Policies and Procedures

Agnes Scott College does not discriminate on the basis of gender, race, color, national origin, religion, sexual orientation, gender identity, gender expression, age, or disability in the recruitment and admission of graduate and post-baccalaureate students.  This nondiscrimination policy also applies to all the rights, privileges, programs, and activities generally accorded or made available to students at the college, and to the administration of educational policies, scholarship, and loan programs and all other programs administered by the college.

Agnes Scott College is committed to providing a healthy learning and work environment that is safe and characterized by mutual trust and respect for all members of our community. This commitment, as well as the college’s obligations under federal law, means that the college will not tolerate discrimination against or harassment of any individual or group based upon race, color, national origin, religion, sex, sexual orientation, gender identity, gender expression, age, disability or veteran status or any other prohibited factor under law.

Federal and State Civil Rights laws protect individuals from discrimination based upon all protected classes. Additionally, Title IX of the Education Amendments of 1972 protects individuals from discrimination based on sex, including sexual harassment and sexual violence, in education programs or activities which receive federal financial assistance. Members of the community who believe they have been subjected to discrimination, harassment, including sexual misconduct or harassment, are encouraged to report these incidents. Third-party and anonymous reports are also welcome. Once the report has been submitted, the Vice President for Equity and Inclusion or the Title IX Coordinator will act accordingly, which will include a notification regarding receipt of report and further guidance on how the matter will proceed. After a thorough Initial Assessment of early information for the individuals involved, a decision will be made on whether a potential violation has occurred, whether the parties may resolve the matter informally, or whether a formal investigation is warranted.

Reports, comments, questions, or concerns should be communicated to:

FILE A BIAS CONCERN REPORT

FILE A TITLE IX GENDER-BASED REPORT

Students who do not wish to report sexual misconduct to the college may speak confidentially with on-campus and off-campus confidential resources.

Agnes Scott College strives to address student concerns in a responsive and prompt manner. Students are encouraged to resolve concerns themselves by first talking directly with the college representative involved. The vice president for student affairs and dean of students is available as a resource for students who have complaints.

Student complaints are defined as grievances or general dissatisfaction with the college and/or its employees. 

Agnes Scott distinguishes between student complaints and student appeals of college policies and decisions. A student’s appeal, whether for an exception to a policy, of a decision made by a judicial body or of a financial aid award, is not considered a student complaint. There are specific procedures in place for students who wish to make an appeal; these procedures vary according to the type of appeal. Information about appeal procedures can be found in the relevant sections of the Student Handbook and/or the Agnes Scott College undergraduate and graduate catalogs.

Separate policies and/or procedures for disputing final grades and for reporting violations of the college’s Title IX, discrimination and consensual relationship policies are found in the Agnes Scott College undergraduate and graduate catalogs and/or the Student Handbook.

In addition, there are multiple processes in place for students who have a complaint about another student. These include through the Honor System and through informal conflict resolution processes via residence life for residential community standards concerns or via the dean of students for non-residential concerns. Students seeking guidance on resolving a complaint against another student should contact the vice president for student affairs and dean of students to discuss informal options. If a formal process is necessary, the student will be referred to other processes available at the college.

The following procedures are to be followed for all other types of complaints.

I. Informal Complaint

A student who has a complaint about Agnes Scott College and has not been able to resolve it by speaking with the individual(s) involved should discuss the issue with the college official responsible for that area of the college. The student should attempt to resolve the issue informally within 30 days of the occurrence. If the matter still cannot be resolved, then the student may file a formal written complaint.

II. Formal Complaint

A student who has attempted to resolve the issue through the informal complaint process and is still not satisfied may file a formal written complaint with the vice president for academic affairs and dean of the college or the vice president for student affairs and dean of students. This should be done as soon as possible after the informal process is completed but within six months of the occurrence. The student must complete the Student Complaint Form, which is available in the Office of the Vice President for Student Affairs and on the college’s website. If the complaint is about a vice president of the college, the student should file the complaint with the Office of the President. If the complaint is about the president of the college, the student is advised to speak with the vice president for student affairs or the student may file a formal written complaint by submitting the complaint form to the secretary of the board in a sealed envelope addressed to the Chair of the Board of Trustees. 

III. Procedures for Resolution of Formal Written Complaints

1. Depending on the nature of the formal complaint, the Office of the Vice President for Student Affairs, the Office of Academic Advising or the Office of the President will log the formal complaint and send it to the appropriate officer of the college for resolution.
2. The officer (or their designee) will review the written complaint and respond to the student within 10 business days while the college is in session.
3. If the complaint involves a specific staff or faculty member’s action, the officer should consult with the director of people and culture for guidance. The officer will also inform any named staff or faculty member upon receipt of a formal complaint, which names that person. Depending on the nature of the complaint, the officer may call together all involved parties, mediate the situation and find a reasonable solution. If no resolution is found or the resolution is unsatisfactory to any party, the student or an individual directly involved in the dispute may petition in writing to the Judicial Review Committee within 3 business days of the attempt to mediate and settle the matter. An officer can also send the complaint directly to the Judicial Review Committee, if they choose, in lieu of mediation.

