1 Affirmative Action
It is the policy of ISMMS that all decisions regarding educational and employment opportunities and performance are made on the basis of merit and without discrimination because of race, gender, color, creed, age, religion, national origin, citizenship, disability, veteran status, marital status, sexual orientation, genetic predisposition, or any other characteristic protected by law. Sexual harassment is defined as a form of sex discrimination and, therefore, any sexual harassment at the school will constitute a violation of the medical school’s nondiscrimination policy.
In keeping with our continuing efforts to achieve a broadening of the representation of women and minority groups throughout the medical school, we have:
- Developed an Affirmative Action Program, which details actions designed to realize the School’s commitment to equal educational and employment opportunities.
- Insured our compliance with Federal, State and Local laws and regulations implementing equal opportunity objectives by meeting the spirit as well as the letter of the law and contractual requirements.
We cannot over-emphasize our commitment to the realization of these goals. Every decision affecting faculty, house staff, fellows, graduate students, employees, and medical students and other members of the medical school community rests solely on demonstrably valid criteria of merit, competence and experience.
Additional information concerning Mount Sinai’s Affirmative Action Program, its interpretation and/or application may be obtained from the Affirmative Action Office located at 1245 Park Avenue, Ground Floor.
2. Alcohol and Drugs –
The following statement describes the ISMMS’s policy regarding substance abuse for all employees, which include faculty, administration, house staff, students, graduate students, fellows, bargaining and non-bargaining unit employees. The school has a significant interest in ensuring that the work environment is free from the hazards to patients, employees, and visitors that are created due to the unauthorized use of alcohol, drugs, or controlled substances.
The illegal sale, manufacture, distribution, or unauthorized use of drugs or controlled substances off-duty whether on or off medical school premises or reporting to classes or clerkships under the influence of un-authorized drugs or controlled substances may constitute grounds for immediate dismissal.
The unauthorized use or possession of alcoholic beverages on medical school premises or reporting to School under the influence of alcohol also may constitute grounds for immediate dismissal.
The school may in its discretion take appropriate disciplinary action up to and including termination against anyone who has violated the above rules. In some cases, the individual in question may be referred for counseling and treatment through the Employee Assistance Program. The School is under no obligation to refer an employee who has violated the above rules to the Employee Assistance Program or to any other rehabilitation program.
Any employee or student who is suspected of being under the influence of any alcoholic beverage or drug while on duty and who refuses to be medically evaluated or to release the results of such evaluation to the medical school (as employer) or appropriate administrative officer of the School will be relieved from duty and will be subject to disciplinary action up to and including dismissal.
The Drug-Free Workplace Act of 1988 requires The Mount Sinai Medical Center, as a Federal grant recipient and contractor, to certify that it will provide a drug-free workplace. This is accomplished by providing to each employee or student engaged in a federal grant or contract, a copy of The Medical Center’s Drug-Free Workplace policy and statement, and requiring that as a condition of employment under such a grant or contract the employee will:
- Abide by the terms of this Statement; and
- Notify the Director of Human Resources and Labor Relations or his/her designee of any criminal drug statute conviction for a violation occurring in the workplace no later than five (5) days after such conviction.
A Drug-Free Awareness Program has been established to inform all employees about the dangers of drug abuse in the workplace, The Medical Center’s policy of maintaining a drug-free workplace, the available drug counseling, rehabilitation and employee assistance programs, and the potential penalties for drug abuse violations.
The Employee Assistance Program (EAP) offers professional guidance counseling and a referral service for substance abuse, as well as other concerns, to students, employees and their immediate families free of charge. For confidential information, contact EAP at (212) 241-8937.
3. Drug Testing
All incoming students are required to undergo drug/alcohol screening. Subsequently, drug/alcohol testing may be requested of any student, at any time, including:
- When concerns about substance use issues arise.
- When any student returns from a leave of any kind.
- When a student self-reports a problem.
- Failure to undergo testing as requested will result in dismissal from the school.
Drug/alcohol testing is conducted both to provide an environment that is safe for our patients and that promotes the highest possible level of learning and professionalism in our students. While ISMMS maintains a drug-free workplace in compliance with federal regulations, it also strives to foster an atmosphere of openness about drug and alcohol related issues. Although people often have strong preconceptions about substance use and drug/alcohol testing, such testing is done out of concern for the well-being of our students and of their current and future patients. It is therefore neither uncommon nor prejudicial.
4. Alcohol Policy – Levinson Student Center –
The policy of the School of Medicine regarding alcoholic beverages in the Patricia and Robert Levinson Student Center is to maximize student utilization of the Center while assuring that clear policies are in place. Alcohol is permitted in the Student Center at events sponsored by student organizations or Departments within ISMMS under the following circumstances:
- A student-run organization that is recognized by Student Council is sponsoring the event.
