Policy: AC13: Remediation Policy

TITLE: REMEDIATION POLICY

The policy pertains to the requirements as prescribed under s. 3. (1), s. 20. (1), and s. 25. (1) of O. Reg. 415/06.”

1. Purpose of RHI’s Remediation Policy

The purpose of the RHI remediation policy is to intervene in situations where students have repeatedly underperformed that could lead to failure of the DMS program, and to develop remedial procedures to remediate students who fail summative assessments in any course.

• Definition of RHI’s Remediation Policy and Procedure
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  • Course – DMS Program course is a didactic and clinical education unit that covers a topic for a given time period and, along with other courses, counts towards the completion of the DMS program. The DMS program consists of 16 longitudinal courses spanning 18 months or 2245 hours.
  • Rotation – A unit of clinical course in the Clinical Practicum component (Semester 4 in 1000 hours) of the DMS Program.
  • Sonography Canada credential examination – It includes the Canadian Clinical Skills Assessment (CCSA) and a knowledge-based exam which are based on the requirements of the National Competency Profiles (NCP 6.1). Students must pass both exams to earn the Canadian Certificate in Sonography.
  • Canadian Clinical Skills Assessment (CCSA)-The CCSA assessments are summative instruments designed to measure competence. At appropriate times during the clinical phase of the DMS program, certain assessments will be conducted to assess core skills and sonographic skills to measure the student’s clinical competence. Both types of skills are based upon the clinical or “C” level competencies in the NCP Version 6.1 and must be demonstrated in students’ clinical performance consistent with the entry-level competence.
  • Final Exam – A summative exam at the end of each course. 60% is a passing mark and is not rounded off.
  • CP1: Term 1 Summative Assessment – This is a summative assessment completed by the student and then reviewed by the preceptor. It is included in the Clinical Practicum manual and must be completed and electronically submitted to the Institute within the 12th week.
  • CP2: Term 2 summative assessments – This is a summative assessment completed by the student and then reviewed by the preceptor for Term 2 (During 13-25 Weeks). It is included in the Clinical Practicum manual and must be completed and electronically submitted to the Institute within the 25th week.
  • Program CCSA Representative- is responsible for:
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    • overseeing the assessment process and maintaining the required standards. Set up the remedial assessment and change of student status.
    • answers questions from instructors or students about the assessment.
    • signing off the remedial assessment and change of student status. (i.e.: the person signing off on behalf of the educational program).
    • must be a Sonography Canada active credentialed member in good standing, must complete the CCSA tutorial and quiz, and cannot also be acting as an assessor.
    • must also be a member in good standing with the relevant regulatory college.
  • Remediation – The DMS Education Program provides probationary and suspend students with appropriate academic support, educational resources, protected study and review time, and additional clinical opportunities. Change of student status through remedial assessment may be deemed appropriate.
  • Remediation Assessment – Completed by the Director and program professor. Work with the student to remediate, taking into account any input that may be provided by the CCSA program representatives and relevant instructors. The Remediation Assessment may include a review of:
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  • • Failed examinations resulting in the current Probationary Status;
    • Other relevant course summative exam results;
    • Previous or ongoing remedial action;
    • Previous or ongoing professional problems;
    • Prior or ongoing clinical practicum issues including the completion of a meeting with the Program CCSA Representative.

• – A written agreement signed by the student, the remediation director, and the relevant course instructor, sets out specific student deficiencies, remediation assessment results, remediation requirements, additional resources, and a time frame for completing remediation.
  • Supplemental Exam – An opportunity to rewrite a failed summative exam.
  • Monitored Status – Course or summative exam scores between 60.0% and 62.9% without rounding, a CCSA exam failure case, or a borderline pass on a second attempt CCSA exam. Students in a monitored state are encouraged to participate in remediation.
  • Working day – A Day when the Robert Health Institute is open for regular business from Monday to Friday, 9:am-5: pm.

GENERAL

• A remediation policy has been developed and maintained among faculty and staff to identify and support students experiencing difficulties. The words “Probationary” and “Monitored” do not imply a punitive state.
  • Student Remediation with respect to course summative exams is covered in the End of semester Evaluation and Remediation Policy and Procedures document.
  • Student Remediation with respect to Canadian Clinical Skills Assessment (CCSA) is covered in the CP1: Term 1 Summative Assessment, CP2: Term 2 summative assessments, and Remediation Policy and Procedures document.
  • The remediation policy applies to the student’s remediation process during probation and monitoring status. Additional policies for the DMS program and the academic calendar apply to students during any remedial period. In the event of any conflict between policies, this document will only take precedence with respect to student remedies.

MONITORED STATUS

• Students who meet the criteria for Monitored status will receive written notification of status as described in the Procedures section of this policy document.
  • Students who meet the Monitored status criteria remain in this status for the remainder of their DMS program unless the student enters probation status or written notification status.
  • Students who receive first written notification of Monitored status may meet with the DMS program director, remediation instructor, or be assigned to discuss educational resources and supplemental readings.
  • Students who receive second and subsequent Monitored status notifications are required to hold a meeting with the DMS Director or designee to initiate remediation assessment or remedial action.