The Judicial Review Committee has 30 days to hear each side of the dispute and render a decision. If a specific staff or faculty member’s action is in question, the vice president for equity and inclusion, who oversees the Office of People and Culture, will be an ex officio member of the Judicial Review Committee. Additionally, if a faculty member’s action is in question, the president of the Faculty Executive Committee will also be an ex officio member. The committee will announce its findings and recommendations in writing to all parties involved. Deliberations of the Judicial Review Committee are confidential. Current procedures of the Judicial Review Committee will be followed; no legal representation or recording devices will be permitted at committee meetings. The committee’s decision is final. All parties are expected to respect the confidentiality of the committee’s decision.

A refund refers to college charges that are refunded to the student and/or to the financial aid sources that covered those charges.  Refunds are made within 30 days of the student’s complete withdrawal from the college.  Students who withdraw from all classes at Agnes Scott on or before the first class day of a semester will receive a full refund of any payment made toward tuition and student program fees.  The $500 enrollment deposit is non-refundable. 

Agnes Scott's institutional refund schedule* for tuition when a student withdraws from a course is:

• 90 percent tuition refund (per class) when withdrawal is within the first week of the semester
• 50 percent tuition refund (per class) when withdrawal is before the end of the third week of the semester
• 25 percent tuition refund (per class) when withdrawal is before the end of the sixth week of the semester
• No refunds after the end of the sixth week of the semester 

The semester begins with the first day of regularly scheduled classes, as noted on the academic calendar maintained by the Office of Registrar.  The first week of the semester is the seven-day period beginning on the first day of class.  The point of withdrawal is measured in weeks, and the student is considered to have withdrawn within a given week, as defined above, if the withdrawal date is prior to the end of that week.

The date of withdrawal from the college and emergency leaves of absence is defined as the last date of class attendance.  The notification date for withdrawals from one or more classes is defined as the date when the Office of Graduate Advising receives notification from the student.  The student must initiate the withdrawal process by contacting their program director and then complete the appropriate digital form.  Withdrawal is complete upon receipt of the completed form’s electronic submission.

*This is an approximate refund schedule. 

Program policies must apply to all students, principal faculty and the program director regardless of the instruction or work location. All students must submit a signed affidavit during their Class Welcome Week, acknowledging they have reviewed the Cornwall Hawkes PA Program Handbook and policies. 

Prospective and enrolled students are not required to provide or solicit clinical sites or preceptors.

The Cornwall Hawkes PA Program is responsible for securing all student rotation sites through a fully executed, or signed, affiliation agreement. 

Program policies must apply to all students, principal faculty and the program director regardless of location.  A signed clinical affiliation agreement may specify that certain program policies will be superseded by those at the clinical site. The program is not in control, nor does it have input into policies, procedures, and protocols at clinical institutions. Each clinical partner determines its own process for accepting requests for exemptions. 

Any clinical opportunities that become available to a student on a clinical rotation that fall outside of the original assignment are subject to approval by the program director and require a current/valid school affiliation agreement.

Provision of Health Care to Students

The program director, principal program and instructional faculty, staff, medical director, and program guests will not participate as health care providers for students enrolled in the program and will not have access to any student health information provided to Student Health Services other than defined in this policy.

Health Screening Requirement

Prior to matriculation into the Cornwall Hawkes PA Program all students are required to submit an updated medical examination form, which includes a current physical examination and TB screening.

Immunization Requirements

Students are required to meet the immunization and vaccination requirements of the College, clinical rotation sites, and Centers for Disease Control and Prevention (CDC) prior to matriculation and the entire duration of the program. The Physician Assistant program’s policy on immunizations and health screenings is based on the current Centers for Disease Control and Prevention recommendations for health professionals. 

All students must provide documentation that these immunizations have been completed prior to matriculation and must maintain documentation throughout their training. Records must be submitted to the third-party company, ACEMAPP Assure, that the College has partnered with for immunization compliance. Prior to the first day of classes, students will be expected to upload their health records into eMedley. A designated staff member is responsible for reviewing student compliance. Exceptions to the health requirements listed below will be considered on a case-by-case basis, only with documentation from a medical provider, and must be discussed prior to matriculation.

1. All PA students are required to have evidence of Tuberculosis testing. The program will accept any of the following documentation: 
   
   1. Negative TB skin test or negative T-Spot or QuantiFERON Gold blood test.
   2. In the event of a positive TB test, latent TB infection or TB disease, students must have a negative chest x-ray at the time of diagnosis or treatment. If a student has had TB disease, medical evaluation that the student has been treated for TB disease is required. 
   3. PA students must receive follow-up TB testing annually. Prior to the start of the first clinical rotation, students will provide documentation of a negative two-step TB skin test (Step 1 within the last 12 months and Step 2 within the last 90 days) or negative T-Spot (within the last 12 months) or QuantiFERON Gold blood test (within the last 12 months).
2. Complete Hepatitis B immunization AND positive Hepatitis B Surface Antibody titer
   