- No student or guest under the age of 21 will be served or permitted to consume any alcoholic beverage.
- Alcoholic beverages are not sold at the event.
- Alcohol must not be taken out of the Student Center into other areas of Mount Sinai.
- Serving alcoholic beverages is always in the context of serving food and non-alcoholic beverages.
- A specific student (or students) is identified as responsible for the event.
- The responsible student will monitor the event so that anyone who is clearly intoxicated is not served any more alcohol.
- If a person has become intoxicated, steps should be taken to try and help the individual sober up prior to leaving the party.
- The responsible student monitoring the event must make certain that any person that has become intoxicated will not be allowed to drive. Cab fare should be provided, if necessary, or an escort should be provided to ensure that the person gets home safely.
- The Administrative Director of Student Affairs is notified in writing about the event at least one week in advance with the clear statement that alcoholic beverages are planned as part of the food and beverage service serving as the application for a permit.
- Funding for alcoholic beverages will not come from tuition resources nor be supported by the Department of Medical Education budget.
There MUST be a written permit statement prior to the event and the responsible person(s) should have the permit with them at the event. The Security Department will be notified that alcohol will be served at the event. Under no other circumstances should alcoholic beverages be used or available in the Levinson Student Center. Please contact the Event Coordinator of Student Affairs to attain a permit or for questions.
5. Acquired Immune Deficiency –
The ISMMS in concert with the other medical schools in the state, has formally stated its commitment to accept as its most fundamental responsibility the care of all patients seen in its facilities, including those who are positive for the human immune deficiency virus (HIV). This commitment extends to all faculty, residents, and students. The School is equally committed to the education and counseling of all health care professionals including medical students, to eliminate misperceptions concerning the risks of caring for AIDS as well as the appropriate precautions to be taken for prevention of transmission of HIV, Hepatitis-B virus and other blood-borne infections.
6. Policy on Harassment –
A. Statement of Purpose –
Harassment has become an increasingly prominent national concern in the workplace and in academic institutions. ISMMS regards any behavior that is harassing, discriminatory, or abusive as a violation of the standards of conduct required of all persons associated with the academic mission of the institution. The ideal of American medical, graduate and postgraduate education is to create an environment that nurtures respect and collegiality between educator and student. In the teacher-student relationship, each party has certain legitimate expectations of the other. For example, the learner can expect that the teacher will provide instruction, guidance, inspiration, and leadership in learning. The teacher expects the learner to make an appropriate professional investment of energy and intellect to acquire the knowledge and skills necessary to become an effective physician or scientist. The social relationships required in the achievement of this academic ideal – mentor, peer, professional, staff – require the active trust of partnership, not the dependence of authoritarian dominance and submission.
ISMMS is responsible for providing a work and academic environment free of sexual and other forms of harassment. The institution may pursue any complaint of harassment known to it in order to achieve this goal. A Grievance Committee (the “Committee”) was established in 1992 to serve as an educational resource to the medical school community on issues relevant to harassment and to address complaints of sexual harassment and other forms of harassment and abuse as defined below. Complaints about implementation of school policies concerning appointment, promotion, and distribution of resources, including notification requirements associated with these policies, will not be addressed by this Committee unless they involve, in addition to those complaints, an allegation of harassment or abuse as defined below. The Committee (and an appointed Investigative and Hearing Board (the “Board”) under Paragraph IV.C.2. below, if any) may only consider complaints of harassment and abuse brought by any faculty member, medical or graduate student, house staff or postdoctoral fellow against any other such member of the School community. Complaints by and against other employees of ISMMS will be handled by other appropriate existing grievance mechanisms (e.g., those available through Human Resources). The Committee may act (at the Committee’s discretion) before or after other action(s) an individual may take to exercise his/her rights both within and outside the institution.
The Committee will attempt, whenever possible, to emphasize mediation and conciliation. It will rely on discreet inquiry and trust in dealing with complaints that are brought for its consideration. Confidentiality will be maintained to the maximum extent possible consistent with the need to investigate complaints and with the requirements of the law. Full cooperation with the Committee and an appointed Board, if any, is required of all members of the community.
To ensure an environment in which education, work, research, and discussion are not corrupted by abuse, discrimination and harassment, the following statement has been created to educate members of the academic community about what constitutes harassment and about the mechanism for the receipt, consideration, and resolution of complaints.
Issues also may be brought up during the Steering Committee of the Student Council’s monthly meetings with the Dean, the Dean for Medical Education, the Dean of the Graduate School and the Associate Deans. It must be emphasized that appropriate professional behavior is expected of all members of the School of Medicine and the Hospital. Harassment in any form will not be tolerated.
