Policies

Policy on Policies

Purpose

This policy formalizes the framework by which Policies, Standards and Procedures (“Policy Documents”) are created, developed, issued, maintained, tracked, and reviewed by the St. Jude Children’s Research Hospital Graduate School of Biomedical Science, LLC (“Graduate School”). This policy aims to promote transparency, consistency, compliance with law and regulation, and effective communication with the Graduate School community.
 

Scope

This policy and its accompanying procedures apply to the Graduate School and all Graduate School staff that will be creating, revising, approving, and retiring policy documents.
 

Stakeholders affected by this policy

Stakeholders who must comply with this policy include any Graduate School stakeholder, including any individual, student, faculty member, administrator, staff member, group or committee that participates in developing, revising, or sponsoring a Graduate School policy document.
 

Policy

1.1 The Board of Trustees of the Graduate School is the ultimate approval authority for all Graduate School policies. Through this policy, the Board of Trustees delegates approval authority to the Dean and standing committees within the Graduate School.
 

1.2 The Dean of the Graduate School (“Dean”) or designee has general control and supervision over all matters pertaining to the Graduate School and its activities, subject to the advice and approval of the Board of Trustees. 
 

1.3 Any Graduate School stakeholder may identify the need for a new policy document or recommend revision(s) to help the Graduate School meet its strategic missions and/or to ensure legal and regulatory compliance. All staff with responsibility for policy document development should be aware of and ensure that their policies comply with the policy framework. Information on the framework will be communicated to all staff and the policy framework will be published on the Graduate School website.
 

1.4 St. Jude Children’s Research Hospital employees may assist with the drafting and reviewing of policy documents.
 

Procedure

2.1 General

2.1.1 A template is available in Appendix A to assist with policy document development. Policies should be in the policy template. 

2.1.2 The following guidelines should be considered when writing or revising procedures, (rational exceptions can occur). 

1) A policy document should include:

a. Graduate School name and logo, as well as page number, page x of y, in the header of every page.

b. The effective date of the policy and date of subsequent revisions.

c. Section number, as XX.YY.ZZZ, where XX represent the policy section, YY represent the category and ZZZ represent the specific policy within that section and category. 

d. Policy title and introduction to include the purpose of the policy, the aims and objectives and its scope.

e. Main body of the policy, with all sections and paragraphs numbered (Purpose, Scope, Stakeholders Affected by this Policy, Policy, Procedures, Definitions, Reference Documents, Forms and Other Documents).

2) Policy documents should be written in a clear, concise, and readable format.

3) Avoid using information that may become out of date (for example, use job titles rather than names). 

4) If acronyms are used, the full name should be used in the first instance with the acronym in brackets.

5) Formatting should be consistent with the template, i.e. for consistency and readability, use a 10pt Font in Calibri.

6) The last page of the policy must contain Policy Details, Revision History, and Approvals (policy sign-off and ownership details section). 
 

2.2 Policies Documents Review and Approval

2.2.1 Before a policy document can be implemented it must go through an approval process. This generally includes the following steps: consultation and approval.

2.2.2 Consultation with key stakeholders, seeking their contribution, should be carried out before a draft policy document is submitted for approval with sufficient time allowed for consideration. Stakeholders should also be consulted as part of the review process. The appropriate authorities should be given an opportunity to review and provide input on policies in their purview before it is approved by the designated approval authority. The following authorities will be able to review and provide input in each policy category:

• Administrative policies: Input can be provided by the Curriculum Committee, the Graduate Faculty Appointments and Reappointments Committee (GFARC), the Graduate Advisory Council, and the Dean.
  
• Academic policies: Input can be provided by the Graduate Advisory Council, the Faculty Assembly, and the Admissions Committees.
• Student policies: Input can be provided by the Curriculum Committee, the Admissions Committees, the Graduate Advisory Council, and the GFARC.
  
• Faculty policies: Input can be provided by the Curriculum Committee, the GFARC, the Faculty Assembly, the Graduate Advisory Council, and the Dean.
  
• Governance policies: Input can be provided by the Curriculum Committee, the GFARC, the Graduate Advisory Council, and the Dean.

2.2.3 Policies must be approved by the appropriate approval authority before they are implemented and communicated. The policy owner will ensure that the policy documents are signed and routed for final approval. The following authorities will be responsible for approvals in each policy category:

• Administrative policies: The Dean or designee approves all the administrative Graduate School policy documents.  The Dean or designee has the authority to delegate to Graduate School leadership (including Associate Deans, the Assistant Deans, the Operations Coordinator, and the Registrar as examples) the ability to develop policy documents for their areas of responsibility.
  
• Academic policies: These policies are approved by the Curriculum Committee.
  
• Student policies: These policies are approved by the Dean. 
  
• Faculty policies: These policies are approved by the Board of Trustees. 
  
• Governance policies: These policies are approved by the Board of Trustees. 
   

2.3 Implementation and Communication

2.3.1 The policy document owner has responsibility for the effective communication of the policy to the relevant target audience. Changes to Graduate School staff policies will generally be promoted via a training platform, supported by all-staff emails. Student-facing policies will follow a similar approach and will be available on the student portal or other platforms.

2.3.2 The policy owner should assign appropriate learning modules or class assignments to relevant target users.   
 

2.4 Retention and Storage

2.4.1 The policy owner is responsible for providing a copy of the final, signed, and approved version to the appropriate Graduate School administrative staff member. 

2.4.2 The Graduate School utilizes a policy platform that is the primary location for storing all current and retired Graduate School policy documents. 

2.4.3 A Graduate School administrative staff member is responsible for uploading signed and approved policy documents to the Graduate School policy platform and Graduate School policy documents library on the home page.

2.4.4 The policy owner is responsible for ensuring that previous versions of policies are stored in the policy platform permanently.

2.4.5 To improve accessibility of the Graduate School’s policy documents for staff, students and other interested parties, links to public policies are available on the Graduate School’s home page under the Administration tab. 
 

2.5 Review Process

2.5.1 At a minimum, documents will be reviewed at least annually and as needed to implement timely  updates.

2.5.2 It is the responsibility of the policy owner to establish the review date/interval and complete the review at the appropriate time.

2.5.3 A reviewed policy, which is subject to the relevant approval processes, will have a new version number. At each formal review the policy should have a new version number, starting with V0.0 for all new generated policy documents with effect from 2022/2023 upon the introduction of this framework, V1.0 on subsequent review, etc. A policy document may need to be retired, rather than revised, as operational or regulatory requirements evolve. The decision of retiring a policy is the responsibility of the approval authority for the respective policy category.  Retired policy documents should be stored in the policy platform under the retired tab.

2.5.4 Versioning should be contained in the revision history table at the end of the policy and not in the document title.  
 

2.6 Compliance

2.6.1 The policy owner is responsible for ensuring compliance with the policy framework.  

2.6.2 An annual compliance check against the policy framework is undertaken by the Graduate School where up to 5 polices will be assessed on whether they comply with the framework, including correctness of review, the accurate approval route and correct use of the policy.

2.6.3 Compliance with this policy may be assessed during any or all assessment activities which includes, but is not limited to, accreditation reviews and external agency reviews. 
 

Definitions

Terminology

Policy: Writing intended to guide actions and assist in the conduct of Graduate School affairs. Characteristically, a policy…

• Reflects a governing principle that mandates or constrains action,
  
• Has a stakeholder application,
  
• Changes infrequently, setting a course for the foreseeable future,
  
• References but does not delineate how to implement the mandated or constrained action
  
• Helps ensure compliance with applicable laws and regulations,
  
• Reduces institutional risk, and
  
• Is approved at executive levels of the Graduate School, with the understanding that all such institutional governance writings must ultimately be approved by the Board of Trustees.
  

Procedure: A procedure describes how to implement a policy and its directives.

Substantive change: A substantive change is a significant modification to the content or scope of a policy document. Substantive changes must go through the appropriate approval process.

• Examples of a substantive change might include the expansion of the class or number of stakeholders whose compliance is mandatory, alterations to procedure, alterations to governance structures approving the policy. Examples of non-substantive changes include reformatting policy content for clarity while making minor changes to content (if any); rephrasing, where the meaning or impact of the clause is not altered; removal of words or sentences that expose the Graduate School to legal or other appreciable risks without fundamental alteration of the policy’s purpose or impact; addition of wording that reduces/eliminates legal or other appreciable risks.

Retired policy: Prior versions of a policy are considered retired policies.

Graduate School stakeholder: Any individual, student, faculty member, administrator, staff member, group or committee that participates in developing, revising, or sponsoring a Graduate School policy. 

Policy owner: The individual responsible for the policy documents’ development, dissemination, review, and routing for approval. The policy owner has the authority to make clerical changes to policy documents, including updating names, offices, links, citations, and formatting.

Policy alternate: The designated individual who takes the role as owner if the policy owner is unable to do so.

Policy sponsor: A sponsor may be the Dean or designee, any associate Dean, any assistant Dean, or some other senior person with expertise in the policy content. A sponsor may perform the same tasks as the policy owner and move the policy through the approval process.

Approval authority: The appropriate authorities (including the Board of Trustees, committees, and Dean) formally charged with policy approval and governance oversight, as stated in relevant sections of the Operating Agreement or standing committee charters. While the ultimate approval authority is the Board of Trustees, other approval authorities include the Dean, and standing committees. The approval authority varies by policy category. The approval authority receives the advice and consent of designated faculty, staff, students and/or executive leadership on Graduate School policies.
 

Policy Categories

Administrative policy: Policies related to the administrative operations of the Graduate School, including management of information, finance, human resources, facilities, marketing, communication, legal, and risk management, and ownership and licensing.

Academic policy: Policies related to academic affairs, including degree-granting programs, curriculum, and student advancement.

Student policy: Policies related to student affairs, including student services, admissions, grievances, and student conduct.

Faculty policy: Policies related to faculty affairs, including employment, appointments, promotions, evaluations, faculty development, complaints, and academic freedom concerns.

Governance policy: Policies related to Board Bylaws, Dean’s evaluation, Board conflicts of interests, and Policy on Policies.
 

Governance Structures 

Board of Trustees: The Board of Trustees is the body responsible for management and oversight of the Graduate School. 

Graduate Advisory Council: The Graduate Advisory Council (“the Council”) serves as an advisory council to the Dean.  It represents Graduate School leadership and faculty. The Council is responsible for providing input on relevant policies, reviewing non-academic institutional effectiveness structures, and advising the Dean on strategic matters related to the Graduate School. 

Faculty Assembly: The Faculty Assembly (“the Assembly”) serves as a mechanism for faculty participation in Graduate School governance. The Assembly represents all the at-large Graduate School faculty. It is responsible for selecting faculty to constitute the other committees and commenting on relevant policy documents, new academic programs, and major curriculum changes.

Curriculum Committee: The Curriculum Committee is one central committee with three subcommittees for each academic program. The Curriculum Committee is responsible for overseeing curriculum management and periodic reviews of academic programs, including developing, reviewing and updating as necessary the program’s curriculum. 

Graduate Faculty Appointments and Reappointments Committee (GFARC): The GFARC is responsible for overseeing faculty management processes such as faculty appointments and reappointments to the Graduate School.

Admissions Committee:  The Admissions Committee for each academic program is responsible for establishing the standards for admission into each Graduate School program and identifying the best candidates for entry into each program. 
 

Reference Documents

N/A
 

Forms and Other Documents

• Appendix A: Policy Template
   

Revision History

V0.0 – January 25, 2023  
 

Approvals

Board of Trustees – Approved on January 25, 2023

The Syllabus Policy

Purpose

Syllabi inform students about what is expected of them to meet course requirements and is provided to the students via the LMS. Syllabus content must be in accordance with requirements as set forth by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) and the Tennessee Higher Education Commission (THEC).
 

Scope

This policy applies to all students enrolled in the St. Jude Graduate School, regardless of mode of instruction and physical location of the student.

Stakeholders Affected by This Policy

Stakeholders affected by this policy include all Graduate School students and faculty.
 

Policy

1.1 Mandatory Course Information

1.1.1 Mandatory course information is as follows: 

• Name of Course Leader(s) and lecturers;
  
• Course Leader(s) office number and location, department affiliations, and phone numbers;
  
• Times and locations for Course Leader(s) office hours;
  
• Course number, section, and title;
  
• Semester (fall or spring) and year;
  
• Prerequisites and any other enrollment requirements;
  
• Overview of the scope, purpose of the course, and course description;
  
• Due dates for problem sets and examinations;
  
• Method(s) for submitting problem sets and assignments;
  
• Date and format of examination(s);
  
• Explanation of the grading rubric of assignments, problem sets, examination(s) and participation;
  
• Required and optional texts and other resources;
  
• Copyright usage policy;
  
• Expected objectives for the course.
   

1.2 Course Materials

1.2.1 Course materials include, but are not limited to, lecture presentations, lecture recordings, required and recommended readings, links to papers and/or relevant sites.

1.2.2 Course materials may not be shared once the course is completed.
 

1.3 Submission of Coursework

1.3.1 Coursework must be submitted by the dates specified by the instructor and as detailed on the syllabus and in the LMS course calendar.  Grace periods will only be granted in exceptional circumstances (e.g. illness, personal, or family issues) and at the discretion of the course leader, in consultation with the relevant Associate Dean.  Computer failure is not accepted as a reason for missing an assignment deadline and students are expected to back up their data at regular intervals to avoid losing their work.  All students are strongly encouraged to make use of the shared drive to back up data and coursework.  Loaner laptops are available upon request.
 

Procedure

N/A
 

Definitions

N/A
 

Reference Documents

N/A
 

Forms and Other Documents

N/A
 

Revision History

V1.0 – May 9, 2023
 

Approvals

Curriculum Committee – Approved on May 9, 2023

Class Cancellation Policy

Purpose

The purpose of this policy is to outline expectations and considerations in the event of a class cancellation due to extreme conditions.
 

Scope

This policy applies to all St. Jude Children’s Research Hospital Graduate School of Biomedical Sciences (“Graduate School”) coursework regardless of mode of instruction.
 

Stakeholders Affected by this Policy

Stakeholders who must comply with this policy include all Graduate School students and faculty.
 

Policy

1.1 A class may be cancelled due to extreme conditions, including severe weather or an unavoidable event such as an epidemic, natural disaster, civil unrest, or threat of terrorist activity. If these extreme conditions result in the cancellation of a class or classes, students, faculty, and staff will be notified, and the current situation will be evaluated to determine the appropriate plan moving forward.
 

Procedure

N/A

Definitions

N/A
 

Reference Documents

N/A
 

Forms and Other Documents

N/A
 

Revision History

V1.0 – May 9, 2023
 

Approvals

Curriculum Committee – Approved on May 9, 2023

Attendance Policy

Purpose

The purpose of this policy is to outline attendance expectations for all graduate students.
 

Scope

This policy applies to all graduate students regardless of mode of instruction and physical location of the student.
 

Stakeholders Affected by this Policy

Stakeholders who must comply with this policy include all Graduate School students and faculty.
 

Policy

1.1 Students are required to attend all lectures in each course, which are provided either in-person or online. A student who cannot attend a lecture for any reason must notify the Course Leader, Instructor, and the Assistant Dean as soon as possible.
 

1.2 In unusual and exceptional circumstances, students may request an excused absence in advance. Excused absences (such as for illness, bereavement, doctor’s or medical appointments, dental appointments, provision of urgent family care, pre-arranged work responsibilities, and jury duty) can be requested from the Course Leader, Instructor, and the Assistant Dean of the respective program.
 

1.3 Onsite student attendance is defined by the presence of the student. Student attendance in the distance learning component of each course is defined as active participation. These courses will, at a minimum, have weekly mechanisms for student participation, which can be documented by any or all of the following methods:

• Completion of tests or quizzes
• Discussion forums
• Submission/completion of assignments
• Communication with the instructor
• Logging in and watching lectures (or downloading them to watch)
• Other course participation

As a component of attendance, student email, course announcements and discussion forums should be checked frequently (daily is recommended). The student is solely responsible for checking updates related to the course.
 

1.4 Attendance will be monitored and excessive absences and/or late arrivals may lead to sanctions, per the Student Professionalism Policy and the Satisfactory Academic Progress Policy. Absences will be reviewed by the Associate Dean of the respective program.
 

1.5 Students may be granted an excused absence to observe religious holidays. The student is encouraged to notify the Course Leader, Instructor, and the Assistant Dean in advance to coordinate reasonable accommodations for any exams or assignments that may be missed as a result.
 

1.6 Students enrolled in the United States Armed Forces who are called to a military service obligation will be able to suspend their class attendance. Procedures to request a leave of absence can be found in the Military Leave of Absence Policy.
 

Procedure

N/A
 

Definitions

N/A
 

Reference Documents

• Student Professionalism Policy
• Military Leave of Absence Policy
• Satisfactory Academic Progress Policy
   

Forms and Other Documents

N/A
 

Revision History

V1.0 – May 9, 2023
 

Approvals

Curriculum Committee – Approved on May 9, 2023

Satisfactory Academic Progress Policy

Purpose

The purpose of this policy is to define the expectations for academic progress in the St. Jude Children’s Research Hospital Graduate School of Biomedical Sciences (“Graduate School”) and the procedures for academic sanctions.
 

Scope

This policy applies to all students enrolled in the Graduate School, regardless of mode of instruction and physical location of the student.
 

Stakeholders Affected by this Policy

Stakeholders affected by this policy include all Graduate School students and faculty.
 

Policy

1.1 Students are required to demonstrate satisfactory academic progress (SAP) toward degree completion. Academic progress is measured at the end of each academic semester. Students must have a minimum GPA of 3.0 to graduate. Specific milestones required to comply with SAP for each program are described below. Overall performance will be assessed by the Assistant Dean or Associate Dean of each respective program and if a student fails to comply with SAP, a report of the findings will be discussed with the student and placed in the student’s file.
 

1.2 Letter grades are associated with numeric values as follows, which are the same across all degree programs:
A+ (4.0), A (4.0), A- (3.7), B+ (3.3), B (3.0), B- (2.7), C+ (2.3), C (2.0), C- (1.7), D+ (1.3), D (1.0), D- (0.7), and F (0.0).

1.2.1 Students may also receive the following marks: Pass/Fail, S/U (Satisfactory/Unsatisfactory), W (Withdrawal), I (Incomplete), O (No Grade Reported).