   1. If Hepatitis B Surface Antibody is negative, a Hepatitis B Surface Antigen will be required
3. Two (2) MMR (Measles, Mumps, & Rubella) vaccinations (immunization record required) OR positive blood titers for all three components (lab report required)
4. Positive Varicella (chicken pox) IgG titer (lab report required) or two dose vaccine series
5. Complete Tdap (Tetanus/Diphtheria/Pertussis) vaccination AND recent Tdap (booster) within the past 10 years (immunization record required)
6. Influenza vaccination is required for the current annual flu session. If the influenza vaccine is contraindicated, you are required to to wear a mask while at the clinical site
7. Covid:
   1. A completed covid vaccination series is required for the Physician Assistant program as it is required for clinical rotation sites.
   2. COVID-19 testing (if applicable)
8. Meningococcal B vaccination. Two-dose series six months apart.
9. CLINICAL YEAR STUDENTS: Please note that clinical sites may require additional physical examination, vaccinations, and/or documentation prior to completion of Supervised Clinical Practice Experiences (SCPEs). Note, some clinical sites may require students to upload these health records through a third party vendor, such as ACEMAPP. Students who fail to submit these documents will not be permitted to begin clinical experiences, which will result in the inability to complete the clinical rotation opportunity, therefore delaying graduation. Exceptions to the above health requirements will be considered on a case-by-case basis, only with documentation from a medical provider, and must be discussed prior to matriculation. Personal reasons for declining immunizations will not be considered due to requirements for clinical rotation placements. A request for an exemption is not a guarantee that it will be granted. Even with approved exemptions, the PA program cannot guarantee timely clinical placement under these circumstances. It is important to understand that participating in some clinical experiences may be prohibited without completion of immunization requirements, even for valid medical and/or religious reasons, resulting in the program’s inability to place students at clinical sites and potentially resulting in a significant delay in graduation. The PA program cannot guarantee timely placement under these circumstances. It is for this reason that the program requires students to discuss such issues prior to matriculation. A request for an exemption is not a guarantee that it will be granted. Alternative placement sites are limited and not guaranteed. The program will not be responsible for finding additional alternative placement sites.

The Cornwall Hawkes PA Program does not offer elective international Supervised Clinical Practice Experiences (SCPEs). The Program recommends that students traveling internationally follow the current CDC recommendations for international travel, but does not have a travel health policy.

The program director, medical director, and the principal and instructional faculty do not act in the capacity of a health care provider for students in the physician assistant program. In the event of a medical emergency with a student, the program faculty follow College processes and procedures regarding sick or injured students or employees. Upon hire, physician assistant program faculty and staff are informed that acting in the capacity of health care providers for students is not within the scope of their duties and responsibilities. 

Students are responsible for purchasing and maintaining personal health insurance, and the College provides services to students through its student health services.

Office of Accessible Education

Agnes Scott College views disabilities as an integral part of the rich diversity of our community.  The College is committed to providing equal educational opportunities to all students and complies with Section 504 of the Rehabilitation Act of 1973, as amended, and the Americans with Disabilities Act Amendments Act of 2008.  The Office of Accessible Education collaborates with students, faculty, and staff to help create an inclusive educational environment for students with disabilities.  We also engage in outreach across campus to promote a welcoming and accessible environment.  Accessible Education provides accommodations, services, and resources to students with varying disabilities including psychological, medical, physical, or learning specific.  Academic accommodations may include but are not limited to the use of accessible textbooks or readings, a note taker, extended time for examinations and quizzes, a reduced-distraction environment for examinations and quizzes, or use of word processing for examinations. Accommodations are not retroactive. 

Process for Requesting Accommodations

1. Students requesting Academic Accommodations should submit the New Student Application along with supporting documentation from their treating health care provider. Please see the Documentation Guidelines for additional details. Please note that the requesting student should not delay completing the New Student Application out of concern for not having the right documentation. The Office of Accessible Education staff will discuss specific third-party documentation needs during the Welcome Meeting and steps the student can take after the meeting.
2. After submitting the New Student Application, the information will be reviewed and assigned to an Office of Accessible Education staff member.  This process takes up to two business days. Once the requesting student has been assigned to a staff member, the student will be sent a “Schedule your Welcome meeting with OAE '' email to their Agnes Scott email account.  The email will have contact information for the assigned staff member and information for how to schedule the appointment. Initial appointments last approximately 45-60 minutes.
3. During this meeting the OAE staff member and student will discuss reasonable accommodation based on the submitted documentation and how the student will implement the accommodation(s). OAE staff will also discuss campus and community resources that you can utilize as part of your success network, and next steps.
4. OAE will then provide instructors with a Course Accessibility Letter. Students should collaborate with their instructors to determine how the accommodations will be implemented in their course.  A student should meet with their instructors as early as possible to discuss accommodations and other specific arrangements or questions that they may have about the course.
5. Students should complete any other requests that were discussed during their OAE appointment prior to the close of the first class meeting or as early as possible (i.e. books in alternate format, scheduling test accommodations, etc.)
6. When questions, challenges and concerns arise, students should contact the Accessible Education staff at accessibility@agnesscott.edu or 404-471-6440.

Accommodations or status will not be indicated on academic transcripts. In order to receive accommodations in a class, students with sensory, learning, psychological, physical or medical disabilities must provide their instructor with the Course Accessibility Letter.  New letters are provided each semester. Students with a history of a disability, perceived as having a disability, or with a current disability who do not wish to use academic accommodations are also strongly encouraged to register with the Office of Accessible Education.  

In the event that a student is identified as experiencing academic difficulties, the student will meet with the course director and/or faculty advisor as soon as possible. In certain circumstances, the program director may be involved during these meetings as well. Prior to this conference, the student should conduct a personal self-assessment focusing on potential sources of difficulty and identifying possible plans for improvement. Following these gatherings, the faculty will promptly assist the student in identifying institutional resources and/or student services to assist the student in their continued success in the program, which may include referral for professional counseling offered at the Agnes Scott College.