Consistent with Chapter 739 of the State Education Department signed into law in 1990, information concerning prevention of sexual assault will be provided to all entering students. In addition, the library will have information available concerning the legal consequences of sex offenses. A committee of the Student Council addressing housing and security exists and will meet on a regular basis with Security to discuss matters of concern.
B. Definitions of Unacceptable Behavior –
Certain behaviors are inherently destructive to the relationships that are required in a community organized to provide medical and graduate education. Behaviors such as violence, sexual and other harassment, abuses of power and discrimination (based on race, color, religion, national origin, gender, sexual orientation, veteran status, age, disability, citizenship, marital status, genetic predisposition or any other characteristic protected by law) will not be tolerated.
i. Sexual Harassment is defined as unwelcome sexual advances, requests for sexual favors, and/or other verbal or physical conduct of a sexual nature when:
- submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment or academic success.
- submission to or rejection of such conduct by an individual is used as a basis for employment or academic decisions affecting such an individual.
- such conduct has the purpose or effect of unreasonably interfering with an individual’s work or academic performance or creating an intimidating, hostile, or offensive work or academic environment. Sexual harassment is a violation of institutional policy and of city, state and federal laws. Sexual harassment need not be intentional to violate this policy.
Examples of sexual harassment include, but are not limited to:
- sexual assault
- inappropriate sexual advances, propositions or demands
- unwelcome physical contact
- inappropriate persistent public statements or displays of sexually explicit or offensive material which is not legitimately related to employment duties, course content or research
- threats or insinuations, which lead the victim to believe that acceptance or refusal of sexual favors, will affect his/her reputation, education, employment or advancement
- derogatory comments relating to gender or sexual orientation
In general, though not always, sexual harassment occurs in circumstances where the harasser has some form of power or authority over the life of the harassed. As such, sexual harassment does not fall within the range of personal private relationships. Although a variety of consensual sexual relationships are possible between medical supervisors and trainees, such relationships raise ethical concerns because of inherent inequalities in the status and power that supervisors wield in relation to trainees. Despite the consensual nature of the relationship, the potential for sexual exploitation exists. Even if no professional relationship currently exists between a supervisor and a trainee, entering into such a relationship could become problematic in light of the future possibility that the supervisor may unexpectedly assume a position of responsibility for the trainee.
ii. Discrimination is defined as actions on the part of an individual, group or institution that treat another individual or group differently because of race, color, national origin, gender, sexual orientation, religion, veteran status, age, disability, citizenship, marital status, genetic predisposition or any other characteristic protected by law. Discrimination or harassment on the basis of these characteristics violates federal, state, and city laws and is prohibited and covered by this policy.
iii. Abuse is defined, for purposes of this policy, as behavior that is viewed by society and by the academic community as exploitative or punishing without appropriate cause. It is particularly objectionable when it involves the abuse of authority.
Examples of behavior, which may be abusive, include, but are not limited to:
- habitual conduct or speech that creates an intimidating, demeaning, degrading, hostile, or otherwise seriously offensive working or educational environment
- physical punishment
- repeated episodes of verbal punishment (e.g. public humiliation, threats and intimidation)
- removal of privileges without appropriate cause
- grading or evaluations used to punish rather than to evaluate objective performance
- assigning tasks solely for punishment rather than educational purposes
- repeated demands to perform personal services outside job description
- intentional neglect or intentional lack of communication
- requirements of individuals to perform unpleasant tasks that are entirely irrelevant to their education and employment that others are not also asked to perform
Constructive criticism, as part of the learning process, does not constitute harassment. To be most effective, negative feedback should be delivered in a private setting that fosters free discussion and behavioral change.
C. Office of the Ombudsperson –
The Institutional Ombudsman is Barry Stimmel, MD who is available to any student to give counsel and feedback and to discuss informally any situation they have encountered and the nature of any discrimination or abuse, and so forth. This Office is a confidential resource for students except in cases where legal action is needed (e.g., unlawful discrimination or harassment, assault/harm to student or patient).
D. Grievance Committee –
The Committee is charged with addressing any complaint of harassment or abuse brought by any member of the faculty, medical or graduate student, house staff officer or postdoctoral research fellow against any other such member of the school community.
ii. Composition of the Committee
The Committee will consist of at least 22 members. Among these will be 2 with counseling experience, 2 medical students, 2 graduate students, 2 house staff, 2 faculty with administrative appointments, and 2 research postdoctoral fellows. Faculty members of the Committee will be representative of both basic science and clinical, junior and senior faculty. Every effort will be made to have the Committee reflect the full diversity of the medical school population. The Chairperson of the Committee (the “Chairperson”) shall be a faculty member with experience in counseling and who does not have an administrative appointment. All members of the Committee, including the Chairperson, will be appointed by the Dean after consultation with relevant groups in the School. Faculty will serve staggered 3-year renewable terms; students, postdoctoral fellows and house officers will serve renewable 1-year terms.