1.2.2 Only letter grades A+ through C as well as Pass and Satisfactory marks will count toward the degree requirements. Please see the Grades and Grading Policy for rules regarding retaking a course.
 

1.3 MS/PhD in Biomedical Sciences (MS program requires only the first 9 bullets below)

• Complete all courses and maintain an overall GPA of 3.0 (on a 4.0 scale) or better;
• Participate in non-credit bearing workshops and seminars;
• Complete three six-week laboratory rotations during the first two semesters. Make a final presentation at the end of each rotation;
• Select a dissertation advisor and laboratory to begin dissertation research ideally by the end of the second semester (note: this is a key required milestone);
• Conduct original research in their assigned laboratory;
• Analyze and compile the research conducted in their assigned laboratory;
• Finalize the Dissertation Committee during the early part of the third semester;
• Pass the Candidacy Qualifying Exam ideally by the end of June of the fourth semester. The examination includes preparation and oral defense of a grant application based on the proposed dissertation research;
• Schedule annual meetings with the Dissertation Committee;
• Publish (may be in press) a minimum of at least one first author or co-first author primary research manuscript based on the student’s original research in a peer-reviewed journal prior to completion of the Ph.D. A student will not be permitted to schedule a dissertation defense until they have demonstrated that this requirement has been fulfilled (in rare circumstances unpublished but submitted manuscripts may be reviewed and approved by the Dissertation Committee and the Dean to fulfill this requirement);
• Obtain approval of revised and final dissertation document from Dissertation Committee;
• Complete an approved dissertation that reports the results and significance of the original research;
• Ideally before the end of the fifth year, conduct an oral defense of the dissertation.
   

1.4 MS in Global Child Health

• Complete all courses and maintain an overall GPA of 3.0 (on a 4.0 scale) or better;
• Participate and satisfactorily complete all assignments and examinations;
• Participate in non-credit bearing workshops and seminars during experiential learning intersessions;
• Select a thesis advisor, topic, and committee by the program’s stated deadline;
• Attend scheduled meetings with the Thesis Committee;
• Draft a written thesis and conduct an oral defense of the thesis and make all necessary revisions to the thesis ideally by the end of the fourth semester.
   

1.5 MS in Clinical Investigations

• Complete all courses and maintain an overall GPA of 3.0 (on a 4.0 scale) or better;
• Participate and satisfactorily complete all assignments and examinations;
• Participate in mandatory workshops and seminars;
• Select a thesis advisor, topic, and committee by the program’s stated deadline;
• Attend scheduled meetings with the Thesis Committee;
• Draft a written thesis and conduct an oral defense of the thesis and make all necessary revisions to the thesis ideally by the end of the fourth semester.
   

Procedure

2.1 Academic Sanctions

2.1.1 Failure to meet SAP requirements will result in an academic sanction. These include Academic Warning, Academic Probation or Academic Dismissal.

2.1.2 Academic Warning: The academic warning sanction alerts the student and the Graduate School of the student’s need for academic improvement. Measures of poor performance include excessive absences, failure to participate in mandatory workshops and seminars, or hold committee meetings. These issues will be reviewed by the Associate Dean of the respective program. The student will receive notification of failure to meet minimum standards of performance and/or engagement and must meet with the Assistant or Associate Dean to discuss and determine next steps.

2.1.3 Academic Probation: Students who fall below an average GPA of 3.0 are placed on academic probation for one semester. The student will receive notification from the registrar regarding their probation status. If the student raises their GPA to the required minimum standard of 3.0 during that semester, then they will be released from probation. Intervention Measures are initiated as soon as low grades are noted in a single course to prevent probation, and continue during probation to assist students in raising their GPA:

• Regular check-in meeting with the Assistant/Associate Dean of their respective program.
• A plan for corrective action will be devised.
• The student advisor will maintain status updates on the Corrective Action Plan.

2.1.4 Academic Dismissal: A student may be dismissed from the Graduate School for a number of academic reasons, including but not limited to: failure to pass the Candidacy Qualifying Examination; failure to identify a thesis/dissertation advisor; consistently poor performance as evidenced by grades, work-in-progress reports, and failure to attend required core courses, journal clubs, and laboratory meetings.

2.1.4.1 If a student on academic probation does not raise their GPA to 3.0 by the end of the first semester of probation, the student will be dismissed from the Graduate School. The Associate Dean of the respective program with approval of the Dean may decide to allow the continuation of probation for one semester in exceptional circumstances. During the probation period, the student will be given the option to withdraw before facing academic dismissal. If at the end of the second semester of probation the grade point average is still below 3.0, the student will be dismissed from the Graduate School.

2.1.4.2 The Associate Dean shall provide a time-stamped and dated copy of the formal student dismissal request to the instructor(s) and the advisor. The Associate Dean will then request input and/or response from the instructor(s) and the advisor. The Associate Dean may convene an ad hoc special review committee to advise on any dismissal. Dismissal from the Graduate School requires approval by the Dean. The Graduate School will offer coaching to aid in the decision and assist the student in determining next steps.
 

2.2 Appeal an Academic Dismissal

2.2.1 Students may appeal an academic dismissal by submitting an appeal to the Dean in writing within ten calendar days of the decision. The appeal should contain the student’s plan for returning to good standing, any unusual or extenuating circumstances that prevented the student from being successful, and other information that the student would like the Dean to consider. The Dean shall review all documentation and respond in writing to the student within thirty calendar days of receiving the formal dismissal appeal. The decision of the Dean is the final decision. The Registrar retains all dismissal appeal records permanently.
 

2.3 Readmission

2.3.1 A student who has been dismissed from the Graduate School will not be readmitted under any conditions.
 

Definitions

N/A
 

Reference Documents

• Withdrawal Policy
• Grades and Grading Policy
   

Forms and Other Documents

N/A
 

Revision History

V1.0 – May 9, 2023
 

Approvals

Curriculum Committee – Approved on May 9, 2023

Grades and Grading Policy

Purpose

The purpose of this policy is to define the Graduate School’s grade scale and outline the procedure for calculating Grade Point Average (GPA).
 

Scope

This policy applies to all coursework at the Graduate School, regardless of mode of instruction.
 

Stakeholders Affected by this Policy

Stakeholders affected by this policy include all Graduate School students and faculty.
 

Policy

1.1 Students will be awarded grades for all coursework. Letter grades are associated with numeric values as follows, which is the same across all degree programs:

A+ (4.0), A (4.0), A- (3.7), B+ (3.3), B (3.0), B- (2.7), C+ (2.3), C (2.0), C- (1.7), D+ (1.3), D (1.0), D- (0.7), and F (0.0). For calculating the GPA, reference procedure section 2.1.

1.1.1 Students may also receive the following marks: Pass/Fail, S/U (Satisfactory/Unsatisfactory), I (Incomplete), W (Withdrawal), O (No Grade Reported).

1.1.2 Only letter grades A+ through C as well as Pass and Satisfactory marks will count toward the degree requirements.
 

1.2 Pass/Fail

1.2.1 A student’s earned grade in a course designated as Pass/Fail will be a “Pass” if the student has earned a course grade of C or above (2.0 or above). A student’s earned grade in a course will be “Fail” if the student has earned a course grade of a C or below. A Pass/Fail grade is not used in calculating the student’s GPA.

1.2.2 When a student earns a “Pass” in a course that is designated as Pass/Fail, the credits from that course count toward the degree requirements, but the credits are not used in calculating the student’s GPA.

1.2.3 A student who receives a “Fail” grade in a Pass/Fail course will immediately be placed on academic warning as successful completion of the degree requirements will be at risk. The credits of any failed course will not be counted toward the degree requirements. A student will have the opportunity to earn a “Pass” in a course where the student received a “Fail” with the successful completion of an individualized academic plan designed in consult with the Associate Dean (or designee) and the relevant Graduate Faculty member.
 

1.3 Satisfactory/Unsatisfactory (S/U)

1.3.1 The Satisfactory/Unsatisfactory grading option is typically used for research courses.

1.3.2 A mark of “Satisfactory” is given if a student has received a grade of C or above (2.0 or above) in a course. The credits from that course count toward the degree requirements, but the credits are not used in calculating the student’s GPA.

1.3.3 A mark of “Unsatisfactory” is given if a student has received a grade of below a C (below 2.0). The credits from that course will not count toward the degree requirements, and the credits are not used in calculating the student’s GPA. A student will have the opportunity to earn a “Satisfactory” in a course where the student received an “Unsatisfactory” with the successful completion of an individualized academic plan designed in consult with the Associate Dean (or designee) and the relevant Graduate Faculty member.
 

1.4 Incomplete (I)

1.4.1 A mark of “Incomplete” is given when the semester ends and a student’s work is academically acceptable, but for a valid reason the student has been unable to complete all required work. An “I” is not included in the calculation of the GPA. An “I” will convert to a failing grade (F) if the incomplete work is not made up before the end of the next semester which may jeopardize the student’s continued enrollment in the graduate program.
 

1.5 Student-Initiated Withdrawal (W)

1.5.1 This mark is given to a student who initiates the process to officially withdraw from the Graduate School during the time specified in the academic period. A "W" does not satisfy prerequisites and is not included in the calculation of GPA.
 

1.6 No Grade Reported (O)

1.6.1 This mark is given to a student when no grade is reported by the instructor. This mark does not affect the student's GPA and will be replaced with the appropriate grade upon submission of that grade by the instructor.
 

1.7 Retaking a Course

1.7.1 A student will have the opportunity to retake a course in which they received a letter grade of C or below. Students are only allowed to retake a course once.

1.7.2 For students retaking a course, the second grade a student receives in the course will be considered the final grade for the course. The second and final grade will be used in calculating the student’s GPA. The transcript will include both the first grade the student received as well as the final grade from the course that was retaken.
 

Procedure

2.1 Grade Point Average Calculation

2.1.1 To determine a student’s progress toward a degree and scholastic standing, the GPA is calculated at the end of each semester and immediately prior to graduation. This calculation relies on quality points derived from the

grade assigned to each course. Grades are available online at the close of each semester.

2.1.2 GPA Formula = Total quality points earned divided by credit hours (standard letter grade courses only)

associated with the quality points awarded

2.1.3 Example: A student has successfully completed the Genes to Proteins course (3 credits) with a grade of A- (3.7 points) and Cell Biology course (3 credits) with a grade of A (4.0 points).

Quality Points:

Genes to Proteins = 3.0 x 3.7 = 11.1 Cell Biology = 3.0 x 4.0 = 12.0

Total Quality Points = 11.1 + 12.0 = 23.1 Total Credits = 6

GPA = 23.1/6 = 3.85

2.1.4 The Graduate School will cap GPAs at 4.0. GPAs calculated above 4.0 will be rounded to 4.0.
 

Definitions

N/A
 

Reference Documents

N/A
 

Forms and Other Documents

N/A
 

Revision History

V1.0 – May 23, 2023
 

Approvals

Curriculum Committee – Approved on May 23, 2023

Research Misconduct Policy

Derived from St. Jude Policy 70.05.001 (Owner, Audrey Wilson)

Purpose

This policy replaces Section 300.1 of the St. Jude Faculty handbook.

• To protect scientific research integrity at St. Jude and to comply with federal regulatory requirements under 42 C.F.R. Part 93 regarding reporting and investigating allegations of Research Misconduct.
• This policy and accompanying Standard Operating Procedures supersede the St. Jude faculty handbook policy 300.1 entitled “Scientific Misconduct.”

Scope

• This policy applies to all research activities conducted under the auspices of St. Jude and includes but is not limited to “Institutional Members.” Entities with which St. Jude has consortium or contractual arrangements and who receive US Public Health Services (“PHS”) support through St. Jude shall have an assurance on file with the Office of Research Integrity (“ORI), and internal policies in compliance with 42 CFR 93 regarding procedures for investigating and reporting possible Research Misconduct to ORI.
• Conduct covered under this policy:
  • Research misconduct is defined by the ORI regulations as fabrication, falsification, or plagiarism in proposing, performing, or reviewing research, or in reporting research results. Research Misconduct does not include honest error or differences of opinion.
    • Fabrication is making up data or results, and recording or reporting them.
    • Falsification is manipulating research materials, equipment, or processes, or changing or omitting data or results such that the research is not accurately represented in the research record.
    • Plagiarism is the appropriation of another person’s ideas, processes, results, or words without giving appropriate credit to the other person.
  • St. Jude has more stringent standards than the narrow definition of research misconduct defined in the federal regulations, and may find conduct to be actionable under its standards even if the action does not meet the federal definition of research misconduct.
  • Conduct that does not meet ORI’s definition of Research Misconduct but warrants investigation and action by St. Jude under this policy includes:
    • intentional or reckless disregard for or significant and substantial departure from accepted research practices, applicable federal regulations, St. Jude policies, Institutional Review Board (“IRB”) directives on the appropriate and ethical conduct of human subjects research, Institutional Animal Care and Use Committee (“IACUC”) directives on the appropriate and ethical conduct of animal research, or recognized research ethics;
    • the falsification of academic or professional credentials; and
    • the submission to journals or research sponsors of work product that contains intentional or reckless material misstatements or omissions.
  • A finding of research misconduct occurs if there is a significant departure from accepted practices at St. Jude that were committed intentionally, knowingly or recklessly, and proven by preponderance of the evidence.
  • Authorship disputes are addressed in the St. Jude Faculty Handbook Section 200.12.1.
• Time Limitations
  • Research Misconduct occurring more than six years prior to submission of the allegation will not be investigated unless there is compelling reason to do so:
    • the alleged Research Misconduct was not reasonably discoverable at an earlier time;
    • the Respondent has continued or renewed conduct allegedly constituting Research Misconduct that occurred before the six-year limitation; or
    • the Research Misconduct poses a current threat to the health and safety of patients, animals, and/or employees.

Stakeholders Affected by this Policy

Stakeholders who must comply with this policy include all St. Jude Children’s Research Hospital Graduate School of Biomedical Sciences (“Graduate School”) students and faculty members participating in research activities.
 

Policy

1.1 The RIO at St. Jude is responsible for assessing Research Misconduct Allegations, determining when Allegations warrant Inquiries, recommending Investigations or administrative actions based on Inquiry conclusions, and overseeing Inquiries and Investigations. The Deciding Official appoints the RIO for St. Jude. The RIO works with Legal Services and Compliance to implement the institution’s Research Misconduct policies and procedures.

Procedure

2.1 The procedures and conditions of Research Misconduct proceedings are fully described in the Research Misconduct Standard Operating Procedure found on the Compliance and Human Resources intranet websites.
 

2.2 Reporting Misconduct Allegation

2.2.1 If an individual is unsure whether a suspected incident falls within the definition of Research Misconduct, he or she may confidentially and informally consult the RIO about the suspected misconduct. The RIO will accept any Allegation, discuss the circumstances with Legal Services, and respond to the individual.

2.2.2 An individual who is not comfortable bringing their concerns to the RIO may direct those concerns to any St. Jude Administrator, who is then required to forward the Allegation to the RIO.

2.2.3 Institutional Members shall report suspected Research Misconduct to a St. Jude Official. When a St. Jude Official receives an Allegation, he or she shall notify the RIO immediately. The RIO shall notify Legal Services, and Compliance if the Allegation requires investigation by or input from Compliance.
 

2.3 Research Misconduct Initial Review and Inquiry

2.3.1 A Respondent has a right to thorough, competent, objective, and fair response to Allegations of Misconduct.

2.3.2 Complainant, Respondent, and witness interviews shall take place in a private environment.

2.3.3 If after initial review of the alleged facts, or after the Inquiry, the RIO and Legal Services determine that circumstances described do not meet the definition of Research Misconduct, the RIO will refer the individual or concern to other St. Jude offices or officials with the responsibility for resolving the concern. If the concern involves a faculty member or student at the Graduate School, and the RIO and Legal Services determine that the circumstances described do not meet the definition of Research Misconduct but rather relate to an alternate issue relevant to the Graduate School, the RIO will refer the individual or concern to the Graduate School. If an Allegation is not made in good faith, the RIO and Legal Services will work with the Complainant’s supervisor, HR, and other departments as appropriate to determine if disciplinary action should be implemented.

2.3.4 If after initial review of the alleged facts, the RIO and Legal Services determine that the Allegation is sufficiently credible and specific and an Inquiry is warranted, the RIO shall notify the Respondent in writing immediately. If the Inquiry results in facts that require further scrutiny, the RIO will recommend to the Deciding Official that an Investigation should be conducted. If an Allegation involving a Graduate School student meets the definition of Research Misconduct, and the RIO suspects academic misconduct, the RIO and Legal Services will notify the Dean of the Graduate School. The Graduate School will initiate a review and investigation process for academic misconduct, as outlined in the Graduate School Student Professionalism Policy.

2.3.5 An Inquiry shall be completed within 55 calendar days of the initial Allegation unless circumstances warrant a longer period.

2.3.6 The RIO will take custody of the research records, review the evidence, and prepare and submit an Inquiry Report to the Respondent and Deciding Official. The Respondent will have five calendar days to review the report and submit a response to the RIO.

2.3.7 After reviewing the Inquiry Report and Response, the Deciding Official will determine within 30 calendar days of receiving the Report whether the evidence warrants an Investigation, even if the Complainant does not wish to pursue the Allegation. If there is an Inquiry that recommends an Investigation involving a faculty member or student at the Graduate School, the Dean of the Graduate School will be notified.
 

2.4 Ad hoc Committee of Investigation

2.4.1 The RIO and Deciding Official appoint the Committee. The Committee consists of senior St. Jude faculty members with appropriate scientific expertise, and who do not have unresolved personal, professional, or financial conflicts of interest with those involved with the Inquiry or Investigation (RIO, Complainant, Respondent, witnesses).

2.4.2 The Deciding Official appoints the Committee Chair, who is responsible for maintaining a detailed record of the Committee’s actions.

2.4.3 During the Investigation, St. Jude will take action necessary to protect public health and safety, federal funds, the research integrity process, and reputations.

2.4.4 Upon conclusion of the Investigation, the Committee will write its findings in an Investigation Report, which is provided to the Respondent. The Respondent may write a rebuttal within 30 calendar days of receiving the Committee’s Report for the Committee to consider. The Committee may modify its findings in an Addendum to the Report based on new facts provided in the Respondent’s Response. The Committee may recommend administrative actions to the Deciding Official. The Report, Response, and Addendum, and recommended administrative actions are provided to the Deciding Official for final determination, and to ORI according to federal regulations.
 

