Policy on Student Evaluations and Promotions Committee Conflict of Interest

Members of the Student Evaluations and Promotions Committee (SEPC) must recuse themselves in any case where they have or appear to have a conflict of interest concerning the student. A conflict of interest is present if the person may have an interest in the outcome of a SEPC meeting.

A conflict of interest exists without limitation in situations where a member of the committee:

is related by blood or marriage to the student
has provided healthcare to the student, including psychological or psychiatric care
has participated in the assessment of the student
has a family or business relationship with the student
has any other interaction with the student which results, or could be perceived to result, in a conflict

Any member of the SEPC who fits any of the above criteria, will refrain from any discussion of the student and leave the meeting during discussion of the student.

The decisions of the SEPC regarding students must be free from intimidation and not influenced by any political or financial factors. Any person participating in the SEPC process who has a question or potential conflict of interest must inform the Office of Admissions and Student Affairs so that action will be taken to ensure that such conflict does not influence objective decision-making.

SEPC members will review and acknowledge the policy annually and prior to each meeting.

Policy Name
Policy on Student Evaluations and Promotions Committee Conflict of Interest

Policy Number - DO NOT USE

Original Approval Date
22 July 2022

Approved by
Student Evaluations and Promotions Committee (22 July 2022)
Student Evaluations and Promotions Committee (30 January 2024)

Periodic Review Schedule
Every 3 years, next review due 01 FEB 2027

Applicable Stakeholders
Students, Members of the Student Evaluations and Promotions Committee

Purpose of Policy

To define conflict of interest in the Student Evaluations and Promotions Committee, and describe the process for its prevention.

Review Completed by
Curriculum Committee (21 February 2024)

Notified Groups & Methods of Communication
Members of the Student Evaluations and Promotions Committee, Digital acknowledgement annually and prior to accessing student data

Related Policies
Policy on Student Evaluations and Promotions Committee

Type of policy
Minor Revision of an existing policy

Template Completion Date
19 February 2024

Originating Office/Committee
Student Evaluations and Promotions Committee

Responsible Office/Committee For Implementation And Monitoring
Student Evaluations and Promotions Committee & Office of Admissions and Student Affairs

LCME Required Policy
Yes

LCME Element(s) Number and Description

9.9 Student Advancement and Appeal Process

A medical school ensures that the medical education program has a single set of core standards for the advancement and graduation of all medical students across all locations. A subset of medical students may have academic requirements in addition to the core standards if they are enrolled in a parallel curriculum. A medical school ensures that there is a fair and formal process for taking any action that may affect the status of a medical student, including timely notice of the impending action, disclosure of the evidence on which the action would be based, an opportunity for the medical student to respond, and an opportunity to appeal any adverse decision related to advancement, graduation, or dismissal.