E. Grievance Procedures –
i. Any member of the faculty, any medical or graduate student, house officer or postdoctoral research fellow who believes that he or she has been harassed or abused by any other such member of the School community may contact any member of the Committee or the Chairperson to seek advice, or may submit a written complaint to the Committee. The Committee member contacted can discuss the matter with the complainant, advise the complainant of his/her alternatives in pursuing the complaint, including, if the complainant agrees, (and where permitted by law), helping the complainant to resolve the complaint informally without revealing the complainant’s name. Such help may include, but is not limited to, assisting the complainant in drafting a letter to the alleged offender asking that he/she stop the behavior, or coaching the complainant in preparation for a conversation with the alleged offender. The complainant may ask the Committee member to meet directly with the person accused to seek a resolution.
If the complaint includes an alleged violation of law, the Committee member initially contacted must bring the complaint to the full Committee, the complaint must be fully documented and investigated, and a report made to the Dean.
ii. Upon request of the complainant to the Committee member originally contacted, or upon receipt of written complaints to the Committee, or when required by law, the complaint, with the names of the complainant, respondent and department withheld, will be discussed by the Committee at its next regular meeting.
iii. Following discussion of the complaint, the Committee has 2 options:
a. It can decide that even if the allegation is true, it does not constitute harassment or abuse. The complainant will be notified of the finding and can be offered guidance and/or assistance in resolving the matter, or be referred to another, more appropriate venue, such as Human Resources, the Faculty Relations Committee or a Tenure Review Committee to pursue the complaint.
b. It can decide that the allegation is sufficiently serious to warrant further investigation. Unless previously submitted, the complainant will be requested to submit a full written account of the complaint. Upon receipt of the written complaint, the Chairperson will appoint a five-member Board and two alternates.
The Chairperson will serve as chair of the Board (or, in case of conflict of interest or other inability to serve, appoint another Committee member) and will appoint at least 4 additional individuals and at least 2 alternates to consider the complaint. Students, postdoctoral fellows, and house staff members are to be excluded from the Board in cases involving a faculty member alleging harassment by another faculty member. In cases involving a student, postdoctoral fellow or house staff (either as an accuser or accused), at least one of the members of the Board will be from the same group. Each Board will have at least one member with experience in counseling, and at least 3 faculty.
iv. Upon selection of the Board, the complainant will be notified of the names of Board members, and will have 48 hours from receipt of such notification to challenge, in writing, any member for cause. The respondent will be notified that a complaint has been brought against him/her, the name of the complainant, the nature of the complaint, and the names of the members of the Board. The respondent shall also have 48 hours from receipt of notification to challenge, in writing, any member of the Board for cause. In the event of a challenge, the Chairperson will decide on the merits and replace Board members if necessary. In the event that the Chairperson is unable to appoint a sufficient number of members not disqualified for cause, the Dean will appoint additional members.
F. Protection from Retaliation –
All individuals involved in registering a complaint, serving as representatives for the complainant or respondent, as witnesses, or on the Committee will be free from any and all retaliation or reprisal or threats thereof. This principle applies with equal force after a complaint has been adjudicated. Upon submission of a complaint or threat of retaliation, the Committee will review the facts and recommend appropriate action.
G. Re-Evaluation of Procedures –
The Committee will review the grievance procedures periodically. Proposed changes, approved by a majority of the Committee, must be reviewed and approved by the Office of the General Counsel before being implemented.
7. Family Education Rights and Privacy Act (FERPA) –
The Family Educational Rights and Privacy Act (FERPA) of 1974 and its subsequent amendments afford students certain rights with respect to their educational records. Copies of this Act are available in the Office of the Registrar.
The Family Educational Rights and Privacy Act of 1974 and its subsequent amendments afford students certain rights with respect to their educational records. Copies of this Act are available in the Office of the Registrar. As detailed below, students have the right to:
- Inspect and review their education records.
- Seek amendment of their education records if they believe them to be inaccurate, misleading, or otherwise in violation of their privacy rights.
- Consent to certain disclosures of personally identifiable information contained in their education records.
- File complaints with the Department of Education concerning any alleged failure to comply with FERPA’s requirements.
A. Student Access Rights –
All currently registered and former students at ISMMS have the right to review and inspect their official education records at the School in accordance with these rules. Official education records are those regularly maintained by the School. These include admissions and academic records prepared and maintained by the Registrar. Students who wish to review their records should make an appointment with the Associate Dean for Student Affairs or the Registrar. Access will be granted within 45 days from the receipt of the written request to inspect records.