2.5 Duty to Cooperate with Research Misconduct Proceedings

2.5.1 Institutional Members are required to participate in Research Misconduct proceedings and shall provide relevant evidence of the Allegations to the RIO and Legal Services. If an Institutional Member refuses to cooperate according to this policy and its related procedures, the Deciding Official may impose disciplinary actions, up to and including termination of employment from St. Jude.
 

2.6 Protection of the Complainant, Respondent, and Others

2.6.1 Disclosure of the identity of Respondents, Complainants, and records or evidence from which research subjects might be identified in Research Misconduct proceedings is limited, to the extent possible, to those who need to know, consistent with a thorough, competent, objective and fair Research Misconduct proceeding, and as allowed by law. Provided, however, that St. Jude must disclose the identity of Respondents and Complainants to ORI.

2.6.1.1 The rights and reputation of Respondents, Complainants, and research subjects identifiable from research records or evidence, and all other parties involved in Research Misconduct proceedings shall be protected throughout the proceedings, to the extent possible without compromising public health and safety.

2.6.1.2 Legal Services will work with the RIO and institutional leadership during an Inquiry and an Investigation to determine how best to share information and findings with necessary agencies and parties.

2.6.2 St. Jude prohibits retaliation for making an Allegation. In accordance with institutional policy 70.01.006 “Non-retaliation for Reporting Suspected Non-Compliance,” no one shall suffer Retaliation for making an Allegation or for providing evidence or testimony during Research Misconduct Proceedings. The RIO and Legal Services will verify that an Allegation is made in good faith.

2.6.3 Respondent has a right to an Advisor. At Respondent’s request and faculty’s consent, a St. Jude faculty member in good standing and with no conflicts of interest in the matter may act as an advisor to a Respondent, and with notice to the RIO, may accompany the Respondent as an observer of interviews or meetings where the Respondent’s presence is requested or required.

2.6.4 If at any time during a Research Misconduct Proceeding, information is obtained that reasonably indicates that criminal violations may have occurred, the RIO must notify Legal Services within 24 hours. Legal Services will assess alleged criminal or civil violations case-by-case to ascertain relevant facts and determine the best course(s) of action. If the violations are likely to have occurred, Legal Services and the RIO will notify ORI, and any other appropriate parties (such as a funding agency or law enforcement), as appropriate

2.6.5 Resolution of an Investigation by the Deciding Official may include a finding that administrative action is necessary and a retaliation prevention plan for Committee members, witnesses, and Complainant(s) is needed. If no Research Misconduct is found, a plan to restore the Respondent’s reputation shall be developed.
 

2.7 Administrative and/or Disciplinary Actions for Findings of Research Misconduct

2.7.1 If the Deciding Official determines that the alleged Research Misconduct is substantiated, he or she will decide on the appropriate administrative or disciplinary actions to be taken with the Respondent, up to and including termination from employment at St. Jude. The RIO will notify and make reports of those actions, and any documentation needed to restore the scientific record, to ORI and other parties and agencies as required.

2.7.2 If the Deciding Official determines that an Allegation was not made in good faith, he or she will decide on the appropriate administrative or disciplinary actions to be taken with the Complainant, up to and including termination from employment at St. Jude.
 

2.8 Record Retention

2.8.1 Regardless of the outcome, after completion of a Research Misconduct Investigation and related actions, the RIO and Legal Services will prepare a complete file, including the records of the Inquiry and Investigation and copies of all transcripts, documents, and other materials furnished to the RIO or the Committee (the “Records”), and will transfer the Records to the Office of Legal Services for retention.

2.8.2 The Records shall be retained in a secure manner for seven years.

2.8.3 ORI and other authorized government personnel will be given access to the Records as required by law and in accordance with applicable St. Jude policies.
 

Definitions

Ad Hoc Committee of Investigation: Senior faculty members who the Deciding Official and the RIO appoint to examine and evaluate relevant facts and determine whether Research Misconduct has been committed and if so, by whom.

Allegation: Any written or oral statement or other communication of possible Research Misconduct made to a St. Jude Official. The four phases of responding to an Allegation are initial assessment, Inquiry, Investigation, and resolution.

Complainant: An individual who makes an Allegation of Research Misconduct.

Deciding Official: An institutional member who makes final determinations on Research Misconduct proceedings and any responsive St. Jude actions. At St. Jude, the Deciding Official is the Chief Executive Officer.

Good Faith Allegation: A claim of wrongdoing made with the honest belief that Research Misconduct may have occurred. An Allegation is not in good faith if it is groundless or made with knowing or reckless disregard for information that would negate the claim.

Inquiry: Preliminary information-gathering and initial fact-finding by the RIO and Legal Services in compliance with 42 CFR 93.307-309 to determine whether an Allegation or apparent instance of Research Misconduct warrants an Investigation.

Institutional Member(s): A person who is employed by, is an agent of, or is affiliated by contract or agreement with an institution. Institutional Members may include, but are not limited to, officials, tenured and untenured faculty, teaching and support staff, researchers, research coordinators, clinical technicians, postdoctoral and other fellows, students, volunteers, agents, and contractors, subcontractors, and sub awardees, and their employees.

Investigation: Formal development of a factual record and the examination of that record leading to a decision not to make a finding of research misconduct, or to a recommendation for a finding of research misconduct, which may include a recommendation for other appropriate actions, including administrative actions.

ORI: The Office of Research Integrity within the U.S. Department of Health and Human Services that oversees and directs Public Health Service (PHS) research integrity activities on behalf of the Secretary of Health and Human Services and the American public.

Research: A systematic experiment, study, evaluation, demonstration, or survey designed to determine the safety and effectiveness of medications, devices, diagnostic products, and treatment regimens intended for human use (clinical research), or to develop or contribute to general scientific knowledge (basic research) or specific scientific knowledge (applied research) relating broadly to public health by establishing, discovering, developing, elucidating, or confirming information about, or the underlying mechanism relating to, biological causes, functions, or effects, diseases, treatments, or related matters to be studied.

Research Integrity Officer (“RIO”): The individual at St. Jude who is responsible for working with the Office of Legal Services (“Legal Services”) to assess Allegations, determine when Allegations warrant an Inquiry, and if there is sufficient evidence of potential Research Misconduct to warrant an Investigation. The RIO oversees Inquiries and Investigations. The Chief Executive Officer appoints the RIO for St. Jude.

Respondent: The person(s) against whom an Allegation of Research Misconduct is directed or the person(s) whose actions are the subject of an Inquiry or Investigation.

Retaliation: An adverse action taken against a Complainant, witness, or Committee member by St. Jude or one of its employees in response to a Good Faith Allegation of Research Misconduct, or good faith cooperation with a Research Misconduct proceeding.

St. Jude Official: An institutional member with the authority and responsibility to respond to and/or report Allegations of Research Misconduct. Such officials include the Chief Executive Officer, Research Integrity Officer, members of Legal Services, and Compliance Office (“Compliance”).
 

Reference Documents

• St. Jude Faculty Affairs Handbook - This policy replaces Section 300.1 of the Faculty Handbook.
• 42 CFR Part 93 Public Health Services Policies on Research Misconduct
• St. Jude Progressive Disciplinary Process
• Office of Legal Services intranet site
• Compliance Office intranet site
• Graduate School Non-Retaliation Policy
   

Forms and Other Documents

N/A
 

Revision History

V1.0 – May 9, 2023
 

Approvals

Curriculum Committee – Approved on May 9, 2023

Credit Hour Policy

Purpose

The St. Jude Children’s Research Hospital Graduate School of Biomedical Sciences (“Graduate School”) offers courses leading to degrees at the master’s and doctoral level.

A master’s student who successfully completes all coursework and their thesis is awarded a terminal Master of Science degree.

A doctoral student who does not successfully complete their Candidacy Examination, and who is otherwise in good standing academically, may be awarded a terminal Master of Science degree based on progress achieved, as determined by the Dean, and is dismissed from the program.

A doctoral student who advances to candidacy and successfully completes and defends their dissertation is awarded a PhD degree.
 

Scope

This policy applies to all students enrolled at the Graduate School, regardless of mode of instruction and physical location of the student.
 

Stakeholders Affected by this Policy

Stakeholders affected by this policy include all current and prospective students and those responsible for overseeing the assignment of credit.
 

Policy

1.1 Credit Hour and Semester Definition

1.1.1 The U.S. Department of Education defines a credit hour as the amount of work represented in intended learning outcomes and verified by evidence of student achievement that is an institutionally established equivalency that reasonably approximates:

Not less than one hour of classroom or direct faculty instruction and a minimum of two hours of out-of-class student work each week for approximately fifteen weeks for one semester or trimester hour of credit, or ten to twelve weeks for one quarter hour of credit, or the equivalent amount of work over a different amount of time; or

At least an equivalent amount of work as required in paragraph (1) of this definition for other activities as established by an institution, including laboratory work, internships, practica, studio work, and other academic work leading to the award of credit hours.

1.1.2 The Graduate School follows the federal definition of a semester, which is approximately 15 weeks long. Faculty on the subcommittees of the Curriculum Committee are responsible for determining credit hour assignments for each course. The Curriculum Committee is responsible for approving credit hour assignments, including the level and amount of credit awarded for each course.
 

1.2 Credit Hour Assignment

1.2.1 The standard for a one semester credit hour course is one class hour (50 minutes) of direct instruction and a minimum of two class hours (100 minutes) of out-of-class student work/student academic engagement activities each week during the standard semester (15 weeks). This equates to a total of 750 minutes of direct instruction and 1,500 minutes of out-of-class student work per standard semester (15 weeks). A course offered in fewer than 15 weeks shall contain the same total hours (contact hours, preparation time, content, and requirements) as the same course offered in the standard 15-week semester.

1.2.2 While minutes of work and contact time can provide guidance in the establishment of credit hour equivalencies, it is understood that the student achievement associated with any credit hour can only be measured adequately in terms of documented qualitative and quantitative outcomes. The successful completion of a credit hour will always take into consideration expectations based on degree level, discipline, the type of learning experience (e.g., didactic, clinical, practica, or internships), and the mode of delivery (e.g., face-to-face or online). This definition is a minimum standard that does not restrict graduate faculty from setting a higher standard that requires more student work per credit hour.
 

1.3 Experiential credit

1.3.1 Experiential credit will be considered on a case-by-case basis for students who are admitted into the doctoral program and typically reflects prior experience in research, clinical care and industry. Experiential credit will be reviewed and granted by the Curriculum Committee. Experiential credit will not be considered for students who are admitted into the Master of Clinical Investigations and Global Child Health programs.
 

1.4 Transfer credit

1.4.1 Transfer credit may be granted for a student transferring into the Graduate School from another program. The transfer credit request will be evaluated by the Curriculum Committee, which typically occurs prior to student enrollment. After the conclusion of the evaluation, the Curriculum Committee will submit a recommendation to the Associate Dean of the respective program. The maximum number of transfer credits will vary across programs.

1.4.2 After admission to the Graduate School, graduate credit from another university may be accepted by the St. Jude Graduate Program with the approval of the appropriate Associate Dean.
 

1.5 Transferability of Credit to Other Institutions

1.5.1 The St. Jude Children’s Research Hospital Graduate School of Biomedical Sciences is a special purpose institution. The mission of St. Jude Children’s Research Hospital is to advance cures, and means of prevention, for pediatric catastrophic diseases through research and treatment. The St. Jude Graduate School of Biomedical Sciences drives this mission by educating the next generation of biomedical researchers to probe the molecular basis of disease, develop novel therapy and train medical professionals to advance global health for children with catastrophic diseases.

Students should be aware that transfer of credit is always the responsibility of the receiving institution. Whether or not credits transfer is solely up to the receiving institutions. Any student interested in transferring credit hours should check with the receiving institution directly to determine to what extent, if any, credit hours can be transferred.
 

1.6 Course Numbering

1.6.1 The Graduate School courses are labeled with a seven-character field. The first three characters represent an alphabetic prefix that defines the program to which each course is attached. The fourth character indicates courses earned toward a degree level. The fifth and sixth characters indicate the numbering of courses. The seventh character indicates the term the course is offered.

Examples:

BMS9301
‘BMS’: Biomedical Sciences; ‘9’: Doctoral level; ‘30’: Sequence of course; ‘1’: Fall term

GCH8132
‘GCH’: Global Child Health; ‘8’: Master’s level; ‘13’: Sequence of course; ‘2’: Spring term
 

Procedure

N/A
 

Definitions

N/A
 

Reference Documents

N/A
 

Forms and Other Documents

N/A
 

Revision History

V1.0 – May 9, 2023
 

Approvals

Curriculum Committee – Approved on May 9, 2023

Withdrawal Policy

Purpose

The purpose of this policy is to provide guidance on withdrawing from the Graduate School.
 

Scope

This policy applies to all students enrolled in the St. Jude Graduate School, regardless of mode of instruction and physical location of the student.

Stakeholders Affected by this Policy

Stakeholders affected by this policy include all Graduate School students, faculty, and staff.

Policy

1.1 Withdrawal

1.1.1 A student may voluntarily withdraw from the Graduate School at any time. If a student is not certain about withdrawing from the entire program or even a semester, alternatives are available with the Dean’s approval.

1.1.2 A student who formally withdraws in good standing from the program and later wishes to be reinstated must reapply through the same application process as all entering applicants, unless prior arrangements have been made and approved by the Dean.

1.1.3 A student who formally withdraws from the Graduate School is eligible for a refund if they meet the criteria specified in the Refunds Policy. The refund amount is based on the student’s official withdrawal date.

Procedure

2.1 Requesting a Withdrawal from the Graduate School

2.1.1 A student in the Graduate School who wishes to withdraw from the program for any reason should first meet with their research advisor to discuss the withdrawal request, and then meet with the Dean to finalize the written and signed withdrawal notice.

2.1.2 The student’s research data must be stored on the network drive; laboratory notebooks must be complete; and Graduate School property, including the assigned laptop computer, must be returned before the Dean approves withdrawal.

2.1.3 The student’s transcript will indicate a “W” for the student’s currently enrolled courses. “Withdrawal from the Program” and the date of the withdrawal will be noted on the transcript in the current academic term. The effective date of withdrawal is the date the Registrar receives the written withdrawal notice.
 

Definitions

N/A
 

Reference Documents

Refunds Policy
 

Forms and Other Documents

N/A
 

Revision History

V1.0 – May 23, 2023
 

Approvals

Curriculum Committee – Approved on May 23, 2023

Military Service Leave of Absence Policy

Purpose

St. Jude Children’s Research Hospital Graduate School of Biomedical Sciences (“Graduate School”) provides Military Service Leave to students who are members of the U.S. Armed Forces, including members of the National Guard or Reserve.
 

Scope

This policy applies to all students actively enrolled in the St. Jude Children’s Research Hospital Graduate School of Biomedical Sciences who are members of the U.S. Armed Forces, including members of the National Guard of Reserve under federal authority (“Armed Forces”). Any reference to benefits only applies to those students who receive benefits from the Graduate School.
 

Stakeholders Affected by this Policy

Stakeholders affected by this policy include students requesting military leave as well as faculty and staff involved in the military leave of absence process.
 

Policy

1.1 Leave is provided when necessitated by service, voluntary or involuntary, in the U.S. Armed Forces. Such service includes, active duty, active duty for training, full-time National Guard or Reserve duty, or mandatory training or mandatory temporary duty that must occur during the time a student is actively enrolled at the Graduate School.
 

1.2 Non U.S. students who serve in their countries’ armed forces will be considered on a case-by-case basis.
 

1.3 Leave will be provided for a period of not more than one cumulative year, but readmission is allowed for up to five cumulative years, unless an extension is required by law.
 

1.4 While on approved leave, the student’s enrollment status is “Leave of absence (LOA)”; however, the student is considered actively enrolled to their program. Tuition will be assessed accordingly.
 

1.5 The Graduate School Insurance coverage will automatically continue for up to than 30 days. Coverage can be continued upon request for more than 30 days but not to exceed 1 Year.
 

Procedure

2.1 Military LOA requests must first be discussed with the dissertation/thesis advisor and the Associate Dean of the Program prior to submission of the formal request to the Senior Associate Dean of Academic Affairs.
 

2.2 Students requiring military leave are formally responsible for submitting the “Request for Leave of Absence Form” and supporting documentation to the Senior Associate Dean of Academic Affairs as soon as possible. Once approved, it will be submitted to the Dean for final approval.
 

2.3 Upon approval of the LOA, the Senior Associate Dean of Academic Affairs will confirm the leave with the student, the student’s dissertation/thesis advisor, and the Associate Dean of the program, and will also notify the Registrar and St. Jude HR Benefits of the period of time for which the leave has been granted. All documentation will be maintained by the Registrar.
 

2.4 Students on military LOA will receive limited access to their St. Jude accounts and systems, and must request support from the Graduate School staff, as needed.
 

2.5 When the student satisfactorily completes the military service LOA, the student must provide written notice and a copy of their completion documentation to the Senior Associate Dean of Academic Affairs of their intent to return to the program.
 

2.7 For periods of military service of 31 to 180 days, the student is required to submit to the Senior Associate Dean of Academic Affairs written notice of their intent to return no later than 14 days after completion of service. The Graduate School will require documentation to establish that the notice of intent to return is timely, that the nature of the student’s separation from uniformed service was not disqualifying and that the student has not exceeded applicable time limits on the duration of service.
 

2.8 For periods of military service up to 30 consecutive days (or for a period of any length for the purpose of a fitness examination), the student must report to the Graduate School after the completion of service and transportation home plus 24 hours rest.
 

2.9 Leave time taken will not be included in the time-to-degree calculation for degree completion and the student is not required to make degree progress during the period of the leave.
 

2.10 If a student is hospitalized or disabled as the result of a service-connected injury or illness, the deadlines stated above may be extended for up to 1 year.

2.11 If the military LOA severely impacts the mandatory curriculum of the relevant program as determined by the Associate Dean, the student will be required to join the next cohort.

2.12 An LOA does not affect the student’s obligation to comply with other Graduate School policies or the sanctions to which the student may be subject for violation of any such policies. Pending or related student conduct or academic proceedings may continue even when a student is on a LOA.