PROBATIONARY STATUS

• Students who meet the criteria for Probationary status will receive written notification of status as described in the Procedures section of this policy document.
  • Student who meets the criteria for Probationary Status is required to take remediation in order to progress in the DMS program.
  • The student who is notified of Probationary Status is required to meet with the Director or designate for a remedial evaluation. Each student’s specific remediation requirements will depend on the student’s deficiencies identified in the remediation assessment.
  • The program director should determine the nature and time frame of remediation with the goal of initiating and completing remediation in a timely manner. The Director will designate a faculty member who has been identified as the Remediation Instructor to monitor the student’s progress

during the remediation period while providing support to the assigned student in accordance with the procedures outlined in this document.

• At the discretion of the Program Director, students on probationary status may be required to sign a Remediation Contract prior to commencing a remediation rotation.
  • A student who satisfactorily meets the remedial requirements and passes any Supplemental Examination, or remedial clinical practicum rotation, will transition from Probationary Status to Monitored Status.

• RHI’s Remediation Procedures Statement

Responsibilities of the Student – MONITORED STATUS

• Upon first receiving notification of Monitored Status, the student may consider holding a meeting with the director or designee to discuss available educational resources and supplemental readings.
  • On the second and subsequent Monitored Status notifications, the student is expected to meet with the Director or designee within ten (10) business days of receipt of the notification.

Responsibilities of the Student – PROBATIONARY STATUS

• Students should meet with the Program Director within ten (10) business days of receiving notification of Probationary Status.
  • Students should meet with the designated person or instructor within ten (10) business days of receiving notification of Probationary Status.
  • Students are expected to complete all remediation requirements as prescribed by any remediation policy, remediation contract, or by Director, including attending remediation sessions, planning meetings, and responding to requests for student progress updates. Failure to meet the requirements of this policy or any requirements of the proceeding may result in the suspension of the Remediation process, including the opportunity to complete the course or Clinical Practicum rotations.

Responsibilities of the ADMINISTRATORS, EVALUATION

• Design and prepare a comprehensive notification template letter to deliver to each student who meets the criteria for Monitored or Probationary Status.
  • If the Program Director is unable to participate in the determination of such student status, please ensure that the Program Director is notified within two (2) business days of all students meeting the criteria for Monitored or Probationary Status.
  • Ensure that each student is notified of their Monitored or Probationary Status within two (2) business days of the student being determined to be eligible for Monitored or Probationary Status.
  • Be sure to include the appropriate contact information for the program director and other relevant personnel in each student notification letter.
  • Ensure that a copy of the Monitored or Probationary Status notification letter, and any documentation received from the director or designee in support of remediation, including any remediation evaluation summaries, remediation contracts, or other correspondence, is placed in the appropriate section of the Student Activities file.

Responsibilities of the PROGRAM DIRECTOR

• Meet with each student on Monitored or Probationary Status who wishes to discuss Remediation.
  • If necessary, meet with the course professor or instructor to gather the information and name of the remedial instructors for each Probationary and Monitored Status of students in need of remediation.
  • The timing and nature of appropriate remediation will be determined in consultation with the Course faculties or Clinical Coordinator as necessary.
  • Respond promptly to requests for initial and ongoing meetings with students identified as Probation or Monitored status. Conduct remedial assessments, monitor progress, and review achievement of remediation objectives.
  • Promptly prepare documentation to support remedial action, including a written summary of the remediation assessment or a remediation contract (if required).
  • Ensure that the applicable assessment administrator receives a copy of the file generated for the student activity file in accordance with this policy, as follows:
    • Administrator, Clinical practicum, CCSA Examinations
    • Remediation related to Semester 1,2,3,4 course summative examinations.

Responsibilities of the COURSE PROFESSOR/REMEDIAL INSTRUCTOR/DESIGNEE

• Provide resources, expertise, and other information to students within the time frame as requested by the Director.
  • Meet promptly with each student on Monitored Status who wishes to discuss educational resources and supplemental readings.
  • Conduct a second or subsequent meeting with each student identified as Monitored Status throughout the DMS program.
  • A meeting is held with each student who meets the criteria for Probationary Status within ten business days of receiving the student’s contact.
  • Provide timely support and advice as needed to any student who meets the criteria for Monitored or Probationary Status.

This information is collected under the authority of Section 2 of the Ontario Colleges of Applied Arts and Technology Act, 2002 for the purpose of administering an academic appeal and otherwise administering the student-college relationship. If you have questions please contact the Freedom of Information Coordinator, at 416-415-5000 ext.4646.

Robert Health Institute acknowledges the University of Toronto’s Verification of Student Illness or Injury Form upon which this Medical Form was based.