Students have a right to a response to a reasonable request for explanations and interpretations of the student’s educational records. Students seeking explanations or interpretations of their educational record may make an appointment with the Associate Dean of the Graduate School or Associate Dean for Student Affairs-Medical Education, as appropriate based on the student’s program. If the Associate Dean is unable to provide a satisfactory explanation, the student will be referred to the Dean of the Graduate School or Dean for Medical Education, as appropriate.
Students may not copy records unless the failure to produce copies would prevent the student from exercising his/her right to inspect and review records
B. Limitation on Access –
The Act limits a student’s right to access information contained in his/her education records. Accordingly, the School need not permit students to view:
- Financial records, including information regarding the student’s parent (s), including parental tax forms and other parental records submitted in support of a student’s financial aid application or claim of New York residence.
- Confidential statements and letters of recommendation placed in a student’s file prior to January 1, 1975 provided they are used for the purpose for which they were specifically intended.
- Confidential letters of recommendation placed in the student’s file after January 1, 1975, if:
- The student has waived his/her right to inspect and review those letters.
- The letters are related to the student’s (a) admission to an educational institution; (b) application for employment; or (c) receipt of an honor or honorary recognition.
- Records of instructional, administrative and supervisory staff, which are in the sole possession of such personnel.
- Records of professional and paraprofessional personnel, which are created, maintained and used solely for the purpose of treatment and are not available to anyone other than the individual providing the treatment; the student has the right, however, to have such records reviewed by an appropriate professional of his/her choice.
The Icahn School of Medicine at Mount Sinai does not require students to waive their right of access to educational records and waiver of access rights is not a condition for admission to the School or for receipt of financial aid or other services or benefits from the School. Under certain circumstances, however, a student may wish to waive his/her right of access to confidential letters of recommendation. A student may do so by signing a waiver form. In this event, the student will be notified upon request of the names of persons making such recommendations and the recommendations will be used solely for the purpose for which they are intended. A waiver may be revoked in writing with respect to actions occurring after the revocation. Waiver forms are available in the Registrar’s Office.
C. Amendments and Hearing Rights –
If a student believes that his/her education records contain information that is inaccurate, misleading, or in violation of the student’s rights of privacy, he or she may ask the School to amend the record. Requests for amendments shall be directed to the Registrar, who will respond to the request within a reasonable time. If the request is denied, the student will be notified of his/her right to appeal that decision as specified below.
When the request for an amendment is denied, the student may request a hearing to challenge the content of the record on the grounds that the information contained in the record is inaccurate, misleading or in violation of the student’s privacy rights. Requests for hearing must be submitted in writing to the Associate Dean of the Graduate School or the Associate Dean for Student Affairs – Medical Education (as appropriate) within 10 days of receiving the Registrar’s response denying a request for amendment as discussed above.
D. Hearing –
- The hearing will be held before the Dean of the Graduate School or the Dean for Medical Education, as appropriate.
- A hearing will be held within a reasonable time after receipt of the request for hearing. The student will be given notice of the date, time, and place of the hearing.
- The student shall have a full and fair opportunity to present evidence relevant to show that the information at issue is inaccurate, misleading, or violates the student’s privacy rights. The student may be assisted or represented by an individual of his/her choice, including an attorney. The role of attorneys, however, may be limited at the discretion of the Dean hearing the case.
The decision, which shall include a summary of the evidence presented at the hearing and reasons for the decision, shall be rendered in writing within 15 business-days after the conclusion of the hearing. This hearing will relate only to whether the student’s record is inaccurate, misleading, or otherwise in violation of the privacy of the student, with the decision based solely on evidence presented at this hearing. The hearing cannot determine whether a higher grade should have been assigned.
If it is determined after a hearing that the record in question should be amended, the Registrar will take appropriate steps to amend the record and will so notify the student in writing. If it is determined that the record is not inaccurate, misleading, or otherwise in violation of the student’s privacy rights, the student shall be informed of his/her right to place a statement in the record commenting on the contested information in the record or stating why the student disagrees with the School’s decision not to amend the record. This statement will be maintained as part of the record and will be disclosed whenever the part of the record to which the statement relates is disclosed.
All students have the right to file complaints to the Enrollment Officer concerning alleged failures by the School to comply with the requirements of the Act.
E. Release of Personally Identifiable Information –
i. Disclosures with consent
- To an official or duly constituted committees of the School of Medicine that require access in connection with legitimate educational interests, including, but not limited to matters of financial aid, promotion or consideration for election to the Lambda Chapter or Alpha Omega Alpha or other honors.
- The student shall provide a signed and dated written consent form before the School will disclose personally identifiable information from the student’s educational record. The consent must (i) specify the records that may be disclosed; (ii) state the purpose of the disclosure; and (iii) identify the party or class of parties to whom disclosure may be made.