2.13 If a student does not return at the end of the approved leave, the student will be withdrawn from the program and must reapply through the entering application process. Exceptions to this policy require the approval of the Dean. Withdrawal from active student status will impact eligibility of medical and other health insurances and stipend funding.

2.14 All information provided to the Graduate School in connection with a LOA will be handled in a confidential manner and disclosed only in accordance with Graduate School policies and in compliance with state and federal laws.  

Definitions

N/A

Reference Documents

• Withdrawal Policy
• Leave of Absence Policy

Forms and Other Documents

N/A

Revision History

V1.0 – May 23, 2023

Approvals

Curriculum Committee – Approved on May 23, 2023

Leave of Absence Policy

Purpose

All students in the St. Jude Children’s Research Hospital Graduate School of Biomedical Sciences (“Graduate School”) that maintain Satisfactory Academic Progress, per the Satisfactory Academic Progress Policy may request a leave of absence from the graduate school for any of several reasons. This policy describes the different categories of leave and procedures associated with each.
 

Scope

The policy applies to all St. Jude Children’s Research Hospital Graduate School of Biomedical Sciences students that maintain Satisfactory Academic Progress, regardless of mode of instruction and physical location of the student. Any reference to paid leave and funding for medical insurance only applies to those students who receive stipends and medical insurance from the Graduate School.
 

Stakeholders Affected by this Policy

Stakeholders affected by this policy include all Graduate School students, as well as staff and faculty involved in the leave of absence process.
 

Policy

1.1 A leave of absence (LOA) is an approved temporary interruption of studies.
 

1.2 Requests for LOA will be reviewed and approved on a case-by-case basis by the Graduate School.
 

1.3 The length of time for LOA, in any combination, cannot exceed 1 year (52 weeks) total for the entire duration of the student’s enrollment in the Graduate School.
 

1.4 While on approved leave, the student’s enrollment status is “Leave of absence (LOA)”; however, the student is considered actively enrolled to their program. Tuition will be accessed accordingly.
 

1.5 Funding for medical insurance will be continued without interruption as long as the student remains eligible for the medical plan according to the Plan document.
 

1.6 Stipend will be paid under the terms defined per LOA category.
 

1.7 If the student is funded by an F30 or an F31 NIH grant, they must also follow NIH policy (https://grants.nih.gov/grants/guide/notice-files/NOT-OD-18-154.html). If a student is funded by any other grant, they must also follow the relevant leave of absence policies for that grant.
 

1.8 The Graduate School reserves the right to approve or deny all LOA requests in accordance with applicable state, federal and other regulatory agencies.
 

1.9 The categories of LOA and their specific details are as follows:
 

1.10 Medical Leave

1.10.1 A student may request up to 26 weeks (one semester) of continuous leave for a medical LOA if the student suffers from a medical condition or issue. During this period, the student will receive up to 2 weeks paid leave. Americans with Disability Act (ADA) policies may be followed as needed.
 

1.11 Parental Leave

1.11.1 A student may request up to 8 weeks of continuous paid leave for a parental LOA under one of the following four categories:

• A student who is a birth parent.
• A student who is a non-birth parent with significant responsibility for the care of the newborn child(ren); this includes a non-birth parent caring for a child born by surrogacy.
• A student who adopts or fosters a child under the age of 18 (or a child under the age of 23 if the child is mentally or physically disabled).
• A student who has a child under the age of 18 (or a child under the age of 23 if the child is mentally or physically disabled) placed with them pursuant to a court order.

1.11.2 Approved paid parental leave may be taken at any time during the twelve (12) month period following the birth or adoption of the child or placement of a child pursuant to a court order.

1.11.3 Students who need or wish to take a longer period of leave may request a medical leave or personal leave depending on the reason.
 

1.12 Personal Leave

1.12.1 A student may request up to 26 weeks (one semester) of continuous leave for a personal LOA for a reason not otherwise covered, for example, to attend to an illness in the family. During this period, the student will receive up to 2 weeks paid leave.
 

1.13 Bereavement Leave

1.13.1 Notify the Senior Associate Dean of Academic Affairs as soon as possible.

1.13.2 Bereavement leave is available within six (6) months of the date of death.

1.13.3 Three (3) days are available in the event of the death of an "immediate" family member, such as spouse, mother, father, sister, brother, step-parent, legal guardian, grandparent, grandchild, child (including legally adopted child, stepchild), mother-in-law, father-in-law.

1.13.4 One (1) bereavement day is available in the event of the death of an "other" family member, such as brother-in-law, sister-in-law, daughter-in-law, son-in-law.

1.14 Extended Leave

1.14.1 In exceptional circumstances, a student may request an extended LOA if additional time is required after exhausting the terms of one of the above listed approved LOAs. The length of time, in any combination, cannot exceed 1 year (52 weeks) total for the entire duration of the student’s enrollment in the Graduate School.

1.15 Military Leave

1.15.1 For leave of absence for military service, students should reference the Military Leave of Absence Policy for more information and instructions on how to request a military leave of absence.

Procedure

2.1 LOA requests must first be discussed with the dissertation/thesis advisor and the Associate Dean of the Program prior to submission of the formal request to the Senior Associate Dean of Academic Affairs.
 

2.2 All LOAs must formally be requested using the Graduate School “Leave of Absence Request Form” and supporting documentation provided to the Senior Associate Dean of Academic Affairs at least thirty (30) days prior to the beginning of the anticipated leave. Students who cannot foresee the need for leave 30 days in advance must give as much notice as possible. Students in emergency situations or in a state of diminished capacity will be placed on a leave and applicable paperwork collected retroactively.
 

2.3 The St. Jude Human Resources department may be contacted by the Senior Associate Dean of Academic Affairs for support in the leave process as needed.
 

2.4 Students are required to respond to requests for documentation and other information in a timely manner. Failure to respond to repeated requests for information will be seen as a failure to engage in the process and may cause the request for a leave to be denied. This includes requests during the leave, including intent to return or intent to apply for additional applicable leaves.
 

2.5 LOA will not be considered to have been granted until approved in writing by the Senior Associate Dean of Academic Affairs and signed off by the Dean.
 

2.6 Upon approval of the LOA, the Senior Associate Dean of Academic Affairs will confirm the leave with the student, the student’s advisor, and the Associate Dean of the enrolled program and will also notify the Registrar and St. Jude HR Benefits of the period of time for which the leave has been granted. The documents will be maintained by the Registrar and records specifically related to medical LOA will be maintained by the St. Jude ADA Coordinator.
 

2.7 In emergency situations or cases where students have been in a state of diminished capacity, temporary approval may be granted at the discretion of the Dean while paperwork is being collected; temporary approval will only cover the time period granted for submitting paperwork and the Graduate School’s completion of the formal approval/disapproval process.
 

2.8 Students on LOA will receive limited access to their St. Jude accounts and systems, and must request support from the Graduate School staff, as needed.
 

2.9 Students should contact the Associate Dean(s) of their program and the Registrar 14 days prior to their planned return to the Graduate School to request reinstatement.
 

2.10 It is the student’s responsibility to work directly with their dissertation/thesis advisor and Associate Dean of the program to determine the arrangements for course completion and continuation of research activities following the leave period.
 

2.11 If a student does not return at the end of the approved leave or fails to make the appropriate arrangements for course completion or continuation of research activities following the leave, the student will be withdrawn from the program and must reapply through the entering application process. Exceptions to this policy require the approval of the Dean. Withdrawal from active student status will impact eligibility of medical and other health insurances and stipend funding.
 

2.12 If the LOA severely impacts the mandatory curriculum of the relevant program as determined by the Associate Dean, the student will be required to join the next cohort.

2.13 Additional Leave of Absence Considerations

2.13.1 Time taken on an approved LOA will not be included in the time-to-degree calculation for degree completion and does not require the student to make degree progress during the leave period.

2.13.2 A LOA does not affect the student’s obligation to comply with other Graduate School policies or the sanctions to which the student may be subject for violation of any such policies. Pending or related student conduct or academic proceedings may continue even when a student is on a LOA.

2.13.3 All information provided to the Graduate School relating to a LOA will be handled confidentially and disclosed only in accordance with Graduate School policies and in compliance with state and federal laws.

Refunds of tuition and fees while a student is on an approved LOA will be handled in accordance with the Refunds Policy.

Definitions

N/A
 

Reference Documents

• Refunds Policy
• Military Service Leave of Absence Policy
• Accommodation Policy
• Satisfactory Academic Progress Policy
• Withdrawal Policy
   

Forms and Other Documents

N/A
 

Revision History

V1.0 – May 23, 2023
 

Approvals

Curriculum Committee – Approved on May 23, 2023

Degrees and Degree Requirements Policy

Purpose

The purpose of this policy is to provide guidance on degree and graduation requirements.

Scope

This policy applies to all students enrolled in the St. Jude Graduate School, regardless of mode of instruction and physical location of the student.

Stakeholders Affected by this Policy

Stakeholders affected by this policy include all Graduate School students and faculty.

Policy

1.1 Degree Completion Time Limit

1.1.1 Students are expected to complete the doctoral degree ideally within five years, time beyond 5 years will require a written request and approval from the Dean.

1.1.2 Students are expected to complete the master’s degree within two years, with three years as the maximum time allowed including any leaves of absence.

1.1.3 If a student has been approved to withdraw from the program and then is re-admitted, the period of withdrawal will not be included in the time to degree. Any exceptions to this policy require the approval of the Dean.

1.2 An Intent to Graduate form must be submitted to the Graduate School at the beginning of the semester in which the student expects to complete a degree.

1.3 Degree conferral is an institutional action that represents a student’s completion of the requirements necessary for a degree. All students must file the Degree Completion Form to be considered for degree conferral. Degrees from the Graduate School are conferred in either June or December of each year. A single Commencement Exercise will typically be scheduled once each year. A student who has had their terminal degree conferred - doctoral or master’s - will be assigned “graduate” status, which will prohibit their registration in a subsequent semester.

Procedure

2.1 Degrees and Degree Completion

2.1.1 Doctoral Degree in Biomedical Sciences (minimum of 90 credit hours)

• The Graduate School will award the doctoral degree upon the successful completion of the following requirements:
  • Complete all courses and maintain an overall GPA of 3.0 (on a 4.0 scale) or better;
  • Participate in non-credit bearing workshops and seminars;
  • Complete three six-week laboratory rotations during the first two semesters. Make a final presentation at the end of each rotation;
  • Select a dissertation advisor and laboratory to begin dissertation research ideally by the end of the second semester (note: this is a key required milestone);
  • Conduct original research in their assigned laboratory;
  • Analyze and compile the research conducted in their assigned laboratory;
  • Finalize the Dissertation Committee during the early part of the third semester;
  • Pass the Candidacy Qualifying Exam ideally by the end of June of the fourth semester. The examination includes preparation and oral defense of a grant application based on the proposed dissertation research;
  • Schedule annual meetings with the Dissertation Committee;
  • Publish (may be in press) a minimum of at least one first author or co-first author primary research manuscript based on the student’s original research in a peer-reviewed journal prior to completion of the Ph.D. A student will not be permitted to schedule a dissertation defense until they have demonstrated that this requirement has been fulfilled (in rare circumstances unpublished but submitted manuscripts may be reviewed and approved by the Dissertation Committee and the Dean to fulfill this requirement);
  • Obtain approval of revised and final dissertation document from Dissertation Committee;
  • Complete an approved dissertation that reports the results and significance of the original research;
  • Ideally before the end of the fifth year, conduct an oral defense of the dissertation.
• A student who fails the Candidacy Examination or the oral defense of the thesis will be allowed to repeat each once.

2.1.2 Master of Science Degree in Biomedical Sciences - Terminal (54 credit hours)

2.1.2.1 A student who decides to leave the program prior to obtaining their PhD degree or does not successfully pass their Candidacy Exam and is unable to complete their PhD studies may apply to the Associate Dean and Dean for a terminal Master of Science degree in Biomedical Sciences. To be considered for a terminal master's degree, the student must:

• Successfully complete the first-year core curriculum;
• Ideally complete at least 6-12 months of full-time research

2.1.2.2 Once the Associate Dean and Dean approve the request for a terminal master's degree, the student will write and submit their candidacy exam and defend it during an oral examination administered by their Dissertation Committee. If the student's Dissertation Committee, Associate Dean and Dean approve the amount and quality of the student's work and agree that it rises to a master's level of research and academic accomplishment, a terminal master's degree is awarded to the student.

2.1.3 Master of Science Degree in Global Child Health – Terminal (30 credit hours)

• To be awarded a master’s degree in Global Child Health, a student must:
  • Complete all courses and maintain an overall GPA of 3.0 (on a 4.0 scale) or better;
  • Participate and satisfactorily complete all assignments and examinations;
  • Participate in non-credit bearing workshops and seminars during experiential learning intersessions;
  • Select a thesis advisor, topic, and committee by the program’s stated deadline;
  • Attend scheduled meetings with the Thesis Committee;
  • Draft a written thesis and conduct an oral defense of the thesis and make all necessary revisions to the thesis ideally by the end of the fourth semester.
• The thesis defense will ideally be completed by the end of the fourth semester. A student who fails the defense of their thesis will be allowed to repeat the defense once before the program’s stated deadline in the student’s fourth semester. A second failing grade will result in termination from the program.

2.1.4 Master of Science Degree in Clinical Investigations – Terminal (33 credit hours)

• To be awarded a master’s degree in Clinical Investigations, a student must:
  • Complete all courses and maintain an overall GPA of 3.0 (on a 4.0 scale) or better;
  • Participate and satisfactorily complete all assignments and examinations;
  • Participate in mandatory workshops and seminars;
  • Select a thesis advisor, topic, and committee by the program’s stated deadline;
  • Attend scheduled meetings with the Thesis Committee;
  • Draft a written thesis and conduct an oral defense of the thesis and make all necessary revisions to the thesis ideally by the end of the fourth semester.
• The thesis defense will ideally be completed by the end of the fourth semester. A student who fails the defense of their thesis will be allowed to repeat the defense once before the program’s stated deadline in the student’s fourth semester. A second failing grade will result in termination from the program.

Definitions

N/A

Reference Documents

• Satisfactory Academic Progress Policy

Forms and Other Documents

N/A

Revision History

V1.0 – May 23, 2023

Approvals

Curriculum Committee – Approved on May 23, 2023

Grade Appeals Policy

Purpose

The purpose of this policy is to outline the process and procedures for formally requesting final course grade appeals.
 

Scope

This policy applies to all students enrolled in the St. Jude Graduate School, regardless of mode of instruction and physical location of the student.
 

Stakeholders Affected by this Policy

Stakeholders affected by this policy include all Graduate School students and faculty.
 

Policy

1.1 Appeals for final course grades must be submitted to the relevant Associate Dean before the end of the following semester. Any grade standing beyond that period is not available for review and will remain on the transcript. Students are advised to discuss concerns about grades and academic progress with their advisors at the earliest possible time.
 

Procedure

2.1 Process for Formal Final Course Grade Appeal

2.1.1 When appealing a grade, the student should provide a written statement of the violation; description of attempts to resolve complaint; documentation regarding policies including but not limited to the course syllabus; and documentation of coursework associated with the complaint.

2.1.2 The Associate Dean shall provide a time-stamped and dated copy of the formal student course grade appeal to the instructor(s). The Course Leader will then request input and/or response from the instructor(s).

2.1.3 The Associate Dean may convene an ad hoc special review committee to advise on any dispute.

2.1.4 The Associate Dean shall review all documentation and respond in writing to the student within thirty calendar days of receiving the formal course grade appeal. The Associate Dean will place, in writing, the final decision to the student and instructor(s), and grade appeal committee or the reason for any delay in decision. The decision of the Associate Dean can be appealed to the Dean.

2.1.5 Appeals to the Dean must be submitted in writing within ten calendar days of the postmarked response from the Associate Dean. The Dean or their designee must respond to the student appeal within thirty calendar days. The decision of the Dean or their designee is the final decision. No further appeal is possible.

2.1.6 The Registrar retains all grade appeal records permanently

2.1.7 The decision/resolution at the institutional level is considered final. However, students in the state of Tennessee may appeal a decision to the Tennessee Higher Education Commission licensure staff at 404 James Robertson Parkway, Suite 1900, Nashville, TN 37243; phone: (615) 741-5293, if the student does not feel that the issue has been adequately addressed.
 

Definitions

N/A
 

Reference Documents

• Student Complaints Policy
   

Forms and Other Documents

N/A
 

Revision History

V1.0 – May 23, 2023
 

Approvals

Curriculum Committee – Approved on May 23, 2023

Transfer into the Graduate School from other Programs Policy

Purpose

The purpose of this policy is to provide guidance on the process to transfer into the Graduate School of Biomedical Sciences from other programs.
 

Scope

This policy applies to all students enrolled in the Graduate School, regardless of mode of instruction and physical location of the student.
 

Stakeholders Affected by this Policy

Stakeholders affected by this policy include all Graduate School students and faculty.
 

Policy

1.1 A graduate student at another institution may not transfer into the Graduate School unless accompanied by a St. Jude-recruited and THEC-approved Graduate Faculty member;
 

1.2 International doctoral students cannot transfer into the Graduate School currently;
 

1.3 Students who transfer with a St. Jude-recruited THEC-approved Graduate Faculty member may only transfer into the doctoral program and not into the master’s program;
 

1.4 Transfer student applicants must pass background and registry checks and drug screen prior to final admission into the Graduate School;
 

1.5 A doctoral student who has completed their Candidacy Examination at another institution may not transfer into the Graduate School but may complete the research for a PhD degree at St. Jude through an agreement between St. Jude and the home institution, and the student’s dissertation advisor. The Graduate School has no formal role in the student’s training. However, the student may informally participate in lectures and presentations with permission of the Senior Associate Dean of Academic Affairs and the Graduate Faculty member(s) overseeing and conducting the course(s);
 

1.6 A doctoral student at another institution who has not passed their Candidacy Examination may formally apply to transfer into the Graduate School if the dissertation advisor is a member of the Graduate Faculty;
 

Procedure

2.1 Prior to accepting a transfer student, the dissertation advisor, Associate Dean, Dean, and other designees will review the transfer applicant’s academic and student record and evaluate the student’s prior graduate-level coursework for academic credit at the Graduate School. Key factors for academic credit evaluation include level and content of prior coursework, comparability to Graduate School courses, and relevance to the Graduate School curriculum.
 

