Medical College of Georgia Advanced Dental Education Programs
Policies and Procedures
Office of Primary Responsibility: Associate Dean for Academic Affairs and Advanced Education

Resident Evaluation, Grievance and Due Process Policy

PURPOSE
To define the procedure for Residency Program officials to evaluate the educational progress of dental residents and make recommendations regarding disciplinary actions taken against dental residents that could result in:

1. Dismissal;
2. Nonrenewal of a resident’s agreement; or
3. Other actions that could significantly threaten a resident’s intended career development

POLICY
The following policy and procedure applies to all dental residents in training and will be followed by officials for each program evaluating dental residents for promotion or for disciplinary actions.

NOTE: Dental residents are encouraged to attempt to first resolve any grievance informally by meeting with the appropriate Program Director or Department Chairman.

PROCEDURE

1. Each Residency Program shall have a Residency Program Evaluation Committee (RPEC). The membership of each individual RPEC shall be determined by the individual Program and may include faculty, administrators and dental residents. The RPEC shall have the following functions:
   1. To certify that Dental residents have met the academic criteria for promotion;
   2. To periodically review the performance and academic progress of dental residents;
   3. To recommend feedback and counseling as needed to correct deficiencies;
   4. To recommend non-renewal or remedial action for dental residents who have failed to make adequate academic progress;
   5. To recommend disciplinary action, including dismissal, of a dental resident who has violated any applicable law or policy, or otherwise failed to meet the criteria for continued enrollment according to academic and non-academic guidelines.
2. The RPEC shall make recommendations on remedial action, non-renewal, disciplinary actions (e.g., suspension) and dismissal to the Chairperson of the Department.
   1. The recommendation must be in writing.
   2. Recommendations of non-renewal must be made at least four months before the end of the current enrollment year, unless primary reason(s) for the non-renewal occur(s) within the four months prior to the end of the academic year.
   3. Recommendations shall state reasons for the recommendation and suggested actions. 
       
3. The Chairperson or designee shall make decisions, based upon the RPEC recommendation, within 5 days of receipt of the RPEC recommendation.
   1. The decision must be in writing;
   2. It must be delivered to the dental resident;
   3. Copies must be sent to the RPEC and the Associate Dean for Academic Affairs and Advanced Education;
   4. The notification must also inform the dental resident of their right to request a hearing in cases of serious disciplinary action.
4. The dental resident shall have 10 days to file a request for a hearing to the Office of the Associate Dean for Academic Affairs and Advanced Education.
   1. The request for a hearing shall be in writing;
   2. The request shall state the reason(s) for the request with a complete description of the basis for the grievance.
5. The Associate Dean for Academic Affairs and Advanced Education shall serve as Chair and hold a meeting of the Advanced Education Committee within 10 days of receipt of the request for a hearing.
   1. Any member of the Advanced Education Committee who participated in the decision or action that the dental resident is grieving shall be recused from serving on the Committee.  If the dental resident requests, no member of the committee shall have previously been substantially involved in any other decision or action directly involving the dental resident.  
   2. Parties may request removal of an Advanced Education Committee member for cause;
   3. The dental resident has the right to a non-participating advisor (not an attorney);
   4. The affected Program Director shall designate a person to represent the program;
   5. All parties shall receive adequate notice of charges and opportunity to present evidence;
   6. Evidence may be requested by the Advanced Education Committee;
   7. The Office of the Associate Dean for Academic Affairs and Advanced Education shall make and maintain a tape of the hearing.
6. The Advanced Education Committee will make recommendation(s) to the Dean of the School of Dentistry.
   1. The recommendation will be in writing and will state facts and reasons for recommendation;
   2. The recommendation will be given to the Dean within 5 days of the hearing.
7. The Dean of the School of Dentistry shall make a decision based upon the Advanced Education Committee’s recommendation within 5 days.
   1. The decision shall be in writing;
   2. The decision shall be delivered to the dental resident, Program Director, Office of the Associate Dean for Dean for Advanced Education and the Advanced Education Committee;
   3. The dental resident shall be informed of the right to appeal to the President of the Medical College of Georgia.

NOTE: The term dental resident is used as a generic term to include interns, residents and fellows in an approved Advanced Dental Education Program at the Medical College of Georgia.

NOTE: All times are workdays and may be extended for reasonable cause.

Effective Date: 7/15/04

The Medical College of Georgia is an affirmative action/equal opportunity educational institution that prohibits discrimination on the basis of age, disability, gender, national origin, race, religion, sexual orientation, or status as a Vietnam War Era veteran.