- When a disclosure with consent is made the School will, upon the student’s request, give him/her a copy of the records disclosed.
ii. Disclosures without consent
The Act permits the School to disclose personally identifiable information from the student’s education records under the following circumstances:
- To officials of another school where the student seeks or intends to enroll. Copies of records will be made available upon request.
- Disclosures in connection with financial aid for which the student has applied or which the student has received. If the information is necessary for such purposes as to determine eligibility or conditions for the aid or the amount of the aid, or to enforce terms and conditions and federal, state or private regulations governing such aid.
- Pursuant to a judicial order or pursuant to a lawfully issued subpoena any Court or individual. Where permitted a reasonable effort will be made to notify the student of the order or subpoena in advance of the compliance therewith.
- In connection with certain types of litigation between the School and the student.
- To parents of a dependent child as defined by the Internal Revenue Code.
- In a health or safety emergency, where disclosure is necessary to protect the health or safety of the student or other individuals or as otherwise provided by FERPA.
- In a directory, as set forth below.
- To an alleged victim of a crime of violence, where the information disclosed is the final results of School disciplinary proceedings with respect to the crime or offense.
- Disclosure in connection with certain disciplinary proceedings.
- Certain disclosures to parents of a student regarding the student’s violation of any federal, state or local law, or any rule or School policy governing use or possession of alcohol or controlled substances.
- To authorized federal, state or local officials and to accrediting bodies of the School.
The School will maintain a record of each request for access and each disclosure of personally identifiable information from educational records as required by FERPA regulations.
The School will make a reasonable attempt to notify the student of disclosures made pursuant to Section 1(a) and 1(c-l) above. Upon request, the School will give the student a copy of the record disclosed. A student has a right to a hearing to challenge certain disclosures consistent with the procedures outlined above.
F. Directory Information –
The Icahn School of Medicine at Mount Sinai has designated the following information from a student’s education record as “directory information,” which may be disclosed under FERPA without the student’s permission:
- Student Address
- Student Phone Number
- Degree Program(s) & Major Field of Study
- Degree(s) Earned and Date(s)
- Dates of Attendance
- Full-/Part-Time Enrollment Status
- Parent’s Names
- Parent’s Address
- Parent’s Phone Number
- Academic Awards and Honors
- ISMMS email address
- Prior Postsecondary Institution(s) Attended
- Photograph/Digitized Image
- Participation in officially recognized ISMMS activities
Students’ contact information is included in the student directory and published through WebEd.
Preventing Disclosure of Directory Information
At matriculation, a student signs a statement consenting to or refusing inclusion of the student’s directory information. Students may change that permission by submitting an updated Disclosure of Directory Information Form to the Registrar’s Office at the start of each academic year. Directory information about former students is not subject to these requirements.
ISMMS and the Office of the Registrar will exercise discretion in the release of all directory information. In addition, ISMMS does not release or sell directory information to any outside entity for commercial, marketing or solicitation purposes.
G. Records Kept by the Institution –
- Admissions Files
- Application form
- Supplemental form
- Letters of Recommendation
- Acceptance Letters
- All Admission Test Scores
- Academic Files (Registrar)
- Transcript of grades at ISMMS
- Course, clerkship, elective and other evaluations
- Qualifying Exam Outcome
- Thesis Documentation
- National Board Scores
- Shelf Scores
- Dean’s Letter
- Correspondence and internal communications pertaining to academic and other matters.
- Financial Aid Records
- FAFSA Forms
- NeedAccess Forms
- Student and Parent(s) Tax and Income Information
- Proof of Citizenship
- Draft Status
- Social Security Number
- Drug Conviction Information (if any)
- Bursar Records
- Record of Receipt of all Loans and Scholarships
- Record of cash paid and date paid
Academic Records are only those that pertain to official files kept in perpetuity in the Office of the Registrar.
H. Information Sharing and Confidentiality –
ISMMS recognizes that confidentiality is very important to students. It is a basic right and privilege and we believe that the issue of confidentiality is part of the trust that we expect and value among students, teachers and administrative personnel. The following clarifies the protection of information related to students:
i. Health Information
- All student health information is protected information. There should be no sharing of information except as provided by HIPAA for the care of the student as patient. Teachers, administrative personnel and deans may not receive health information from students’ health care providers except as provided by HIPAA.
- There is certain information that hospitals and health care facilities require as a condition of employment. That information includes PPD, immunizations, and in some cases evidence of toxicology results. Students will be informed that that information is being shared as obtained by Student Health as composite data (we only know who does not comply with completing this information and then would deny clinical privileges but do not know the exact results).
- Toxicology screening is an institutional requirement. Any positive result will be reviewed by senior administrative representatives of the Deans (Graduate School and Medical School). The school may require a toxicology screen from any student at any time without need for a stated reason. Failure to comply with toxicology testing in the timeframe required will result in dismissal from school.