2.2 For a doctoral student who has been approved to transfer from another institution, a plan will be formulated to complete their graduate training. The student must complete necessary courses in the first-year curriculum as determined by the dissertation advisor, Associate Dean, Dean, and other designees of the student’s prior graduate-level coursework. Depending on when in the academic year and in the stage of the student’s graduate studies the transfer occurs, and with the Dean’s approval, the requisite sections of the Graduate School curriculum may be completed in the student’s second year.
 

2.3 Transfer students are required to complete three distinct laboratory rotations. Rotations completed at the student’s prior institution may count towards this requirement.
 

2.4 Candidacy Examinations occur during the spring semester of the student’s second year and the grant proposal is submitted after passing the Candidacy Examination. The dissertation advisor and Dean may adjust timing for a transfer student’s Candidacy Examination accordingly.
 

2.5 Once formulated, the dissertation advisor will present the training plan of the transfer student to the Graduate Advisory Council. The Graduate Advisory Council will provide feedback on the training plan to the Dean prior to their approval.
 

2.6 Accepted transfer students will receive the full benefits that the Graduate School provides to students in the same degree program.
 

2.7 Accepted transfer students are required to follow the Graduate School Policies & Procedures.
 

Definitions

N/A
 

Reference Documents

N/A

Forms and Other Documents

N/A
 

Revision History

V1.0 – May 23, 2023
 

Approvals

Curriculum Committee – Approved on May 23, 2023

PhD Advisor Relocation Policy

Purpose

The purpose of this policy is to provide guidance for PhD candidates whose advisor relocates to another institution.
 

Scope

This policy applies to all PhD candidates enrolled in the St. Jude Graduate School.
 

Stakeholders Affected by this Policy

Stakeholders affected by this policy include Graduate School PhD students and Graduate School faculty.
 

Policy

1.1 Graduate Student Discontinues Graduate Education

1.1.1 A student who does not wish to continue their PhD studies upon departure of their advisor can leave the Graduate School with a terminal MS degree;

1.1.2 The student must have completed all the requirements for the terminal MS degree as described in the Degree and Degree Requirements Policy.
 

Procedure

2.1 Junior Graduate Student Moves with Advisor – Institution Provides PhD Training

2.1.1 Advisor can invite the student to relocate to the graduate school of that institution;

2.1.2 The Graduate School will provide transcripts and other requested information to the new institution, but it is the new institution’s discretion to approve and accept credits;

2.1.3 The new institution may require the student to meet other mandatory needs of their curriculum; examples include repeating or taking additional coursework and retaking the qualifying examination according to the new institution’s policies and standards;

2.1.4 The Graduate School provides no financial support or medical benefits for the student.
 

2.2 Junior Graduate Student does not Move with Advisor

2.2.1 Students in their 2nd and 3rd years who wish to remain at the Graduate School and/or cannot relocate to a graduate school at the advisor’s new institution may select another dissertation advisor from the Graduate Faculty;

2.2.2 The transition should occur quickly to avoid undue delay to the student’s progress;

2.2.3 A four-week rotation will be necessary if the student has not previously rotated in the new advisor’s laboratory, and a second four-week rotation is allowed if the match proves to be unsuitable;

2.2.4 If the qualifying examination has been successfully completed, a retake is not necessary;

2.2.5 If the examination has not been completed, it must be based on the new project and a delay will be granted to allow sufficient time to acquire the necessary knowledge and research data;

2.2.6 The required NIH grant application will be delayed as necessary;

2.2.7 A new dissertation committee will be convened. Members of the original committee may remain on the new committee, but the departing advisor may not continue as a committee member.
 

2.3 Senior Graduate Student Moves but Remains Enrolled in the Graduate School

2.3.1 If close to completing their PhD, the student is encouraged to apply to relocate to the advisor’s new institution to complete their dissertation research and obtain their PhD from the St. Jude Graduate School;

2.3.2 Permission must be obtained from the Dean;

2.3.3 The dissertation advisor is responsible for obtaining permission from the new institution and making the necessary arrangements. The student should verify any state regulations regarding distance education and reciprocity between states that could impact their decision;

2.3.4 The student will continue to receive a stipend and health care benefits from the St. Jude Graduate School, but support for supplies and travel will not be provided. The advisor will be billed at the new institution for these costs;

2.3.5 The student will keep the formed dissertation committees, return to the St. Jude Graduate School for scheduled committee meetings and defend their dissertation at the St. Jude Graduate School;

2.3.6 The dissertation advisor must attend the PhD defense, but may participate in committee meetings via teleconferencing to review documents and data;

2.3.7 The dissertation advisor is responsible for dissertation-related travel expenses;

2.3.8 The dissertation advisor is responsible for required tuition fees at the new institution.
 

2.4 Senior Graduate Student Remains in the Graduate School

2.4.1 If the student is close to the completion of his or her PhD degree but cannot relocate with their advisor, they must identify a member of the Graduate Faculty who can facilitate the completion of the PhD in a timely manner.

2.4.2 The Department Chair and the departing advisor (if available) will play an important role in identifying the most appropriate Graduate Faculty member;

2.4.3 Ideally, the student’s project can continue in the new laboratory and the departing advisor can remain on the dissertation committee and provide mentorship and guidance;

2.4.4 If that is not feasible, the new project should be closely related to the original project, involving similar techniques, concepts and fundamental mechanisms. The dissertation committee membership can be modified if necessary;

2.4.5 If a new project is necessary, data, results and publications from the original project can be included in the dissertation document.
 

Definitions

N/A
 

Reference Documents

• Degree and Degree Requirements Policy
   

Forms and Other Documents

N/A
 

Revision History

V1.0 – May 23, 2023
 

Approvals

Curriculum Committee – Approved on May 23, 2023

Responsible Conduct of Research Training Policy

Purpose

Responsible Conduct of Research (RCR) is vital to conducting science in a rigorous manner. The St. Jude Children’s Research Hospital Graduate School of Biomedical Sciences (“Graduate School”) provides appropriate RCR training for its enrolled students. Each degree program in the Graduate School has specific RCR training requirements for enrolled students. The purpose of this policy is to outline the requirements.
 

Scope

This policy applies to all students enrolled at the Graduate School, regardless of mode of instruction and physical location of the student.
 

Stakeholders Affected by this Policy

Stakeholders who must comply with this policy include any Graduate School student enrolled in the applicable Graduate School programs and any individual responsible for administering the training or monitoring completion of training.
 

Policy

1.1 Students working towards a PhD degree are required to complete at least eight contact hours of training over a period of four years. Master’s students are strongly recommended to attend any and all trainings of interest.
 

1.2 PhD in Biomedical Sciences

1.2.1 The PhD in Biomedical Sciences program follows the National Institutes of Health’s RCR mandate for scientific trainees. All students enrolled in the PhD in Biomedical Sciences program must complete CITI training in their first year and at least eight (8) hours of RCR training by the end of the Spring semester of their second year. Qualifying RCR training is administered by the Academic Programs Office (APO) in St. Jude Children’s Research Hospital. This training is based on a formal, comprehensive series of didactic lectures and discussion groups led by senior faculty and administrators. Instruction should involve substantive contact hours between the trainees and the participating faculty. APO will record attendance for all RCR sessions and forward attendance rosters to the Assistant Dean. The Assistant Dean will notify the Registrar when students have completed their RCR training requirements. The Registrar will note RCR training completion on the student’s official transcript. Completion of RCR training is a mandatory entry on the student transcript.
 

1.3 MS in Clinical Investigations

1.3.1 Students enrolled in the MS in Clinical Investigations program will fulfill the Graduate School’s RCR training requirements by the successful completion of the “Advanced Research Methods” course.
 

1.4 MS in Global Child Health

1.4.1 Students enrolled in the MS in Global Child Health program will fulfill the Graduate School’s RCR training requirements by the successful completion of the “Research Methods in Global Health” course.

Procedure

N/A
 

Definitions

N/A
 

Reference Documents

N/A
 

Forms and Other Documents

N/A
 

Revision History

V1.0 – June 14, 2023 
 

Approvals

Curriculum Committee – Approved on June 14, 2023 

Admissions Policy and Practices

Purpose

This policy outlines general graduate admission and recruiting practices of the St. Jude Children’s Research Hospital Graduate School of Biomedical Sciences (“Graduate School”). This policy is governed by (1) integrity and honesty, (2) consistency with the Graduate School’s mission, (3) identifying students committed to personal achievement and drive to succeed, (4) academic excellence, and (5) promoting diversity across all degree programs.
 

Scope

This policy and its accompanying procedures apply to all Graduate School staff, faculty, current and prospective students.
 

Stakeholders Affected by this Policy

Stakeholders affected by this policy include all Graduate School faculty and staff actively engaging in admissions as well as current and prospective students.
 

Policy

1.1 All potential applicants are referred to the Graduate School website for information and instructions on how to apply and the detailed information of required admissions materials, supplementary materials, and admission timeline (admissions page for each program).
 

1.2 Financial incentives are strictly prohibited although applicants are fully supported during recruitment visits to the Graduate School. In addition, Graduate School staff and students host potential applicants at group events during meetings and other recruiting events.
 

1.3 Student selection into each program is overseen by Admissions Committees that are comprised of Graduate School faculty members. The Admissions Committee for each degree granting program is responsible for identifying the best candidates for entry into the program. Although the charter governing each program’s Admissions Committee is largely uniform, there are some program specific admissions requirements that are fully described on the website. The Associate Dean may serve as an ex officio, non-voting member and must be free of all conflicts of interest. All members of the Admissions Committees must declare any potential conflicts of interest and abstain from discussion, ranking, and voting of any applicant with whom they have a conflict of interest.
 

1.4 The entire admissions process is coordinated by dedicated software that is widely used in the US and abroad by prospective graduate students.
 

1.5 A graduate student at another institution may not transfer into the Graduate School unless accompanied by a St. Jude-recruited and THEC-approved Graduate Faculty member; additionally, students who transfer with a St. Jude-recruited THEC-approved Graduate Faculty member may only transfer into the doctoral program and not into the master’s program.
 

1.6 The Graduate School has specific guidelines for transfer admissions, which can be reviewed in the Transfer into the Graduate School from other Programs Policy.
 

1.7 St. Jude and the Graduate School encourage diversity on campus and do not discriminate on the basis of race, national origin, sex, genetic information, sexual orientation, age, religion, disability, veteran’s status, disabled veteran’s status, or any other status protected by federal or Tennessee law. The Graduate School is committed to creating an inclusive learning environment that provides cultural and ethnic diversity. Underrepresented minorities are encouraged to apply to the program.
 

1.8 Admissions decisions will be made initially without consideration to criminal history; however, all applicants must pass background and registry checks prior to final admission into the Graduate School (exceptions may be made for international applicants). Criminal history will be evaluated on a case-by-case basis.
 

1.9 All students must be proficient in English because all instruction will be given in English.
 

1.10 Late enrollment is available at the Dean’s discretion, and the applicant must go through the Graduate School’s admissions process.

Procedure

2.1 Each Graduate School program follows the same admissions process, which comprises:

1. advertising and encouraging applications,
2. acceptance of applications until the deadline (typically the end of the day on December 1st PST),
3. review of applicants by the respective Program Admissions Committee,
4. a ranked list of all applicants,
5. selection of those for further consideration,
6. visits to the Graduate School for interviews with faculty, if applicable (or web-based interviews, if necessary, for example for overseas applicants)
7. final selection of applicants who will be offered admission. Depending on how the yield proceeds, the respective Admissions Committee may consider further offers and interviews based on the ranking list.
    

2.2 The Admissions Committees consult with the Dean prior to the admissions cycle to confirm the number of slots available for each program based on the strategy and budget of the Graduate School.
 

2.3 Once the application review process is complete, each Admissions Committee generates a final offer list.
 

2.4 The Graduate School uses the following admissions decisions:

• Acceptance: the student is granted admission into the Graduate School
• Conditional acceptance: the student is granted admission under specific circumstances
• Denial: the student is denied acceptance from the Graduate School
• Waitlist: the student is not granted denial or acceptance and is placed on a list that will be revisited depending on the yield for that program (depending on the program, this may be a ranked list)
• Deferral: the student is offered admission and may defer their admission for up to 2 years maximum
   

2.5 Applicants are required to accept/reject/ defer offers by April 15th, which is the national acceptance date in the US. However, further offers can be made and accepted after this date. Depending on the number of accepted offers, additional applicants may be considered after April 15th. Such applicants must complete an application, be reviewed, and recommended by the respective Admissions Committee and interviewed (if applicable) by the Chair of the Admissions Committee and at least one additional Admissions Committee member, then reviewed and approved by the appropriate Admissions Committee.
 

2.6 All applicants must pass background and registry checks and drug screen prior to final admission into the Graduate School. Exceptions may be made for international applicants.

2.7 All offers of admission in any degree program are valid and in effect up to the deadline noted in the admit letter and their acceptance prior to the admit deadline will be honored irrespective of the number of offers that are accepted.

2.8 After the incoming cohort is confirmed for each degree program, a debrief meeting of the process is held with the respective Admissions Committee Chair, Associate Dean, and Assistant Dean, along with the Dean or the Dean’s Designee to review the process and identify opportunities for improvement.

2.9 The Graduate School applies its Protection of Student Data Policy to admission records. Admission records are retained according to the retention periods outlined in the Records Retention policy.
 

Definitions

Acceptance: the student is granted admission into the Graduate School Conditional acceptance: the student is granted admission under specific circumstances

Denial: the student is denied acceptance from the Graduate School

Waitlist: the student is not granted denial or acceptance and is placed on a ranked list that will be revisited depending on the yield for that program

Deferral: the student is offered admission and may defer their admission for up to 2 years maximum

Transfer applicant: a prospective student that has begun their graduate education at another institution and is applying to transfer into the Graduate School to continue their education; the applicant must meet the criteria for transfer stated in the Transfer into the Graduate School from other Programs Policy
 

Reference Documents

• Transfer into the Graduate School from other Programs Policy
• Record Retention Policy
   

Forms and Other Documents

N/A
 

Revision History

V1.0 – June 6, 2023 
 

Approvals

Clinical Investigations Admissions Committee – May 30, 2023

Global Child Health Admissions Committee – June 5, 2023

Biomedical Sciences Admissions Committee – June 6, 2023

Graduate Student Health Screening

Purpose

All students in the St. Jude Children’s Research Hospital Graduate School of Biomedical Sciences (“Graduate School”) whose program requires on-campus presence or are considered full-time must fulfill health screening requirements to maintain the overall wellbeing of the St Jude community. This policy outlines the scope of those health screening requirements. 

Scope

The policy applies to all students whose program requires an on-campus presence or are considered full-time.

Students who will be physically present on the St. Jude campus or are considered full-time must have documentation of vaccination to measles, mumps, rubella, and varicella. If proof of prior vaccination cannot be established at time of orientation, blood titers will be performed to test immunity.  Students who will work with highly pathogenic influenza viruses must receive the annual influenza vaccine unless a medical or religious accommodation is approved. All other students physically present on the St. Jude campus must receive the annual influenza vaccine or sign a declination form.

The St. Jude Children’s Research Hospital Graduate School, through its own staff or through designees, may engage in an interactive process with students who have a qualifying medical condition or who object to a health requirement based on sincerely held religious beliefs, to determine if a reasonable accommodation can be provided. This process will require a determination of whether an accommodation would create an undue hardship for the St. Jude Children’s Research Hospital Graduate School and/or would pose a direct threat to the health or safety of others on campus.

Stakeholders Affected by this Policy

Stakeholders affected by this policy include all Graduate School students whose program requires on-campus presence or are considered full-time.
 

Policy

1.1 All newly admitted students, as part of the onboarding process, are required to complete an online health screening. In addition, newly admitted students whose program requires an on-campus presence or are considered full-time are required to meet with an occupational health nurse no later than the first day of employment.

1.2 Due to the immunocompromised state of St. Jude patients, immunization compliance is of utmost importance. All students whose program requires an on-campus presence or are considered full-time must complete all components of the health screening process, to include vaccination(s); blood analysis Mycobacterium Tuberculosis (BAMT) and laboratory test(s) within ten (10) working days of orientation and/or notification from Occupational Health, or complete St. Jude’s declination form.

1.3 All student medical records are confidential and only shared on a business need-to-know basis. Student medical records are maintained separately from other student files in accordance with state and federal law.

Procedure

2.1 All newly admitted students are required to complete the pre-employment online onboarding process, which includes completion of a form regarding a personal medical history prior to the first day of orientation.

2.2 All newly admitted students whose program requires an on-campus presence or are considered full-time are required to meet with an occupational health nurse during orientation or their first day on campus to ensure completion of the health screening process.

2.3 All newly admitted students should upload any medical records showing proof of required vaccination or immunization into the online onboarding portal or bring the documentation with them to their appointment with an occupational health nurse.

2.4 The student health screening will include a personal medical history and may require screening tests (laboratory tests, BAMT test, immunizations) as applicable to the job responsibilities.

2.5 Students whose work and projects will place them at risk of occupational exposure to hepatitis B virus will be required to receive hepatitis B vaccine or show proof of previous vaccination as a condition of admittance unless medical or religious accommodation is requested, in which case the student shall be referred to the ADA Coordinator. The ADA Coordinator may request or offer for the student to begin the interactive accommodation process by completion of the Accommodation Request form, the Medical Accommodation Request form, and other forms as appropriate.

2.6 All newly admitted students whose program requires an on-campus presence or are considered full-time must have immunity to measles, mumps, rubella, and varicella. Students without positive immunity to measles, mumps, rubella and varicella will be required to receive vaccination(s) as a condition of acceptance/continuation in the program unless medical or religious accommodations are requested, in which case the student shall be referred to the ADA Coordinator. The ADA Coordinator may request or offer for the student to begin the interactive accommodation process by completion of the Accommodation Request form, the Medical Accommodation Request form, and other forms as appropriate.