Confidential counseling services are offered for all enrolled Agnes Scott students by licensed clinicians. Services include individual and group counseling, consultation and referral services, outreach, and programming. Students seek counseling for a variety of concerns including managing relationships, handling family problems, coping with stress, handling a crisis, eating and/or body image concerns, improving study skills, improving time management, increasing self-esteem, and dealing with alcohol and/or drug concerns.

Individual counseling involves one-on-one meetings with a counselor and sessions may vary in time.  Group counseling is offered on an as-needed basis and involves three or more students meeting with one or more counselors to deal with shared concerns.

The center’s wellness educational programs include stress reduction, prevention of illness, self-care, and promotion of and encouragement of positive health practices. Reference materials on wellness issues are also available.

The PA program curriculum is structured as a 24-month sequential training program based on 102 credits. To progress to the next semester, a student must satisfactorily complete all academic requirements for the preceding semester, including successfully completing all remediation plans. If the student is placed on academic notice at any time during or at the conclusion of a semester, they must meet the criteria for good academic standing by the end of the subsequent semester to progress through the program. At the conclusion of each semester, the Academic Performance Committee performs a holistic review of each student’s performance in order to make recommendations for continuation to the subsequent semester. Although a letter grade of C is considered passing, students earning multiple letter grades of C may indicate knowledge gaps and put those students at risk for not reaching the required academic standards for continued advancement in the PA program. These recommendations are made to the Program Director who has authority to approve the recommendations. In order for a student to progress from the didactic phase into the clinical phase, they must also be recommended for continuation by the Academic Performance Committee and approved by the Program Director.

In order for a student to remain in good standing while enrolled in the Cornwall Hawkes PA Program, the student must:

• Obtain a minimum letter grade of “C” (70.00% or better) in all didactic courses and supervised clinical practice experiences (clinical rotations) 
• Maintain a semester grade point average (GPA) of ≥ 3.000 (on a 4.000 scale). 
• Uphold the expected technical and professional standards of an Agnes Scott PA student. 
• If a student does not maintain these requirements, they may be placed on notice or dismissed from the program.

In order to successfully complete the didactic year of the program and enter the clinical year, the student must:

• • Achieve good academic standing, as described above, before starting the clinical year
• • Submit documentation of required screenings/immunization updates and any clinical site-specific additional clearances to include an additional drug screen and background check 
• • Maintain current American Heart Association Basic Life Support and Advanced Cardiovascular Life Support certifications
•  • Be recommended for progression to the clinical year by the Academic Performance Committee

Requirements for Graduation 

• Completion of the Master of Medical Science (102 semester hours) with a passing grade in each course and with a 3.0 cumulative grade point average. 
• Successful demonstration of professional and academic performance standards throughout the student’s career in the Cornwall Hawkes PA Program. 
• Successful demonstration of competencies, which the program defines as “the knowledge; interpersonal, clinical, and technical skills; professional behaviors; and clinical reasoning and problem-solving abilities required for PA practice.” (ARC-PA, 2020).
• Successful completion of all components of the Summative Evaluation within the last four months of the program.
• Recommendation by the faculty of the Cornwall Hawkes PA Program with final verification by the program director. 
• Payment of all financial obligations to the college. 
• Completion of Conferral Application and regalia order form.

Agnes Scott College reserves the right to dismiss a student at any time for unsatisfactory academic performance, violations of the academic honesty policy, or conduct detrimental to the College, to the welfare of patients, or to the welfare of other students, faculty, or staff. The Program also reserves the right to dismiss a student if it is determined that a student’s conduct is not consistent with the Professionalism and Behavior Policy.  

PA students are not required to work for the program. Students do not substitute for or function as instructional faculty. Students do not substitute for or function as clinical or administrative staff.

Note: When on a clinical rotation, the student will not be utilized for administrative (front or back office) staff. If a student is asked to do so, they must notify the clinical team immediately. See the Clinical Student & Preceptor Roles and Responsibilities section.

The Physician Assistant program’s curriculum occurs in a sequential format, with each course and semester building on the prior course and semester. ARC-PA defines remediation as “a program-defined process for addressing a student’s knowledge and skill deficiencies. The process is measurable and can be documented. It is required for students who do not demonstrate mastery in a subject.” Remediation can help students improve unsatisfactory performance in demonstration of medical knowledge or skills and maintain the minimum requirements for progression through the program. The type of remediation is individualized to the student based on the identified knowledge and skills gaps but will be consistent for all students requiring remediation for the same type of learning activity/assessment. 

In general, remediation may take the form of assigned readings and case-based discussions, written self-reflection activities, individual skills training and practical examinations, faculty-directed tutoring sessions, written multiple-choice examination, written assignments, oral examinations, written response to questions missed on selected assessments, or assignment to a different clinical training site within the same specialty for additional practice.