- There are times when the Administration may ask a student to comply with an Administrative Psychiatric evaluation. When it is decided that such an evaluation is necessary, the student will be informed and will be apprised of the list of questions that will be sent to an administrative evaluator (usually a psychiatrist). Students do not have the option to decline such an evaluation when required and would be dismissed from school if they fail to comply. The information referred back to the School will be discussed with the student and will remain in the student’s file which can only be opened by a Dean or his official representative or if requested as a legal document.
ii. Academic Information
Academic information is maintained by the School Registrar.
- Students have access to their academic file for review but will not be given copies of their file.
- The Registrar will not permit dissemination of the file information without the signed consent of a student unless required by law in accordance with FERPA Policy.
- Current teachers and clerkship directors do not have access to the student file, only deans and student affairs personnel in the Medical School may access the file.
- Any student wishing to review their file may do so in the presence of the Registrar or Dean’s Designee coordinated through the Registrar.
iii. Other information
If a student seeks counsel from a director, dean, teacher or ombudsman that information should remain confidential between the student and that individual.
Any plan to discuss information (e.g., Office of Student Affairs Representative or Program Director with one of the Dean’s) should be with the student’s knowledge and consent.
Exceptions to this confidentiality include concerns about the safety of the student, someone related to the student, or the student’s dependent. Safety concerns include suicidal ideation, homicidal ideation, harming another individual substance dependency, behavioral or health concerns that may affect the student or others.
Access to Graduate Student Files
The Graduate School will share students’ academic history on a “need-to know” request by faculty (course directors, advisors and MTA directors) in order to evaluate the student’s progress and to facilitate the appropriate level of remediation, if necessary. This policy pertains only to information in files maintained by the Graduate School/Program.. Information about a student may be related to academic performance or professional behavior.
It should be emphasized that the purpose of this policy is to use constructive feedback in the educational process for the benefit of the student and to be supportive of the student’s educational growth. Information about a student’s marginal or failing performance and any documented issues related to professionalism may be shared, subject to approval by the Dean or Associate Dean of the Graduate School. This will ensure that the student is aware that his/her performance is being monitored and that remediation may be recommended. The Graduate School Dean or Associate Dean will monitor this in a confidential manner.
8. Campus-Wide Policies, Regulations, and Requirements –
A. Introduction –
In accordance with the requirements of the Education Law of the State of New York, the Trustees of The Icahn School of Medicine at Mount Sinai have adopted rules for the maintenance of order and have established a program for their enforcement:
B. Rules of Conduct –
- All members of the School community, which for the purposes of these Rules and Regulations shall be defined as including faculty, students, organizations, members of the staff of the School, and all visitors and other licensees and invitees are expected to obey all national, state and local laws.
- All members of the School community are prohibited from conduct which is proximate cause of or does unreasonably and unduly impede, obstruct or interfere with the orderly and continuous administration and operation of the School in the use of its facilities and the achievement of its purposes as an educational institution, or in its rights as a campus proprietor. Such conduct shall include, but is not limited to, that which is the actual or proximate cause of any of the following:
- Unreasonable interference with the rights of others;
- Intentional injury to School property;
- Unauthorized occupancy of classrooms, laboratories, libraries, faculty and administrative offices, patient care facilities, auditoriums, public halls and stairways, recreational areas and any other facilities used by the School (unauthorized occupancy being defined as failure to vacate any such facility when duly requested by the Dean, an Associate Dean, Assistant Dean, Hospital Administrator of similar responsibility or chair of a department of the School);
- Malicious use of or intentional damage to personal property, including records, papers and writings of any member of the School community;
- Any action or situation which recklessly or intentionally endangers the mental or physical health or involves the forced consumption of liquor or drugs for the purpose of initiation into or affiliation with any organization. The penalties set forth in Part II are in addition to any penalty pursuant to the penal law or any other chapter to which the violator or organization may be subject for violation of this paragraph.
Violations of these policies and regulations by students shall be referred to the Dean for Medical Education and, if warranted, to the Disciplinary Tribunal.
Nothing contained in any of the foregoing Rules and Regulations is intended to nor shall it be construed to limit or restrict freedom of speech or of peaceful assembly, or other individual rights guaranteed by the Constitution.
C. Student Behavior –
The administration and faculty of the School are committed to providing a safe and healthy learning environment for all students. Students should conduct themselves appropriately everywhere on the campus of Mount Sinai, and at affiliated institutions. Appropriate behavior is mandatory when participating in patient care or attending any functions at which patients may be present. In small group seminars, as well as during clinical activities, students are evaluated not only on their fund of knowledge and ability to use this knowledge but also on their responsibility, dependability, reliability, maturity, motivation, attitude, honesty, integrity, and ability to relate and interact effectively with others.