2.7 Participation in the annual influenza program is required for all students as outlined below.

• All students who work with highly pathogenic influenza viruses (HPI) and any student with direct patient contact must receive the annual influenza vaccine unless a medical or religious accommodation is provided, in which case the student shall be referred to the ADA Coordinator.
• All other students (non-HPI and non-direct patient contact) must receive the annual influenza vaccine or sign a declination form.
• Students who report certain infectious illnesses and/or health needs may require additional screening if determined to constitute a “direct threat” to the St. Jude campus or anyone on the St. Jude campus and will be referred to the ADA Coordinator. The screening process will be considered on a case-by-case basis under the Graduate School’s Accommodation Policy.

2.8 If a potentially infected student may pose a direct threat to the health of others, screening or testing requirements including, but not limited to, temperature screens or nasal swab testing for an infectious disease may be required as students enter the St. Jude campus. Under such circumstances, St. Jude may also inquire as to whether students are experiencing symptoms of the infectious illness before permitting them to enter the St. Jude campus. Such “direct threat” circumstances typically arise during a pandemic or other situation in which public health authorities have acknowledged significant community spread.

2.9 Students may be required to have a fitness for duty assessment completed by medical personnel of St. Jude’s choosing if deemed appropriate. See the Graduate School’s Accommodation Policy.

Definitions

N/A

Reference Documents

• Accommodation Policy

Forms and Other Documents

• St. Jude Declination Form
• Accommodation Request Form
• Medical Accommodation Request Form

Revision History

V1.0 – May 23, 2023

Approvals

Dean of the Graduate School – Approved on May 23, 2023

Student Complaints Policy

Purpose

The purpose of this policy is to define the student complaints process and describe the process for students to report complaints at the St. Jude Children’s Research Hospital Graduate School of Biomedical Sciences (“Graduate School”).
 

Scope

This policy applies to all graduate students who are enrolled, have previously been enrolled, and/or who have completed a degree program of the Graduate School, regardless of mode of instruction and physical location of the student.
 

Stakeholders Affected by this Policy

Stakeholders affected by this policy include any Graduate School stakeholder, including any individual, student, faculty member, administrator, staff member, group, or committee that participates in a Graduate School activity.
 

Policy

1.1 The Graduate School will use reasonable methods to respond to all Complaints in a timely manner. Retaliation against graduate students for raising or filing Complaints in good faith will not be tolerated.

Procedure

2.1 When appropriate, a graduate student should speak directly to the source of their concern. When possible and appropriate, students should attempt to resolve the problem with the other person or persons who are the alleged cause of the Complaint. The parties involved should make every effort to resolve the issue fairly and promptly. If a graduate student is uncomfortable or unable to speak directly with the source of the concern, the student should promptly (within 6 [six] months from the date of the event or incident leading to the Complaint) file a formal written Complaint through EthicsPoint - St. Jude Children's Research Hospital. Complaints can also be filed through EthicsPoint by calling 1-800-433-1847. EthicsPoint is available 24 hours a day, 7 days a week, and students may submit a report confidentially and anonymously.
 

2.2 Unless named in the Complaint, all submitted complaints that originate from the Graduate School are routed to the Senior Associate Dean of Academic Affairs, Dr. Stacey Schultz-Cherry (E8053 Donald P. Pinkel MD Research Tower, 901-595-6629 or cell 901-216-2627) for triage and assignment. The Complaint is triaged and assigned by the Senior Associate Dean of Academic Affairs to the appropriate reviewer (see Table 1). Based on the nature of the Complaint, and if it is not governed by other policies noted in Table 1, the Senior Associate Dean of Academic Affairs may decide that the Complaint warrants a review by the Student Affairs Committee. If the Senior Associate Dean of Academic Affairs is named in the Complaint, the Dean or their Designee will triage the Complaint. If a Complaint alleges a willful violation of a policy or procedure by Graduate School leadership, the Graduate School Board of Trustees will select appropriate individuals to fulfill appropriate functions under this policy, including, but not limited to, the reviewer.
 

Student Professionalism Policy

Purpose

St. Jude Children’s Research Hospital Graduate School of Biomedical Sciences (“Graduate School”) has developed guidelines designed to establish standards of professionalism and professional behavior for students at the Graduate School. The Graduate School expects students to conduct themselves in accordance with good professional and ethical standards at all times. The purpose of this policy is to provide a clear understanding of expectations regarding professional conduct for students in all educational and non-educational settings.
 

Scope

This policy and its accompanying procedures apply to all students at the Graduate School, regardless of the mode of instruction and physical location of the student. This policy applies to student conduct on the St. Jude campus and in activities representing the Graduate School off the St. Jude campus.
 

Stakeholders Affected by this Policy

Stakeholders affected by this policy include any Graduate School stakeholder, including any individual, student, faculty member, administrator, staff member, group, or committee that participates in a Graduate School activity.
 

Policy

1.1 Statement of Academic Integrity

1.1.1 Academic integrity is the pursuit of scholarly activity in an open, honest, and responsible manner. All students shall act with personal integrity, respect other students’ dignity, rights, and property, and help create and maintain an environment in which all can succeed.

1.1.2 Dishonesty of any kind will not be tolerated. Dishonesty includes, but is not limited to, cheating, plagiarism, and fabricating or falsifying information or citations; facilitating acts of academic dishonesty by others; having unauthorized possession of examinations; submitting work of another person as the student’s own or work previously used without informing the instructor; and tampering with the academic work of other students.

1.1.3 The Graduate School uses educational technologies to monitor academic integrity. This includes the use of anti-plagiarism software to screen documents (including papers, theses, dissertations, etc.) for copied text to ensure originality and the proper use of citations. The Graduate School also uses proctoring software to monitor the examination process and ensure the integrity of online exams.

1.2 Academic Freedom and Responsibility

1.2.1 Academic freedom is the unrestricted search for knowledge and truth and its free expression in the academic community. Academic freedom is vital to the acquisition and dissemination of knowledge for the benefit of the faculty, educational officers, students, administrators, the institution, the academic community, and the public. All members of this community must be able to pursue knowledge and express and defend their viewpoints in an atmosphere of mutual respect.

1.2.2 Persons engaged in research, dissemination of knowledge, and student advisement and advocacy are entitled to full freedom in research and in the publication of the results. Any academic related and creative activities are subject to the Graduate School policies. Students are entitled to freedom in the classroom in discussing their subject, maintaining awareness of the relevance of their contribution to the course or to the mission of the Graduate School. Quality education requires a climate of academic freedom and academic responsibility.

1.2.3 Professional responsibility is the logical correlative of academic freedom. As members of a profession possessing the right of self-government, the academic community has an obligation to define the rights and responsibilities necessary for research and teaching. All members of the academic community are responsible for conducting themselves in ways that will promote the achievement of the purposes for which academic freedom exists. All members of this community shall be free from institutional censorship and retributive measures in response to exercising academic freedom. Students shall attempt, at all times and in good faith, to be accurate, exercise appropriate restraint, show respect for the opinions of others, and clarify that they are not speaking for the institution.

1.3 Professionalism Expectations

1.3.1 Professional and ethical behavior is essential to the Graduate School mission. We are only as strong as our reputations as individuals and as an institution, which includes a commitment to ensure a culture of excellence, innovation, mutual respect, inclusion, and creativity in research, scholarship, and everything we do. It also includes a commitment to respect ethnic, cultural, religious, and lifestyle differences of faculty, staff, colleagues, students, and supporters. Specifically, the Graduate School expects and seeks to foster:

• A drive and sense of urgency to succeed;
• Honesty, integrity, and accountability in actions and decisions;
• A culture of trust and teamwork;
• Respect for employees and other students and trainees;
• A commitment to the continuous development of our employees and students;
• A commitment to diversity and inclusion;
• A commitment to local, state, national, and global social responsibility and institutional citizenship.

1.3.2 Students are expected to behave professionally to foster a safe and effective learning environment. Professional behavior includes acting with integrity and honesty and exhibiting care, compassion, and respect for others. Students are also expected to behave professionally when representing the Graduate School outside of the St. Jude Campus.

1.3.3 The Graduate School’s expectations for student professionalism apply to online behavior and interactions for Graduate School purposes. The classroom and learning management system are academic environments and certain behaviors are expected when you communicate with your peers and your instructors. These guidelines for online behavior and interaction are known as “netiquette.”

1.3.3.1 When communicating online, students are expected to:

• Treat instructors and classmates with respect in email or any other form of communication;
• Use the instructor’s proper title (e.g., Dr. Smith or, if in doubt, Mr. or Ms. Smith);
• Use clear and concise language;
• Remember that all graduate level communication should have correct spelling and grammar (this includes discussion boards);
• Avoid using slang terms and texting abbreviations;
• Use standard fonts and a font size of 12 point;
• Avoid using the caps lock feature;
• Limit or avoid altogether the use of emojis;
• Be cautious when using humor or sarcasm as tone is often misunderstood in an email or discussion post and your attempt at humor might be taken seriously or sound offensive;
• Do not send personal and/or confidential information – remember student privacy and confidentiality and HIPAA.

1.3.3.2 In addition to the above-mentioned guidelines, when sending an email to an instructor, teaching assistant, or classmate, students should:

• Use a descriptive subject line;
• Be brief;
• Avoid attachments unless it is certain the recipients can open them;
• Use plain text instead of HTML;
• Sign the message with their name and return email address;
• Think carefully before sending the email to more than one person;
• Be mindful about the use of “reply all”;
• Do not forward an email message from someone else without their consent.

1.3.3.3 When posting on the discussion board in an online class, students should:

• Make posts that are on topic and within the scope of the course material;
• Review and edit posts before sending them;
• Be as brief as possible while still making a thorough comment;
• Always give proper credit when either referencing or quoting another source;
• Be sure to read all discussion points in a thread before replying;
• Do not repeat someone else’s post without adding something of their own to it;
• Avoid short, generic replies such as, “I agree.” Students should include why they agree or add to the previous point;
• Always be respectful of others’ opinions even when they differ from their own;
• Express their differing opinion in a respectful, non-critical way;
• Do not make either personal or insulting remarks;
• Be open-minded.
   

1.4 Breaches of Professionalism

1.4.1 The Graduate School will use reasonable methods to address breaches of professionalism. Retaliation against students, faculty, or staff for reporting breaches of professionalism in good faith will not be tolerated (see the Non-Retaliation Policy).

1.4.2 Breaches of professionalism or violations of professionalism may trigger other Graduate School policies and result in disciplinary action.

1.4.3 Breaches of professionalism when conducting activities on behalf of the Graduate School or when representing the Graduate School outside of the St. Jude campus will be subject to this policy.

1.4.4 Examples of minor breaches of professional behavior include but are not limited to the following:

• Occasional tardiness
• Inappropriate use of mobile devices during class or within the lab
• Failure to dress appropriately in classroom and other Graduate School settings
• Failure to respond in a timely manner to multiple communications

1.4.5 Examples of moderate breaches of professional behavior include but are not limited to the following:

• Failure to submit assignments without a valid or approved excuse
• Excessive or habitual tardiness and absence from courses or research commitment
• Disrespectful behavior towards other students, faculty, or staff
• Habitual non-responsive communication to faculty and staff
• Failure to collaborate with peers or clarify responsibilities

1.4.6 Examples of serious breaches of professional behavior include but are not limited to the following:

• Having more than three moderate breaches of professionalism
• Committing forgery or altering or misusing Graduate School documents, records, instruments of identification, computer programs or accounts
• Expressing criticism or issues, in in-person and virtual academic settings, in a threatening, abusive and negative manner
• Committing a violent act
• Engaging in illegal activity, including but not limited to illegal activities related to alcoholic beverages, illegal drugs, and gambling violations (see the St. Jude Drug Free Workplace Policy)
• Maliciously accusing another student of violating this policy
• Retaliating against a Reporter
• Violating the Student Honor Code
• Engaging in academic misconduct, which includes but is not limited to the following actions:
  • Violating the statement of academic integrity (see section 1.1 above)
  • Submitting the same assignment for credit in more than one course without prior authorization
  • Using, providing, or receiving unauthorized assistance or materials for any assignment or examination (especially in the instance of online assessments)
  • Collaborating with others on independent assignments and activities
  • Sharing materials with individuals not enrolled in the Graduate School
  • Posting lectures or resource materials to external sites
  • Substituting for another student or having another student substitute for oneself to complete exams or assignments
  • Forging a signature or allowing forgery of any academic-related document
  • Engaging in any activity that places another student at an unfair disadvantage, such as taking, altering, or withholding resource materials
  • Failing to follow faculty instructions on exams or assignments that may compromise the integrity of the assignment
  • Misrepresenting or falsifying academic status and records
  • Unauthorized tampering with faculty, administrative, and staff office property
• Engaging in research misconduct (see the Research Misconduct Policy)
• Violating the alcohol use policy (see the Alcohol Use Policy)
• Being complicit in any serious breach of professionalism prohibited by this policy
• Engaging in disruptive conduct, which includes but is not limited to disrupting classes and academic activities and/or interfering with course instruction or exam administration to the detriment of other students
• Participating in endangering behavior, including but not limited to carrying or transporting a firearm (see the St. Jude Weapons Policy)
• Failing to comply with security directives
• Engaging in fire safety violations
• Furnishing false information
• Engaging in harassment, which is defined by verbal, visual, or physical hostilities in the form of discrimination or bullying. Examples include but are not limited to:
  • Making derogatory remarks
  • Making inappropriate jokes and comments
  • Communicating offensive imagery
  • Making unwelcome sexual advances or suggestive comments and gestures (see Sexual Harassment in Educational Programs or Activities Policy)
• Engaging in sexual misconduct or harassment (see the Sexual Harassment in Educational Programs or Activities Policy)
• Engaging in hazing, which is defined by coercion to participate in activities that may cause physical, mental, or emotional harm as part of an initiation or acceptance into a group. Examples include but are not limited to:
  • Coercing individuals (s) to consume substances
  • Coercing individual (s) to perform activities
  • Engaging in abuse, humiliation, or threats for non-cooperation
• Committing an act considered invasion of privacy and unauthorized recording
• Engaging in misuse or unauthorized possession or use of campus property
• Entering facilities that one is not authorized to enter
• Committing an act considered public indecency
• Obstructing the Graduate School student complaint process or student professionalism process
   

Procedure

2.1 Reporting Professionalism Concerns

2.1.1 Any student, faculty, staff member, or individual associated with the Graduate School may report a student for lack of professional behavior. The individual who reports a professionalism concern is referred to as a “Reporter.” The student who is alleged to have violated the professionalism policy is referred to as a “Respondent.”

2.1.2 Breaches of professionalism should be reported through Ethicspoint. Complaints can also be filed through EthicsPoint by calling 1-800-433-1847. Ethicspoint is available 24 hours a day, 7 days a week, and individuals may submit a report confidentially and anonymously. All professionalism concerns that are reported through Ethicspoint will be categorized by the Senior Associate Dean of Academic Affairs as minor, moderate, or serious breaches of professionalism.

2.2 Addressing Professionalism Breaches of Minor or Moderate Concern

2.2.1 Breaches of professionalism deemed to be minor or moderate are remediated by an informal meeting with the course leader, the Senior Associate Dean of Academic Affairs (or designee), and/or the Associate/Assistant Dean(s) of the relevant program to provide feedback and offer guidance about unprofessional behavior.

2.3 Addressing Professionalism Breaches of Serious Concern

2.3.1 Alleged breaches of professionalism deemed to be serious are triaged to the Student Affairs Committee for review and investigation. If the serious breach of professionalism is related to Sexual Harassment or Research Misconduct, the policy and procedures outlined in the Sexual Harassment in Educational Programs or Activities Policy and the Research Misconduct Policy, respectively, will be followed. The Student Affairs Committee is chaired by the Senior Associate Dean of Academic Affairs and its membership is outlined in the Student Complaints Policy. A representative from the St. Jude Office of Legal Services shall act as legal support to the Student Affairs Committee. If one or more of the members of the Student Affairs Committee is temporarily unavailable to serve, the Dean may appoint designees for this purpose. If a conflict of interest exists, a member must recuse themself. The committee is charged with determining, based on a preponderance of the evidence, whether a Respondent’s actions constitute a serious breach of professionalism and, if so, determining appropriate sanction(s). The committee will review materials from the Senior Associate Dean of Academic Affairs prior to the Student Affairs Committee hearing.

2.3.2 Both Reporter and Respondent may be accompanied to any meeting or hearing held pursuant to this policy by an advisor (limited to Graduate School faculty). An advisor may not be an Attorney or witness. During any such meeting or proceeding, an advisor may advise and provide support to the party but may not speak on the party’s behalf or otherwise participate, or address or question the Senior Associate Dean of Academic Affairs/conduct administrator or Student Affairs Committee, or other parties or witnesses.

2.3.3 The hearing is a closed proceeding, meaning that no one other than the Respondent, Respondent’s advisor, committee members, and necessary Graduate School personnel, may be present. The Reporter (if not anonymous), Reporter’s advisor, and witnesses called to the hearing will be present in the hearing room only when making a statement or being questioned by the committee. In general, hearings will proceed as follows, although the committee has discretion to alter the order or way it hears or receives evidence, and to impose time limits on any stage of the process.

• Upon receiving the report, the Student Affairs Committee will typically meet within 30 [thirty] business days, but no more than 60 [sixty] business days to:
  • Meet to discuss the report;
  • Determine if a serious breach of professionalism occurred;
  • Meet with the Reporter (if identified) to discuss the report;
  • Meet with the Respondent(s) to discuss the report;
  • Meet with any witnesses;
  • Render a decision by majority vote and possible sanction and/or corrective actions;
  • Issue a decision and sanction;
  • If, under extraordinary circumstances, this deadline cannot be met, the chair of the Student Affairs Committee shall inform the Reporter and Respondent of the delay.

2.3.4 Once the decision has been made by the Student Affairs Committee, the following notifications will be sent:

• The Reporter and the Respondent(s) will be notified of the decision and any required follow up on actions in writing from the Student Affairs Committee .
• The Reporter and the Respondent(s) will be notified of the appeal process.

2.3.5 If follow-up corrective actions or sanctions are required, the Senior Associate Dean of Academic Affairs will ensure these requirements are met and documented. These records will be kept in the appropriate student file with the Registrar. 