Students earning a score less than 70.00% on a didactic exam/assessment must contact the course director within 48 hours to initiate the remediation process. Following notification of didactic exam/assessment failure, course directors will meet with students to discuss the following process and notify student faculty advisors to formally document the remediation plan. Faculty advisors will meet with the student and document identified gaps, confounding factors, strategies for improvement, any support services recommended, and the anticipated date for plan completion. The remediation plan with the timeline for completion will be recorded in the student’s EAB Starfish profile as a “Physician Assistant Remediation Plan Worksheet” note. For any given remediation plan, the course director in consultation with the student’s faculty advisor, will document successful completion. 

Didactic Year Remediation

1. For written/computer-based examinations, students must meet with the course director to determine which questions were answered incorrectly. Students must research each question and provide/cite at least 1 peer-reviewed reference textbook or journal article to correctly answer each question. PANCE Prep/Review text, lecture PowerPoints, and Blueprint (ROSH) review questions are not acceptable resources. At the completion of the remediation assignment, students will be allowed to retake the examination with a maximum grade of 70.00% on the individual exam. Remediation assignment and the exam retake must be completed within 2 weeks of notification.  
2. For technical skills, OSCEs, or practical skills examinations, students must meet with the course director to determine areas of deficiency. Students may be assigned instructional videos, case study, and/or reading assignments to review material missed.  Students will be required to demonstrate proficiency of content missed through oral case presentation or practical skills demonstration. The method is dependent on which assessment the student failed. At the completion of the specific remediation assignment, students will be reassessed with a maximum grade for any retake of a technical skill demonstration, OSCE, or practicum of 70.00%. Remediation assignment and the exam retake must be completed within 2 weeks of notification.  

Failure to meet all requirements of the remediation may result in referral to the Academic Performance Committee and disciplinary action including placement on academic notice or dismissal from the program. 

If a student scores below 70.00% on all exams in a course it will be considered a course failure regardless of the overall course grade.

Students earning a final course score of C (70.00 to 79.99%) must meet with their faculty advisor to address any knowledge gaps and design a successful study skills plan to ensure continued academic progression.

The remediation plan with the timeline for completion will be recorded in the student’s EAB Starfish profile as a “Physician Assistant Remediation Plan Worksheet” note. For any given remediation plan, the course director in consultation with the student’s faculty advisor, will document successful completion.

Clinical Year Remediation 

During the clinical phase of the program, SCPE final grades are determined by clinical preceptor evaluation, EOR exam grades, mid-rotation evaluation, and self-reflection, student evaluation of the clinical site and preceptor, assignments, completion of the student passport and patient logs, and professionalism, as outlined on each SCPE syllabus.  

Remediation of Preceptor Evaluation:

Any preceptor evaluation resulting in a score of 70.00% or less will result in a review by the Director of Clinical Education who will consult with the preceptor of record to identify specific circumstances surrounding the grade and to identify deficiencies for remediation. The Director of Clinical Education will then schedule a meeting to advise the student and devise a remediation plan that will be recorded in the student record and communicated with the student’s faculty advisor. In the case of repeated preceptor evaluation failures, the student may be placed on academic notice and brought before the Academic Performance Committee for discussion and possible dismissal.  

During the clinical year, students’ ability to proficiently complete the specified clinical and technical skills for each SCPE will be evaluated by the assigned preceptor of record as detailed in the corresponding SCPE syllabi. Failure to obtain the defined clinical or technical skills, or failure to demonstrate proficiency on these skills, will result in the student being required to remediate the skills during the allotted End of Rotation days at completion of each SCPE. All skills remediation will be completed no later than the following EOR session.

Remediation of End of Rotation (EOR) Exam:

Students must achieve a minimum score of 70.00% on their EOR exams to be considered passing. The Academic Performance Committee will strongly consider remediation of a rotation for an EOR exam grade resulting in a “C”. A student who scores below 70% on their EOR Exam, will be considered as receiving a failing grade and will require remediation, which includes completing a contemplative review of coursework pertinent to their exam deficiencies.  Following notification of necessary remediation the Director of Clinical Education will notify the student’s faculty advisor.

• The student is responsible for contacting the Director of Clinical Education within 48 hours to initiate the remediation process and schedule EOR exam retake. 
• The remediation plan will include a meeting with the Director of Clinical Education, a review of key concepts, and retaking the examination. 
• The remediation plan with the timeline for completion will be recorded in the student’s EAB Starfish profile as a “Physician Assistant Remediation Plan Worksheet” note. 
• The student must retest within two weeks and achieve a score of 70% or higher on the retake to be considered a successful remediation. 
• Please note completion of this remediation plan and retesting does not change the student’s original test grade or final course grade. 
• For any given remediation plan, the Director of Clinical Education, in consultation with the student’s faculty advisor, will document successful completion of the remediation plan “Physician Assistant Remediation” appointment note.

Students will be brought before the Academic Performance Committee and be placed on academic notice if they are unable to pass the examination on the second attempt or if they fail a second initial End of Rotation examination. Students on academic notice will meet with the Director of Clinical Education and their faculty advisor to ensure completion of the remediation plan. Remediation may result in the delayed completion of the PA program, and thus delay graduation.

Students with three initial End of Rotation examination failures will undergo review by the Academic Performance Committee and are subject to dismissal from the program.

Remediation of SCPE Course:

Failure to complete a Supervised Clinical Practice Experience (SCPE) with a final grade of “C” or higher or earning below a 70.00% on 2 EOR exams (the initial and a retake) will result in a SCPE course failure and requires remediation. Remediation includes meeting with the Director of Clinical Education and the student’s faculty advisor in scheduled meetings to complete target assignments, review medical knowledge or skill gaps, and repeating the rotation.