Equally important, however, is the realization that one’s responsibilities do not end with individual behavior but also include not tolerating inappropriate behavior among others. While formal mechanisms, outlined in other sections, exist to provide due process for any specific allegations of inappropriate behavior, general issues should be able to be discussed freely among peers, faculty, and administration. Concerns requiring confidentiality should be discussed with the Dean of Graduate School, individual faculty advisors, or through the School’s Ombudsman Program.
D. Faculty, Staff, and Student Relations –
Just as students are expected to behave in an appropriate and professional manner at all times, so also are faculty, staff, and other employees. Any allegations concerning harassment, abuse, or inappropriate professional behavior should be brought directly to the attention of one of the Associate Deans of the Graduate School or to a member of the Harassment Committee and Grievance Board.
The Executive Faculty has approved the following statement of principles concerning interactions among faculty, house staff, and students.
All interpersonal interactions at ISMMS will be conducted in an atmosphere of respect and concern for the dignity of every individual. Under no circumstances will patients, students, faculty, or staff of Mount Sinai be treated, spoken to, or spoken about in a demeaning manner. Insulting language or behavior must not be tolerated. Faculty, house staff, and students are encouraged to speak up directly and immediately against unacceptable behavior or speech. If a house officer or student feels that it would be unwise to pursue such a matter directly, s/he should discuss the issue promptly with an appropriate academic supervisor, administrative supervisor, or dean.
Following are recommendations regarding the implementation of these principles:
- Chairs of all departments will address these issues at a departmental administrative meeting or grand rounds every year.
- Directors of training and course directors are encouraged to discuss (in a non-threatening format), with faculty and house staff, the etiology of inappropriate behavior and engage their collaboration in developing and implementing improvements.
- Directors of training and course directors will ask for student evaluations of this aspect of their experience as part of their evaluations with every group of students.
- Faculty and house staff will be advised that while appropriate personal behavior is absolutely necessary, it is insufficient. It is also required that inappropriate behavior or language on the part of others must not go without comment.
- The Dean will issue an advisory regarding this policy to all faculty, house staff, and students. New members of the faculty, house staff and student body will be given copies of this advisory.
- The Executive Curriculum Committee will periodically assess students’ experiences to gauge the effectiveness of this initiative.
9. Mount Sinai Medical Center Social Media Guideline –
Social media are internet-based applications, which support and promote the exchange of user-developed content. Some current examples include Facebook, Wikipedia, and YouTube. Posting personal images, experiences and information on these kinds of public sites poses a set of unique challenges for all members of the Mount Sinai community, including employees, faculty, house staff, fellows, volunteers and students (collectively “Personnel”). All personnel have responsibility to the institution regardless of where or when they post something that may reflect poorly on Mount Sinai. Mount Sinai is committed to supporting your right to interact knowledgeably and socially; however these electronic interactions have a potential impact on patients, colleagues, Mount Sinai, and future employers’ opinions of you. The principal aim of this Guideline is to identify your responsibilities to Mount Sinai in relation to social media and to help you represent yourself and Mount Sinai in a responsible and professional manner.
The full Guideline may be found in the Faculty Handbook at the following URL:
10. Mount Sinai Policy on Business Conflicts of Interest –
Mount Sinai Medical Center has an obligation to ensure that its trustees, faculty, employees and other staff adhere to the highest standards of ethical conduct free from any improper external influence or any appearance of impropriety. Situations can occur in which an independent observer might reasonably conclude that the potential for individual or institutional conflict could influence the manner in which individuals carry out their responsibilities or the decisions made by the institution. Even in the absence of an actual conflict of interest, such situations may require actions to minimize the appearance of a conflict.
At the same time, Mount Sinai understands that such individuals and their close family members may have relationships that could raise perceived or actual conflicts of interest, but could benefit Mount Sinai if carefully examined and properly managed.
In order to safeguard the integrity of both Mount Sinai and its constituents, Mount Sinai has adopted a rigorous conflicts policy predicated on full disclosure and appropriate management of any possible conflict of interest. This Policy on Business Conflicts of Interest (the “Policy”) identifies those persons or entities covered by this Policy, sets out the requirements for disclosing potential business conflicts of interest, and specifies the procedures for reviewing such disclosures and determining what measures, if any, should be instituted to manage the conflict.
This Policy is intended to cover conflicts that arise out of business relationships. Mount Sinai has related policies that cover other types of conflicts, such as Mount Sinai’s Policy on Financial Conflicts of Interest in Research and its Policy regarding Financial Relationships with Outside Entities.
11. Student Intellectual Property –
For information pertaining to intellectual property developed by students, please refer to the Mount Sinai Innovation Partners’ website. Specific information can be found in the FAQ section by following the URL below.