2.3.6 Possible sanctions as a result of the investigation process and hearing may include but are not limited to:

• Formal Warning: Respondent is notified that the Respondent’s actions constituted a violation of the Professionalism Policy and that further violations will result in further disciplinary action.
• Educational Activity: Respondent is required to complete corrective measures designed to be educational, developmental, or restorative in nature that promote enhanced ethical decision-making.
• Restitution: Respondent is required to make restitution for misuse, damage or destruction of or to Graduate School, public or private property or services. Examples include without limitation costs of repair, replacement, recovery, cleaning, or otherwise restoring the property or services affected.
• Denial of Privileges or Associations: Respondent is notified that, for a specified period, certain privileges or associations within or related to the Graduate School are withdrawn. This sanction may include without limitation the termination of housing contracts and revocation of the privileges of using certain campus facilities.
• Probation: Respondent is notified that their status with the Graduate School for a specified period is such that further violations of any applicable Graduate School policies will result in them being considered for a “higher level” sanction, including deferred suspension, suspension, or dismissal from the Graduate School. If at the end of the specified period no further violations have occurred, the Respondent is removed from active probationary status.
• Deferred Suspension: In some cases, a sanction may be held in abeyance for a specified period. This means that if the Respondent is found responsible for any violation of Graduate School policy during that period, the Respondent will be subject to the deferred sanction without further review in addition to the disciplinary action appropriate to the new violation. For serious misconduct, the conferring of an academic degree will be deferred for the duration of the sanction.
• Suspension: Respondent is notified that they will be separated from the Graduate School for a specified period. The Respondent must leave campus and vacate student housing, if applicable, within the time prescribed and is prohibited from St. Jude and St. Jude Graduate School property and events. A suspension may be effective immediately or at a later date under the discretion of the Dean based on consideration of relevant factors, including without limitation the nature of the misconduct and the health and safety of the Respondent and others in the Graduate School community. The Respondent’s academic transcript will contain a notation of the suspension stating that the Respondent was suspended by Graduate School action. The conferring of an academic degree may be deferred for the duration of the suspension. The Respondent must receive written permission from the Graduate School Dean prior to re-enrollment.
• Dismissal: Dismissal means the permanent removal of the Respondent from the Graduate School, which includes a forfeiture of all rights and degrees not actually conferred at the time of the dismissal, notification of the dismissal to the Graduate School community (as necessary), permanent notation of the dismissal on the Respondent’s Graduate School records, and withdrawal from all courses. Any Respondent dismissed from the Graduate School is prohibited from St. Jude and St. Jude Graduate School property and events and will not be readmitted to the Graduate School. Note: This definition refers to the student. In a separate context in this policy, ‘dismissal’ can also refer to a complaint, case or appeal.

2.4 As possible, the confidentiality of all students will be maintained.

2.5 It is prohibited to interfere with or obstruct the professionalism process, by any means and through any medium, including but not limited to the following:

• Knowingly filing a false report that a violation was committed.
• Falsification, distortion, or misrepresentation of information relevant to the process.
• Disruption or interference with the orderly conduct of any meeting as outlined in this policy.
• Attempting to influence the impartiality of a Student Affairs Committee member prior to, or during, the professionalism process.
• Harassment or intimidation of a Student Affairs Committee member, and/or participant, prior to, during or after any meeting as outlined in this policy.
• Influencing or attempting to influence another person to commit an obstruction of the Graduate School professionalism process.
• Threatening or attempting to threaten a Student Affairs Committee member, a witness, or a participant.
• Retaliating or attempting to retaliate against a Student Affairs Committee member, witness, or participant.

2.6 Student Rights and Responsibilities

2.6.1 While the Graduate School encourages the parties to participate fully in the investigative process, the Reporter and/or Respondent(s) may decline to participate. The Graduate School may, however, continue the process without the Reporter and/or Respondent’s participation, including, without limitation, cases in which a party has withdrawn, transferred or graduated from the Graduate School. A Respondent must comply with any disciplinary measures or sanctions/corrective actions issued pursuant to the investigative process, even if the Respondent has declined to participate in the process.

2.6.2 Any student or student group/organization who participates in the investigative and/or hearing process, whether as a Reporter, Respondent, witness or otherwise, has the following rights in the process, as may be applicable to the party:

• Treated with dignity and respect throughout the process.
• A prompt, fair, and impartial investigation and resolution of the alleged misconduct.
• Allegations investigated and resolved by individuals who are appropriately trained and impartial.
• Confidential information protected as provided in Graduate School policies.
• Maintain privacy in the proceedings.
• Report any potential conflict of any Graduate School personnel or student participating in the investigation and hearing process. The Student Affairs Committee will determine if a conflict exists.
• Accompanied by an advisor (other than an attorney or witness) to meetings and hearings, if any, in the process (see below).
• No retaliation for participation in the process.
• Receive notice of the outcome of the process in writing.
• Advised of the appeals process.

2.6.3 Respondents in the process have the following additional rights:

• Notified by the Graduate School of the allegations at least five (5) business days prior to any proceeding
• Opportunity to respond to information considered

2.7 Appeal

2.7.1 A Reporter or Respondent may appeal the outcome of a hearing in writing to the Dean within five (5) business days of the date of the notice of outcome on the grounds of:

• A procedural error that could have affected the determination or sanction(s); and/or
• New information that was not available at the time of the investigation or hearing and that could reasonably have affected the determination or sanction(s); and/or
• Excessiveness or insufficiency of the sanction(s).

2.7.2 The appeal is not a re-hearing of the case, but an opportunity to provide a written statement specifically stating the grounds for the appeal and any supporting information. The burden is on the Reporter or the Respondent bringing the appeal to demonstrate why the finding or sanction should be altered. Appeal requests will be denied if there are insufficient grounds for the appeal.

2.7.3 The Dean or their designee (“appellate officer”) is responsible for deciding on the appeal. The appellate officer may, in their discretion, request to meet with either party to discuss the appealing party’s basis for the appeal, review evidence and/or consult with other individuals as deemed appropriate. The appellate officer will then make a decision on the appeal and notify both parties of the decision in writing. The appellate officer may decide to dismiss the appeal and uphold the initial decision and sanction; impose a greater or lesser sanction; or refer the matter back to the Senior Associate Dean of Academic Affairs or Student Affairs Committee for further consideration with instruction.
 

Definitions

Reporter: the individual who reports a professionalism concern

Respondent: the student who is alleged to have violated the professionalism policy
 

Reference Documents

• Non-Retaliation Policy
• Research Misconduct Policy
• Sexual Harassment in Educational Programs or Activities Policy
• Student Complaints Policy
• Alcohol Use Policy
• St. Jude Drug Free Workplace Policy
• St. Jude Weapons Policy
   

Forms and Other Documents

N/A
 

Revision History

V1.0 – May 23, 2023
 

Approvals

Dean of the Graduate School – Approved on May 23, 2023

Accommodation Policy

Purpose

The purpose of this policy is to define the rights of Graduate Students and ensure equal access and reasonable accommodations for qualified students with disabilities or disabling conditions at the St Jude Children’s Research Hospital Graduate School of Biomedical Sciences (“Graduate School”).  
 

Scope

This policy applies to all students enrolled in the Graduate School, regardless of mode of instruction and physical location of the student. 
 

Stakeholders Affected by this Policy

Stakeholders affected by this policy include all Graduate School students and faculty.
 

Policy

1.1 Equal Access

1.1.1 Embedded in the core values of the Graduate School is a commitment to ensure equal access to a quality higher education experience for a diverse student population. The Graduate School recognizes disability as an aspect of diversity that is integral to society and the Graduate School community. The Graduate School serves as a partner in fostering an inclusive and equitable environment for all Graduate School students.

1.1.2 The Graduate School is committed to providing equal access to educational opportunities for qualified students with disabilities or disabling conditions, in accordance with state and Federal laws. To ensure equality of access for students with disabilities or disabling condition, reasonable accommodations, including auxiliary aids and services, are provided case-by-case through an interactive process with the Graduate School ADA Coordinator (“ADA Coordinator”). As a student with a disability receiving accommodation, it is important to know your rights and responsibilities outlined below.
 

1.2 Graduate Students Have the Right to:

1.2.1 Equal access to Graduate School courses, programs, services, activities and facilities with or without an accommodation. 

1.2.2 Reasonable accommodations, as determined on a case-by-case basis through an interactive process between the student and the ADA Coordinator. 

1.2.3 Appropriate privacy and confidentiality of all records regarding their disability and, except as permitted by law, the choice of whether to disclose information related to their disability or disabling condition to course leader(s), lecturer(s), or anyone else.
 

1.3 Graduate Student Responsibilities:

1.3.1 Notify the ADA Coordinator, in a timely manner, as needing an accommodation related to your disability or disabling condition and complete the Americans with Disabilities Act Student Accommodation Form.   

1.3.2 Submit appropriate documentation from a qualified professional, prior to receiving accommodation, verifying the current nature of the disability, the current functional limitations resulting from the disability, the justification for the specific requested accommodation, as well as completion of the Americans with Disabilities Act Medical Accommodation Request Form by a qualified professional. The student is also responsible for submitting any subsequent or additional information necessary to assess eligibility and/or continuation of accommodations and services.   

1.3.3 Submit an Accommodations Notification Letter in a timely manner to the desired course lecturer(s) or lecturers. Should a student feel uncomfortable having this discussion with a particular lecturer, the student should contact the ADA Coordinator to request assistance.

1.3.4 Meet with the desired course leader(s) or lecturer(s) to discuss accommodations in their courses.

1.3.5 Requests submitted without reasonable advance notice for each requested auxiliary aid and/or academic adjustment may result in delay and/or inability to coordinate and/or implement the service requested.  Contact the ADA Coordinator immediately regarding any issues, concerns, disputes, or delays in receiving approved accommodations, or if you believe you have been discriminated against.

1.3.6 Notify the ADA Coordinator immediately when discontinuing an accommodation (e.g., note taking, etc.) or dropping a course for which alternate format materials are required.

1.3.7 Meet the same academic, technical, performance and behavioral standards expected of all Graduate School students.
 

1.4 Graduate School’s Rights and Responsibilities. The student understands that the Graduate School has the right and responsibility to the following:

 1.4.1 Act in accordance with the Graduate School’s academic standards.

1.4.2 Request current, comprehensive documentation to verify a student's need for reasonable accommodations in the higher education setting.

1.4.3 Discuss a student’s need for reasonable accommodations with the professional source of their documentation (with the student’s signed consent authorizing such discussion).

1.4.4 Discuss the nature of course, curriculum, program or degree requirements with Graduate School’s personnel responsible for the particular course, curriculum, program or degree.

1.4.5 Coordinate with faculty and staff to ensure recommended accommodations are reasonable on a case-by-case basis in each particular situation and if so, that such accommodations are subsequently implemented.

1.4.6 Share information regarding a student’s disability adjustments and/or modifications with Graduate School faculty and/or administrative staff on a need-to-know basis, in order to facilitate the interactive process and assess reasonable accommodations.

1.4.7 Designate a student's adjustments from a range of reasonable accommodations including, equally effective alternatives.

1.4.8 Periodically review recommended reasonable accommodations to ensure their continued necessity and/or reasonableness in a particular program, course of study, classroom setting or environment, and access to other Graduate School programs, services, or benefits.

1.4.9 Deny a request for services and/or specific accommodation if:

• The requested accommodation is found to pose a direct threat to the health and safety of the student or others.
  
• The requested accommodation fundamentally alters a course or program.
  
• The requested accommodation is found to be an undue burden.
  
• The request is not communicated directly by the student.
  
• There is no identifiable relationship between the requested adjustment and the limitations of the disability.
  
• The necessary information required as part of the interactive process is inadequate and/or not provided in a timely manner, or
  
• If an equally effective accommodation is identified as a reasonable alternative to the requested accommodation.
  
  

Procedure

2.1 Requesting Accommodations

2.1.1 To request an accommodation under this policy, students must notify the ADA Coordinator. The student must then complete the Americans with Disabilities Act Student Accommodation Form and have a qualified professional complete the Americans with Disabilities Act Medical Accommodation Request Form and submit any necessary documentation and/or information. Information and documentation of the disability should be timely and from appropriate professionals licensed to diagnose the type of disability the student has. Medical documentation will be retained by the ADA Coordinator and will be kept private and confidential.

2.1.2 Requests for accommodations should be made far enough in advance to allow staff adequate time to received and review the necessary information and documents, as well as to coordinate needed services. Generally, it is best to request needed services before a semester begins or as soon as a disability becomes known.

2.1.3 After submission of the necessary information and documentation, the ADA Coordinator and the Graduate School ADA Committee will review the information and documents submitted, request any additional information and documents needed to evaluate the accommodation request, and meet with student and/or the student’s qualified professional to discuss the requested accommodation.

2.1.4 Once a student has been approved for, the student will receive a Student Eligibility Letter for their records that encompasses the options and an Accommodation Notification Letter that the student can provide to individuals of their choice. 

2.1.5 Once faculty have been notified, they will work to find proper means to meet the accommodation. In some circumstances, requested accommodations may not be reasonable in specific courses. If this arises, the ADA Coordinator will engage with faculty and determine what is reasonable. In cases where, based on the nature of the course, a requested accommodation is not reasonable or otherwise unable to be provided for a lawful reason the coordinator may explore alternatives if an access barrier is still present.

2.1.6 Students are expected to discuss with their desired course leader(s) and lecturer(s) the need for accommodations in their respective course. Faculty members are expected to discuss such matters privately and maintain confidentiality except to only those who need to know.
 

2.2 Requesting Additional Accommodations

2.2.1 Students are responsible for notifying the ADA Coordinator if approved accommodations are not being provided in an effective and timely way, if the provided accommodation is not sufficient, or if the student wishes to request additional accommodations. If an accommodation is not implemented in a test-taking or similar situation, the student should address that with the course leader(s) or proctor immediately.  If the information provided is found to be true, the amount of time should be added back to the test time such that the student is not disadvantaged. 

2.2.2 Accommodations are approved initially based on the needs and access barriers the student is encountering at that time. However, needs and barriers can change and/or evolve as a student progresses through an academic program. If a student encounters new barriers, emergent needs, or seeks to modify a current accommodation, the student can request additional accommodations by notifying the ADA Coordinator and completing a new Americans with Disabilities Act Student Accommodation Form and Americans with Disabilities Act Medical Accommodation Request Form, after which the ADA Coordinator will review and reengage in the interactive process.  
 

Definitions

ADA: Americans with Disabilities Act
 

Reference Documents

N/A

Forms and Other Documents

• Americans with Disabilities Act Student Accommodation Form

• Americans with Disabilities Act Medical Accommodation Request Form
   

Revision History

V1.0 – May 23, 2023
 

Approvals

Dean of the Graduate School – Approved on May 23, 2023

Information eSecurity Policy

Purpose

To document the desired behaviors and practices regarding the acceptable use of the Hospital’s and the Graduate School’s information systems.
 

Scope

The policy and its accompanying procedures apply to all faculty and staff as well as students at the Graduate School regardless of mode of instruction and physical location of the student.   
 

Stakeholoders Affected by this Policy

Stakeholders affected by this policy include all Graduate School students, faculty, and staff.
 

Policy

In following the acceptable use agreement, you agree to:

1.1 General Use

1.1.1 Exercise good judgment regarding the protection and security of the Hospital and the Graduate School information assets. Failure to follow security policies and standards could place the Hospital and the Graduate School in violation of laws and regulations such as the Health Insurance Portability and Accountability Act (HIPAA) and Protection of Student Data.

1.1.2 Exercise good judgment when communicating as a member of the Graduate School over email, social media or other technology. Members of the Graduate School should not use language that may be offensive, obscene, sexually explicit, threatening, intimidating, discriminatory, retaliatory, or harassing.

1.1.3 Promptly report the theft, loss, or unauthorized disclosure of the Graduate School Confidential or Protected information (e.g., grades, student information, proprietary information) to the Graduate School and Information Security Office.

1.1.4 Use of Hospital or Graduate School technologies (network, Internet, email, computers, files shares and applications) is done so with the understanding that they are monitored for security purposes and there is no right to or expectation of privacy when using Hospital or Graduate School owned technology. The Hospital or the Graduate School reserves the right to access, monitor and disclose contents of the Internet, email, and voice mail messages or other communications made through the Hospital or Graduate School owned systems.

1.1.5 Use of Hospital or Graduate School information systems with the understanding that occasional personal use is allowed provided it is not associated with a personal business, does not interfere with productivity, and does not preempt legitimate Hospital or Graduate School business activity.

1.1.6 Refrain from attempting to test, circumvent, or defeat any security system or monitoring capability.

1.1.7 Refrain from using Hospital or the Graduate School information systems to engage in any unlawful or obscene activities that could put Hospital and/or the Graduate School at risk. Examples include, but are not limited to, the following:

• Gaining unauthorized access to any information system or network.
• Damaging, altering, or disrupting the operations of any information system or network.
• Making any inappropriate or discriminatory statements based on race, religion, national origin, sex, sexual orientation, transgender status, gender identity or expression, disability or veteran status.
• Accessing, reading, copying, storing or forwarding inappropriate or sexually explicit messages or materials.
• Engaging in illegal, fraudulent, or malicious conduct.
   

1.2 Asset Usage 

1.2.1 Physically secure all Hospital and the Graduate School assets taken off-site at all times. Mobile devices should not be left in unattended bags, luggage, or vehicles. 

1.2.2 Return all Hospital and the Graduate School issued assets upon termination of enrollment, employment, contract, or agreement. Access to Hospital and Graduate School systems, networks, and facilities will be disabled upon termination.

1.2.3 Use personal devices to store or access Hospital and Graduate School information only when authorized to do so and in accordance with defined policies and standards for personal devices.
 

1.3 Clear Desk/Clear Screen 

1.3.1 Log off from applications or network services when they are no longer needed and lock workstations when leaving your workspace unattended.

1.3.2 Control physical access to Confidential or Protected information at all times to prevent unauthorized access, e.g. lock doors to offices and file cabinets, do not leave Confidential or Protected documents in view, stay with visitors in areas with Confidential or Protected information, and do not leave Confidential or Protected information on and immediately remove from fax machines and printers.
 

1.4 Data Protection

1.4.1 Refrain from transferring or storing electronic protected health information (ePHI) or student protected data to a cloud-based service that has not been approved by Information Services and the Office of Legal Services. Using an unauthorized cloud-based service for ePHI and student data may be a violation of HIPAA and the Hospital’s requirement to perform due diligence on all third-parties that process or store ePHI and the Graduate School’s requirement to safeguard student records. The Graduate School has a policy and procedure to protect the security of its student records and back up all data. Individuals should refer to the policies listed as reference documents for more information on record retention and protection of student data.