• One SCPE failure:
  • The student’s failure will result in delay of graduation to ensure the student completes all required clinical coursework and credit hours.
  • The student will be assigned to repeat the failed rotation at a different clinical site of the same discipline during the next available rotation block.
  • The student will be referred to the Academic Performance Committee (APC) and placed on Academic Notice.

• Outcome of Remediation

• If the student successfully passes the remediated rotation, the student will continue in the program and remain on Academic Notice in accordance with program policy.
• If the student does not successfully pass the remediated rotation, the student will continue in the program and remain on Academic Notice in accordance with program policy.
• If the student does not successfully pass the remediated rotation, the student will be referred back to the Academic Performance Committee for further review and are subject to dismissal from the program.

• In the event of a second SCPE failure:
  • The student will undergo review by the Academic Performance Committee and are subject to dismissal from the program.

Deceleration is defined by ARC-PA as “the loss of a student from the entering cohort, who remains matriculated in the physician assistant program.” Agnes Scott College’s Cornwall Hawkes PA Program is designed to be delivered on a full-time basis to students in a cohort and therefore does not decelerate students for academic, professionalism, or behavioral conduct issues. Under special consideration and in lieu of an extended LOA, the Academic Performance Committee may convene and recommend deceleration if the student’s medical knowledge, clinical or technical skills are determined to be compromised by an extended absence. Deceleration is defined by the program as the process in which an enrolled student is no longer permitted to progress through the curriculum with his or her current cohort, but is permitted to return with the next cohort. The deceleration policy is not a remediation plan and will only be granted to students in good standing. The recommendation of deceleration is at the discretion of the committee and is decided on an individual, case-by-case basis. Students typically must complete the PA program in 24 months. If deceleration is permitted, the time to completion of the program should not exceed 36 months. 

Agnes Scott College strives to address student concerns in a responsive and prompt manner. Students are encouraged to resolve concerns themselves by first talking directly with the college representative involved. The vice president for student affairs and dean of students is available as a resource for students who have complaints.

Student complaints are defined as grievances or general dissatisfaction with the college and/or its employees. 

Agnes Scott distinguishes between student complaints and student appeals of college policies and decisions. A student’s appeal, whether for an exception to a policy, of a decision made by a judicial body or of a financial aid award, is not considered a student complaint. There are specific procedures in place for students who wish to make an appeal; these procedures vary according to the type of appeal. Information about appeal procedures can be found in the relevant sections of the Student Handbook and/or the Agnes Scott College undergraduate and graduate catalogs.

Separate policies and/or procedures for disputing final grades and for reporting violations of the college’s Title IX, discrimination and consensual relationship policies are found in the Agnes Scott College undergraduate and graduate catalogs and/or the Student Handbook.

In addition, there are multiple processes in place for students who have a complaint about another student. These include through the Honor System and through informal conflict resolution processes via residence life for residential community standards concerns or via the dean of students for non-residential concerns. Students seeking guidance on resolving a complaint against another student should contact the vice president for student affairs and dean of students to discuss informal options. If a formal process is necessary, the student will be referred to other processes available at the college.

The following procedures are to be followed for all other types of complaints.

I. Informal Complaint

A student who has a complaint about Agnes Scott College and has not been able to resolve it by speaking with the individual(s) involved should discuss the issue with the college official responsible for that area of the college. The student should attempt to resolve the issue informally within 30 days of the occurrence. If the matter still cannot be resolved, then the student may file a formal written complaint.

II.  Formal Complaint

A student who has attempted to resolve the issue through the informal complaint process and is still not satisfied may file a formal written complaint with the vice president for academic affairs and dean of the college or the vice president for student affairs and dean of students. This should be done as soon as possible after the informal process is completed but within six months of the occurrence. The student must complete the Student Complaint Form, which is available in the Office of the Vice President for Student Affairs and on the college’s website. If the complaint is about a vice president of the college, the student should file the complaint with the Office of the President. If the complaint is about the president of the college, the student is advised to speak with the vice president for student affairs or the student may file a formal written complaint by submitting the complaint form to the secretary of the board in a sealed envelope addressed to the Chair of the Board of Trustees. 

III. Procedures for Resolution of Formal Written Complaints

1. Depending on the nature of the formal complaint, the Office of the Vice President for Student Affairs, the Office of Academic Advising or the Office of the President will log the formal complaint and send it to the appropriate officer of the college for resolution.
2. The officer (or their designee) will review the written complaint and respond to the student within 10 business days while the college is in session.
3. If the complaint involves a specific staff or faculty member’s action, the officer should consult with the director of people and culture for guidance. The officer will also inform any named staff or faculty member upon receipt of a formal complaint, which names that person. Depending on the nature of the complaint, the officer may call together all involved parties, mediate the situation and find a reasonable solution. If no resolution is found or the resolution is unsatisfactory to any party, the student or an individual directly involved in the dispute may petition in writing to the Judicial Review Committee within 3 business days of the attempt to mediate and settle the matter. An officer can also send the complaint directly to the Judicial Review Committee, if they choose, in lieu of mediation.

