Vetting students who apply for office

Purpose

To outline the procedure for vetting students who apply to run for office and involvement in the UABSOM.

Office or person responsible for implementing

Office of Student Success 

Applies to

All medical students, including students on LOA, who apply for, run for, or hold office in an extracurricular organization or group housed under Medical Student Services.

Rationale

    • Involvement in extracurricular activities is important for students' sense of well-being; provides important opportunities for leadership development; and can add value to students' residency applications.
    • Leadership roles vary and require different levels of commitment and there is not a “one size fits all” standard which can be applied.
    • For students struggling academically, involvement in extracurricular activities can provide a much-needed outlet for energy other than studying, and give the student something to look forward to. This must be balanced with the extra time and effort they might need to devote to academics.

Guidance

1. For elections run by the Student Senate, the Senate Chief of Staff will send a list of applicants to the Office of Student Success. For elections run by other groups, the appropriate officer will send the list of applicants to the Office of Student Success.
2. The Office of Student Success will review the list. Student Success will strive to return the approved list of students to the Senate Chief of Staff or other organization leadership within 24 hours of receiving the list.
3. Steps taken by the Office of Student Success to vet students applying for office.
a. The Office of Student Success will send the list of students to the Academic Success Team and MSS leadership for review. The Office for Diversity and Inclusion and the Medical Scientist Training Program will also be consulted.
b. Students flagged for either academic or non-academic concerns will be discussed with the Office of Student Success.
c. In consultation with the Associate Dean for Students, a decision will be made about the best course of action. Options to be considered are:
i. The student is allowed to continue through the election/selection process, with close monitoring by MSS. No notification will be sent to the student.
ii. The Office of Student Success will have a conversation with the student about the concerns raised and advise the student on the pros and cons of pursuing the office in question. The Office may recommend the student not pursue the office. The Office of Student Success will summarize the conversation via email to the student and Associate Dean for Students, within 24 hours of the meeting. (It’s possible the student could choose to proceed against the advice of MSS).
iii. The student’s name will be removed from consideration. the Office of Student Success will notify the student and request to meet with them. The Office of Student Success will summarize the conversation via email to the student and Associate Dean for Students, within 24 hours of the meeting.
d. If the flagged student has applied for a position outside the scope of MSS (e.g. Admissions host), the Office of Student Success will consult with the relevant office to discuss recommendations.
e. Students who currently hold office and are flagged for either academic or non-academic concerns should be discussed with the Office of Student Success. In consultation with the Associate Dean for Students, a decision will be made about the best course of action. Options to be considered are:
i. The student will be allowed to stay in office with close monitoring by MSS. No notification will be sent to the student.
ii. The Office of Student Success will have a conversation with the student about the concerns raised and advise the student on the pros and cons of remaining in the office or position. The Office may recommend the student step away from the office or position temporarily or permanently. The Office of Student Success will summarize the conversation via email to the student and Associate Dean for Students, within 24 hours of the meeting. (It’s possible that a student could choose to proceed against the advice of MSS).
iii. The student may be asked to temporarily step aside from duties. The Office of Student Success will summarize the conversation via an email to the student within 24 hours of the meeting.
1. Example #1: A student may fail a mid-term and be asked to step aside from their office duties until they pass the module.
2. Example #2: A student might have a professionalism concern and be asked to step aside from their office duties until the non-academic misconduct process completes its work.
iv. The student may be asked to resign from their office. The Office of Student Success will notify the student and request to meet with them. The Office of Student Success will summarize the conversation via email to the student and Associate Dean for Students, within 24 hours of the meeting.

Appeal: A student may appeal the decision of the Office of Student Success, by notifying the Associate Dean for Students within 24 hours of receiving the written summary from the Office of Student Success. The Associate Dean for Students will then meet with the Office of Student Success and the student separately. After these meetings, the Associate Dean for Students will make a determination to grant the student’s appeal or uphold the decision by the Office of Student Success.

Additional Information

It is ultimately the responsibility of the Office of Student Success, Medical Student Services (MSS), and the Associate Dean for Students, to make determinations about extracurricular involvement. These decisions will be made based on what the staff feel are in the best interest of the student and the organizations. We recognize a level of professional judgement in these decisions.

Created: November 2018
Implemented: January 2019
To be reviewed: November 2020