1.4.2 Use only authorized technologies, applications, and/or services verified to meet Hospital and Graduate School security requirements. If an alternative application or cloud-based service must be used, you agree not to transfer or store sensitive or confidential information on such applications or services.

1.4.3 Do not forward Hospital or Graduate School business related emails containing Confidential or Protected information to a personal account.
 

1.5 Information System Access

1.5.1 Maintain the confidentiality of authentication credentials you have been entrusted with (e.g. passwords, PINS, badges, etc.). Your authentication credentials must not be shared.

1.5.2 Create and change your passwords in accordance with Hospital Information Services password requirements (e.g. password length, password composition).

1.5.3 Be responsible for all activities that use your credentials.
 

1.6 Physical Security

1.6.1 Dispose of any electronic media containing confidential or protected information in accordance with Hospital and Graduate School disposal policies and standards.

1.6.2 Dispose of any paper containing Confidential or Protected Information securely using a locked disposal container or cross-cut paper shredder.

1.6.3 Refrain from using photographic, video, audio or other recording equipment, such as cameras in mobile devices, unless authorized.
 

1.7 Removable Media

1.7.1 Encrypt all removable media used to store Confidential or Protected information.

1.7.2 Refrain from connecting a removable media device from an unknown origin to a Hospital or Graduate School computer or information system as it may contain malware. 
 

Procedure

2.1 The Graduate School has internal procedures for addressing security breaches to protect Graduate School information (including student records).
 

Definitions

Removable media: portable data storage medium that can be added to or removed from a computing device or network.
 

Reference Documents

• Protection of Student Data Policy
  
• Record Retention Policy
  
  

Forms and Other Documents

N/A
 

Revision History

V1.0 – May 25, 2023
 

Approvals

Dean of the Graduate School – Approved on May 25, 2023

Non-Retaliation Policy

Derived from St. Jude Policy Non-Retaliation Reference #1148 (Owner, Tamara Walk Harris)
 

Purpose

The St. Jude Children’s Research Hospital Graduate School of Biomedical Sciences (“Graduate School”) is committed to complying with applicable statutes and regulations and protecting Graduate School stakeholders from retaliation for good faith reporting of suspected or actual wrongdoing. This policy provides notice to the Graduate School's faculty, staff, and students of their whistleblower rights and remedies.
 

Scope

This policy applies to all Graduate School faculty members, staff members, students regardless of mode of instruction and physical location of the student.
 

Stakeholders Affected by this Policy

Stakeholders affected by this policy include all Graduate School students, faculty, and staff (collectively Graduate School stakeholders).
 

Policy

1.1 The Graduate School requires all faculty, staff, and students to report known or suspected wrongdoing. The Graduate School does not permit or condone any form of retaliation for good faith reporting of a wrongdoing or for participating in an internal investigation. No adverse action(s) will be taken against a Graduate School staff member for making reports in good faith. A Graduate School stakeholder may not be terminated, demoted (as applicable), or otherwise discriminated against for disclosing information that the individual reasonably believes is evidence of wrongdoing related to a local, state, federal, or foundation contract or grant to any of the following persons or entities: the staff or faculty member’s supervisor or student’s advisor,  Chief Compliance Officer (or their designee), the Office of Legal Services, or the Research Integrity Officer; a member of Congress or representative of a committee of Congress; an Inspector General; the Government Accountability Office; a federal employee responsible for contract or grant oversight or management at the agency related to the federal contract or grant; an authorized official of the Department of Justice or other law enforcement agency; or a court or grand jury. 
 

1.2 All supervisors and advisors have a responsibility to create a work environment in which ethical and legal concerns may be raised and openly discussed without fear of retaliation or retribution and to protect the identity of the reporter to the extent possible. Actions that might constitute retaliation, retribution or harassment include, but are not limited to, negative grade assignment, intimidation, threats, demotion, suspension, denial of promotion or raises, or loss of employment or professional opportunities. 

1.3 This policy may not be used as a defense against a disciplinary action if that action has been taken for legitimate reasons and in a manner that is consistent with the Graduate School’s policies and procedures. Additionally, Graduate School stakeholders who knowingly and intentionally make false allegations of non-compliance will be subject to disciplinary measures, in accordance with the Graduate School’s policies and procedures.
 

Procedures

2.1 Graduate School administrators, supervisors, and student advisors should maintain an open work environment that encourages Graduate School staff members to report problems and concerns. All Graduate School administrators, supervisors, and advisors are expected to educate Graduate School stakeholders on this policy, provide periodic reminders of this policy, and maintain appropriate documentation of the training.
 

2.2 Anyone who receives a report of possible wrongdoing must immediately notify the Chief Compliance Officer (CCO), Chief Legal Officer (CLO), or Research Integrity Officer (RIO) upon any report of retaliation.
 

2.3 Graduate School stakeholders may report real or suspected retaliation related to compliance to Graduate School administrators, their supervisor, their advisor, the CCO, CLO, RIO, or EthicsPoint by calling 1-800-433-1847 or by reporting online (https://secure.ethicspoint.com/domain/media/en/gui/13837/report.html).
 

2.4 The person taking the report must document the conversation in writing and should include specific information to document and support the retaliation complaint. A copy of the written report will be provided to the CCO.
 

2.5 Confidentiality will be maintained to the extent possible, informing only those individuals who have a need to know. Investigations of real or suspected retaliation are confidential and should not be shared with anyone outside the investigation team.

2.6 The CCO or designee will investigate and respond to the complainant promptly. This initial review will only assess the nature and seriousness of the retaliatory action.
 

2.7 The final determination as to whether retaliation has occurred in violation of this policy will be made by the CCO in consultation with the Office of Legal Services. If the COO determines that a faculty member, staff member or student at the Graduate School has violated this policy, the COO will inform the Dean of the Graduate School.
 

2.8 The CCO will provide a report to the CSC and the Board of Governors regarding any allegations of retaliation and the resolution of any allegations. If allegations of retaliation involve a Graduate School student or faculty member, the reports detailing the allegations and any resolutions will be communicated to the Dean of the Graduate School.
 

2.9 Graduate School staff members cannot exempt themselves from the consequences of wrongdoing by reporting their own wrongdoing, although self-reporting may be taken into account in determining the appropriate course of action.
 

2.10 If a Graduate School staff member believes that they have been discharged, demoted, or otherwise discriminated against for disclosing wrongdoing related to a federal contract or grant to a person or entity listed above, the Graduate School staff member may submit a complaint to the Inspector General of the federal agency responsible for the contract or grant within three (3) years of the date on which the alleged retaliatory conduct took place. 

2.10.1 The federal agency will receive a report from the Inspector General following its investigation of the alleged retaliatory conduct. 

2.10.2 No later than thirty (30) days after receiving the Inspector General's investigation report, the head of the federal agency may deny the Graduate School staff member or student relief or may take one or more of the following actions: 

• Order Graduate School to take corrective action; 
• Order Graduate School to reinstate the Graduate School staff member with compensatory damages (including back pay and health benefits), employment benefits, and other terms and conditions that would apply to the Graduate School staff member if the retaliation had not occurred; and/or 
• Order Graduate School to pay the Graduate School staff member an amount up to or equal to their costs and expenses to bring the retaliation complaint.

2.10.3 If the head of the federal agency denies the Graduate School staff member relief or fails to issue an order to the Graduate School within 210 days after the Graduate School staff member or student filed their retaliation complaint (provided there was not an extension or bad faith delay), the Graduate School staff member may file an action against the Graduate School. Generally, the Graduate School staff member or student must file with the court within two (2) years of (i) the federal agency order denying the Graduate School staff member relief or (ii) the failure to issue an order within 210 days after the Graduate School staff member filed their retaliation complaint. 

2.10.4 Additional information on whistleblower protection related to federal contracts and grants may be found at the relevant federal agency's Inspector General website or at 41 U.S.C. § 4712.
 

Definitions

Good Faith: Honest intent to act without taking an unfair advantage over another; disclosing perceived wrongdoing without deception.

Harassment: Verbal or physical conduct that denigrates or shows hostility or aversion toward a person when such conduct has the purpose or effect of creating an intimidating, hostile, or offensive working environment.

Graduate School stakeholder: All faculty, staff, students, volunteers, agents, vendors, and contractors as well as any other persons or entities acting or providing services on behalf of the Graduate School.  

Wrongdoing: Examples of Wrongdoing include, but are not limited to non-compliance, illegal or fraudulent activity, financial misstatements or accounting/auditing irregularities, undisclosed conflicts of interests or dishonest or unethical conduct, violation of St. Jude’s policies or Code of Conduct or other laws, rules, regulations and/or policies. For purpose of this policy and procedure, Wrongdoing related to a federal contract or grant (as set forth at 41 U.S.C. § 4712) may include the following: gross mismanagement of a federal contract or grant; a gross waste of federal funds; an abuse of authority relating to a federal contract or grant; a substantial and specific danger to public health or safety; and/or a violation of law, rule, regulation related to a federal contract (including bidding for or negotiating of a contract) or grant.
 

Reference Documents

• Administrative Remedies 31 U.S.C. §§ 3801, et seq 
  
• Deficit Reduction Act of 2005 (S. 1932) §§ 6031 – 6034 (DRA)
  
• Federal False Claims Act, 31 U.S.C. §§ 3729-3733 
  
• T.C.A. §§ 4-18 
  
• Enhancement of Contractor Protection from Reprisal for Disclosure of Certain Information 41 U.S.C. § 4712
  
  

Forms and Other Documents

N/A
 

Revision History

V1.0 – May 25, 2023

Approvals

Dean of the Graduate School – Approved on May 25, 2023

Protection of Student Data Policy

Purpose

This policy describes the St. Jude Children’s Research Hospital Graduate School of Biomedical Sciences’ (“Graduate School”) responsibility for the safeguarding of confidential graduate student personal information and educational academic records.
 

Scope

This policy pertains to the safeguarding and use of personally identifiable information contained in education records.

This policy applies to all graduate students who are enrolled, had been enrolled, and/or completed a degree program of the Graduate School regardless of mode of instruction and physical location of the student.

Outside of Scope

• This policy does not apply to:
  • records kept in the sole possession of the maker and used only as a personal memory aid and not accessible to any other individual except a temporary substitute of the maker of the record;
  • grades on peer-graded papers/assignments before they are collected and recorded by a teacher;
  • records created and maintained by a law enforcement unit, including Security and local police, for law enforcement purposes;
  • employee records that relate exclusively to a Graduate School employee who is a graduate student;
  • records made or maintained by a healthcare professional that are used only in connection with treatment of the student and disclosed only to individuals providing treatment;
  • records that contain only information about an individual after they are no longer a student at the Graduate School (such as outcome data for employment or address for contacting) unless the record relates to the student’s attendance at the Graduate School;
  • records of deceased persons. The person responsible for such records, however, should exercise informed discretion in responding to requests for disclosures and should ensure that the person making the request has a legitimate interest in the information and that the privacy interests of the deceased and third parties are considered; and
  • applicants for admission. However, the admission-related records of applicants who become students at the Graduate School are subject to this policy.
    
    

Stakeholders Affected by this Policy

Stakeholders who must comply with this policy include all employees of the Graduate School, including faculty and staff and certain individuals performing work for the Graduate School under proper authorization.

Policy

1.1 Graduate student personal records are confidential in nature and will be kept confidential by Graduate School Officials. Confidential personal information will not be released to persons other than the graduate student and staff of the Graduate School without the written authorization of the graduate student whose records are requested.

1.2 Graduate student academic records are confidential in nature and will be kept confidential by Graduate School Officials. Confidential academic information will not be released to persons other than the graduate student and staff of the Graduate School without the written authorization of the graduate student whose records are requested.

1.3 The Graduate School Registrar or designee must use reasonable methods to ensure that (i) School Officials obtain access to only those education records (personal and academic) in which they have legitimate educational interests; (ii) the Registrar has established control procedures to ensure that limitations are observed; and, (iii) if the Registrar does not use physical or technological access controls, the Registrar will ensure that its administrative policy for controlling access to education records is effective.

1.4 Generally, personally identifiable information from education records may not be disclosed to other parties without the student’s prior written or electronic consent. Such consent shall be 1) signed (on paper or using an appropriate electronic signature method) and dated and 2) shall specify records or information to be disclosed, the purpose(s) of the disclosure, and 3) the party or class of parties to whom disclosure may be made.

1.5 The Graduate School may release a graduate student’s education records to Graduate School officials with legitimate interests without the graduate student’s consent to access or review the records to:

• Perform a task specified in their position description or contract;
• Disseminate academic and/or demographic and/or enrollment and/or financial and/or personal aggregated information internally and externally;
• Perform a task related to a graduate student’s education or to graduate student discipline;
• Provide a service or benefit related to the graduate student (financial aid, transfer credit process, grants administration, etc.);
• Maintain a safe and secure campus
  
  

1.6 The Graduate School may disclose a student’s education records without consent to the following parties or under the following conditions:

• Specified officials for audit or evaluation purposes (financial audit including grants funding audits, accrediting bodies, etc.);
• To carry out the functions of the U.S. Department of Education, the Comptroller General, state and local educational authorities, and accrediting organizations;
• In response to a lawfully issued subpoena or judicial order, provided that the Graduate School makes a reasonable effort to notify the student whose records is involved in advance of disclosing the information, unless the situation prohibits prior notification. All subpoenas and court orders should be directed to the Office of Legal Services and disclosure in response to them must be approved by that office;
• Comply with a judicial order or lawfully issued subpoena;
• Regarding directory information; and
• In connection with an emergency if knowledge of the information is necessary to protect the health or safety of the graduate student or other individuals.

1.6.1 If such disclosure is made, it should be limited to information necessary for the purpose of the disclosure. Note also that specific requirements and qualifications may apply to these exceptions.

1.7 Student Privacy Training is required for faculty, staff, and teaching assistants.

Procedure

2.1 Upon written request, the Graduate School will disclose education records to officials of another school at which a graduate student seeks or intends to apply.

2.1.1 The Graduate School will inform a party to whom a disclosure of personally identifiable information from the records of a graduate student is made that disclosure is made only on the condition that the party will not disclose the information to any other party without the student’s prior written consent. Exceptions to this requirement include disclosure of directory information, disclosures to the student, to victims of certain disciplinary matters, and disclosures pursuant to court orders and valid subpoenas. Directory information includes information such as a student's name, address, telephone number, date of birth, honors and awards, and dates of attendance. The Graduate School will inform students about directory information and allow students to opt out of disclosures of directory information at any time.

2.1.2 Before disclosing personally identifiable information from education records, Graduate School employees must take reasonable steps to verify the identity of the requesting party as well as their authority to have access to the information.

2.2 Individuals who are, or have been, in attendance at the Graduate School are entitled to inspect and review their education records upon a written request. The request to inspect or review records must be honored within 45 days after the Graduate School has received the request. The request should be directed to the Registrar’s office, and the Registrar may charge a reasonable fee for copies.

2.3 A student who believes that information contained in their education records is inaccurate or misleading or violates their privacy rights may request that the Graduate School amend them, and the Graduate School will decide whether to do so within a reasonable period of time.

2.3.1 If the Graduate School decides that the information is inaccurate or misleading or otherwise in violation of the privacy rights of a student, the Graduate School will amend the record and inform the student of the amendment in writing.

2.3.2 If the Graduate School declines to amend the student’s records, it will so inform the student and inform them of the right to request a hearing to challenge the information believed to be inaccurate, misleading or in violation of their privacy rights. A hearing, however, may not be requested by a student to contest the appropriateness of a grade.

2.3.3 The hearing will be conducted by the Senior Associate Dean of Academic Affairs who does not have a direct interest in the outcome of the hearing and will provide the student an opportunity to present evidence relevant to the request to amend the student’s records. The Senior Associate Dean of Academic Affairs will provide to the Graduate School and the student a written decision based on the evidence presented at the hearing within a reasonable time after the hearing. The decision will include a summary of the evidence and the reasons for the decision. Additionally, information regarding hearing procedures will be provided when the student receives notice of their rights.

2.3.4 If, after a hearing, the Graduate School determines that a student’s challenge is without merit it will notify the student of the right to place in their records a statement commenting on the challenged information and/or setting forth reasons for disagreeing with the Graduate School ‘s decision. The Graduate School will maintain such a statement with the student’s record and disclose the statement whenever it discloses the portion of the record to which the statement relates.

2.4 A graduate student does not have a right to inspect or review the following:

• Confidential letters and statements of recommendation related to admission to an educational institution, application for employment, or the receipt of an honor or honorary recognition that were placed in a student’s records and as to which the student has executed a written waiver of their right to inspect and review; provided that the Graduate School uses the letters and statements only for the purpose for which they were originally intended and notifies the graduate student upon request of the names of all individuals providing such letters and statements.
• Other records as to which the graduate student has executed a written waiver of their right to inspect and review.
• Those portions of records that contain information on other graduate students.
  
  

2.5 The Graduate School has internal procedures for addressing security breaches to protect Graduate School information (including student records).

Definitions

School officials: Employees of the Graduate School, including faculty and staff, and certain individuals such as vendors or contractors, performing work for the Graduate School under proper authorization. A vendor, contractor, consultant, volunteer, or other party to whom the Graduate School has outsourced services may be considered a School Official provided that the outside party:

• performs a service for which the Graduate School would otherwise use its employees; and
• is under the direct control of the Graduate School with respect to the use and maintenance of education records.

Education records: Education records generally include records that are directly related to a graduate student and may be originated but are maintained by the Graduate School or a party acting for the Graduate School.

Aggregated data: A grouping of de-identified data that will be disclosed – internally and/or externally – only if a minimum of 10 students are noted in the aggregated data category unless required by an accrediting agency.

Legitimate educational interests: A school official may need access to personally identifiable information in the records of a student if the information in question is required or would be helpful to the official in the performance of their duties.

Directory information: information such as a student's name, address, telephone number, date of birth, honors and awards, and dates of attendance

Reference Documents

• Record Retention Policy
  
  

Forms and Other Documents

N/A

Revision History

V1.0 – May 25, 2023

Approvals

Dean of the Graduate School – Approved on May 25, 2023