The Judicial Review Committee has 30 days to hear each side of the dispute and render a decision. If a specific staff or faculty member’s action is in question, the vice president for equity and inclusion, who oversees the Office of People and Culture, will be an ex officio member of the Judicial Review Committee. Additionally, if a faculty member’s action is in question, the president of the Faculty Executive Committee will also be an ex officio member. The committee will announce its findings and recommendations in writing to all parties involved. Deliberations of the Judicial Review Committee are confidential. Current procedures of the Judicial Review Committee will be followed; no legal representation or recording devices will be permitted at committee meetings. The committee’s decision is final. All parties are expected to respect the confidentiality of the committee’s decision.

Grade Appeal Policy

Questions concerning a course grade should be brought to the attention of the course director immediately upon the student’s receipt of the official grade report. Formal grade appeals must be submitted in writing to the course director by the student within 2 weeks of the date on which the grade was issued by the College. 

Written documentation should include the reason for the grade appeal and evidence to support the request. The student and course director should meet to discuss the grade change. If a change is agreed upon, the course director will contact the Registrar’s office to process the change. 

If the student-instructor meeting does not resolve the issue to the student’s satisfaction, the student may submit a grade appeal to the program director for mediation. The program director will review the evidence provided by the student and seek to resolve the concern with the course director/instructor. A decision will be communicated to the student, advisor, and course director/instructor within 10 business days. If the decision is to change the grade, the program director will submit the change with the registrar’s office.

If the issues remain unresolved to the student’s satisfaction, the student may submit a grade appeal to the associate vice president and dean of graduate studies for final review.

The intensity and continuity of the PA program requires the full-time attention of the student. Due to the extensive training and time commitments within the program, the administration strongly discourages students from working while enrolled in the program. It is the concern of the administration that outside employment may interfere with the quality of a student’s academic performance within the PA program. If a student does choose to work during either the didactic or clinical year of the program, the following must be taken into consideration:

• Students may not identify themselves as a physician assistant student associated with Agnes Scott College during their employment hours, including not wearing their name badge or program patch.
• No special concessions will be made for missed classes, assignments, exams, or clinical rotation requirements.
• The liability insurance offered for clinical work that is associated with the education experience at Agnes Scott College does not cover a student during outside employment.

Some clinical rotation sites, or Supervised Clinical Practice Experience (SCPEs), may require travel to sites outside of metropolitan Atlanta. Students are responsible for all costs associated with these clinical rotations, including travel, parking, and living expenses.  

Note: A local rotation is considered to be anywhere within a 60-mile driving distance from Agnes Scott College regardless of traffic conditions. However, students are obligated to travel without restraint anywhere within the State of Georgia, as well as neighboring states, to fulfill the clinical portion of the program.

All students will be required to complete at least one rotation outside the local area. Student preferences may be considered but are not guaranteed. 

Any rotation expenses incurred during the clinical year are the sole responsibility of the PA student, and shall not be considered the responsibility of the PA program, such as:

• Parking fees
• Gas
• Housing fees/housing placement
• Medical bills due to illness or exposure
• Badge ID fee
• Orientations
• COVID testing (when applicable) and other health screening requirements
• Additional site-specific background checks or training requirements

Students are responsible for their own housing during the clinical year and may apply for free AHEC housing. AHEC housing is not guaranteed. Students are responsible for submitting their AHEC Housing request and travel stipend directly to the AHEC Coordinator. If applicable, students will be notified by the AHEC Coordinator of eligibility for housing or a transportation stipend.

Estimated clinical year travel and housing costs are included in the program’s published cost of attendance (program tuition and fees).

Adherence to standards of professional appearance is expected throughout the Cornwall Hawkes Physician Assistant program. This policy outlines the dress standards specific to both didactic year and clinical year.

PA students must identify themselves as “PA students” to patients, clinical staff, faculty, and members of the community. To be clearly identifiable as an Agnes Scott PA student, students are required to wear a well-maintained short white coat during OSCEs, service-learning, and clinical rotations. Students are to display an Agnes Scott College PA identification badge, a patch embossed with the
school logo, and the program-approved name tag at all times. PA students should never present themselves as another member of the healthcare team or use previously earned titles (RN, EMT, Ph.D., etc.) during their time in the program. 

PA students who fail to provide this information or misidentify themselves are considered to be in violation of the Professionalism and Behavior Policy, where the student will receive a warning from PA faculty. If a second offense occurs, it will be considered a professionalism violation and the student may be required to appear before the Academic Performance Committee.

Didactic Year
During the didactic year, students spend the majority of their time in the classroom and laboratory setting; however, students must also be prepared to present themselves as emerging healthcare
professionals during Objective Structured Clinical Examinations (OSCEs), select service-learning opportunities, and special guest lectures.

Standards at All Times
Regardless of the type of dress required on a given day, the following standards apply at all times:

• General appearance must be neat, clean, and well-groomed.
• Simple jewelry — such as necklaces, rings, earrings, bracelets, and nose, tongue, or eyebrow rings/studs — is allowed during the didactic year. Lewd or suggestive symbols are prohibited.
• Dangling jewelry should be avoided in the lab setting.
• Nail length must not extend more than ¼ inch beyond the tip of the finger. No artificial nails, acrylics, or nail extenders are to be worn. Nail polish must be freshly applied; cracked or peeling
  polish is not permitted.
• Inappropriate tattoos should be covered.
• Long hair must be secured away from the face and neck in the lab setting.
• Deeply cut necklines, spaghetti-strap tops, off-the-shoulder styles, midriff- or waistline-exposing clothing, revealing or very tight clothing, and sleepwear (including pajamas) should always be avoided.
• Thong/flip-flop style sandals, slides, and bedroom footwear (slippers) are not acceptable.

