMSOD Office of Development and Alumni Relations
650 W. Baltimore Street
Baltimore, Maryland 21201
Attn: Mr. Michael Buccino, Office # 6204.
Items may not be sent directly to students or residents.
- Vendor presentations to students should supplement, not replace, faculty-led seminars.
- All vendors and presenters must sign in at the UMSOD security desk, providing name, company affiliation and faculty sponsor upon each visit.
Off-Campus and Affiliate Sites
All restrictions and prohibitions in this policy apply equally to interactions with vendors and presenters at affiliate sites, off-campus locations and during virtual presentations.
Student and Resident Interactions
- Individual students may choose to share their contact information with vendors or presenters for personal purposes only, not to arrange presentations at the school.
- Registered student groups must coordinate educational presentation ideas in advance with their faculty advisor, program director or other UMSOD official. Faculty should initiate invitations for such presentations.
- All communications from vendors to students should be forwarded to the Office of Student Affairs for response.
- Students and residents are prohibited from inviting or engaging vendors/presenters to make presentations to UMSOD faculty, students or residents.
Disciplinary Actions
No Implied Endorsement
Vendor participation in UMSOD events does not imply endorsement or recommendation by the University of Maryland School of Dentistry. Vendors are responsible for ensuring their products, services and membership solicitations comply with all legal, regulatory and professional standards. UMSOD reserves the right to deny or revoke vendor approval or access if a conflict is determined to compromise the integrity, interests or policy of the institution.
Reviewed: August 1, 2016
Updated: September 1, 2018
Updated: October 13, 2025