• Jeans are permitted, provided they have a finished hem and no holes.
• Shorts are not allowed, unless specifically requested for lab or physical assessment course.
• T-shirts are acceptable if free of lewd or suggestive wording or symbols.
• Leggings are acceptable if the wearer's shirt covers the upper thighs.
• Sweatpants are not acceptable.
• Tennis shoes may be worn.
• Fridays = Scottie Spirit Day. Agnes Scott College sweatshirts and t-shirts are acceptable.
• Lab Days = Agnes Scott College branded scrubs are required (see Lab Days and Service Learning, below).

• Appropriate styles include dresses, skirts, or slacks. Skirts and dresses should be no more than 4 inches above the knee.
• A blouse, dressy top, or sweater is acceptable. Sleeveless dresses, tops, or blouses are acceptable provided no undergarments are visible.
• Slacks should be worn with a long- or short-sleeved dress shirt or polo shirt. Ties may be required by program faculty.
• Dress shoes, nice boots, and sandals are appropriate; open-toed shoes should not be worn in the lab setting.
• Inappropriate styles include t-shirts, sportswear, exercise wear, sweats, shorts, or jeans.

• General appearance must be neat, clean, and well-groomed.
• Simple rings and earrings may be worn. Visible body piercings, ornamentation, and headdress may be worn in moderation for cultural or religious beliefs. Lewd or suggestive symbols on
  jewelry are prohibited. Dangling jewelry including bracelets, necklaces, or dangling earrings should not be worn by students during their clinical year. Rings should not be worn into the operating room or any other procedural setting.
•  Nail length must not extend more than ¼ inch beyond the tip of the finger. No artificial nails,
  acrylics, or nail extenders are to be worn. Nail polish must be freshly applied; cracked or peeling
  polish is not permitted.
•  Inappropriate tattoos should be covered.
• Long hair must be secured away from the face and neck so as not to interfere with patient care.
• Facial hair must be trimmed, well-groomed, and must not interfere with use of N-95 mask.
• No perfume, cologne, or scented lotions are to be used due to the potential for patient allergy.

Professional Dress

Professional dress is required for all clinical rotations unless otherwise specified by your preceptor.

• Appropriate styles include dresses, skirts, or slacks. Skirts and dresses should be no more than 4 inches above the knee.
• A blouse, dressy top, or sweater is acceptable. Sleeveless dresses, tops, or blouses are acceptable provided no undergarments are visible.
• Slacks should be worn with a long- or short-sleeved dress shirt or polo shirt. Ties may be required by program faculty.
• Deeply cut necklines, spaghetti-strap tops, off-the-shoulder styles, midriff- or waistline-exposing clothing, revealing or very tight clothing, and sleepwear (including pajamas) should always be avoided.
• Thong/flip-flop style sandals, slides, and bedroom footwear (slippers) are not acceptable.
• Dress shoes, nice boots, and sandals are appropriate; open-toed shoes should not be worn in the clinical setting. Sneakers should only be worn when the student is wearing scrubs in the clinical
  setting.
• Inappropriate styles include t-shirts, sportswear, exercise wear, sweats, shorts, or jeans.

Withdrawal Policy 

During the didactic phase of the program, students requiring absences longer than the defined maximum of 15 days will require withdrawal from the program. Students who withdraw may reapply for admission following all standard admission policies. No special considerations for students previously enrolled will be granted.   

During the clinical phase of the program, students requiring absences longer than the defined maximum will require withdrawal from the program. Students who withdraw may reapply for admission following all standard admission policies. No special considerations for students previously enrolled will be granted. 

See the refund policy (A1.02h). 

Academic Dismissal 

Academic dismissal is a status designated by the Academic Performance Committee and recommended to the program director and presented to the Agnes Scott College Graduate Academic Standards Committee for review.

Students will be subject to review for academic dismissal from the Cornwall Hawkes PA program for the following reasons :

• A student does not maintain a minimum 3.0 GPA at end of each year of Cornwall Hawkes PA program.
• A student earns a final course grade below a “C” in any course during the didactic or clinical phases of the Cornwall Hawkes PA program.
• A student is unable to meet the minimum technical standards necessary to achieve the knowledge, skills, and competencies of an entry-level physician assistant.
• A student is unable to complete an agreed upon remediation plan for any course, including summative examinations.

Professional Dismissal 

Professional dismissal is a status designated by the Academic Performance Committee and recommended to the program director and presented to the Agnes Scott College Graduate Judicial Review Committee for review.

The Academic Performance Committee may recommend dismissal from the Cornwall Hawkes PA program in the following circumstances:

• A student violates professionalism standards or poses a threat to the program and college operations, scholarship, and service.
• A student's behavior poses a threat to the mental or physical safety of students, faculty, instructional faculty/preceptors, and/or patients.
• A student violates the principles related to the Agnes Scott College Student Handbook and Agnes Scott College Community Code of Conduct.

See the refund policy (A1.02h).