UCL MEDICAL SCHOOL

MBBS Students & Staff

• SLMS
• UCL Medical School
• Staff and Students
• MBBS New Curriculum
• Careers & Foundation Training
• Assessment and Prizes
• Committees and Management
• Contacts
• Course Information
• General Information
  • A-Z Policies and Regulations
  • Downloadable Forms
  • Facilities
  • Graduation
  • Quality Assurance Unit
  • Service Standards
  • Term and Assessment Dates
• Student Support, OH & Financial Support
• Relevant Links
• Raising Student Concerns

A-Z Policies and Regulations

• Absence during term time
  
• Access for learning funds
• Alcohol
• Ambulance service insurance
• Barring from examinations
• Change of address
• Charges for MBBS documentation
• Clinical Skills Centre (CSC)
• Close Supervision Polices and Procedures
  
• Commercial Courses
• Council tax
• Criminal records disclosure
  
• Data Protection Act
• Departmental Equal Opportunities Liaison Officer (DEOLO)
• Disabilities- special provision at examinations, clinical attachments and OSCEs
• Dress and behaviour
• Duties of a doctor and student ethics
• Dyslexia - special provision at examinations, clinical attachments and OSCEs
• e-learning guidance
• Elective bursaries
• E-mail accounts
• Exceptional Leave
• Extenuating circumstances affecting clinical attachment allocations
• Extenuating circumstances affecting examination performance
• External Courses
• Extra/Optional Clinical Experience at Associated Trusts
• Faculty tutor
• Family Illness
• Feedback on teaching
• Fitness to practise
• Fitness to practise reports
• Foundation Year Doctors’ contribution to Medical Education and MBBS Teaching
• Harassment and bullying
• Hardship funds and loans
• Health and safety
• Holiday during term time – see Exceptional Leave and Absence during term time
• Honesty and probity
• Honorary titles for teaching
• Identity cards and name badges
• Immunisation status and blood borne viruses
• Infection control
• Insurance
• Jury service
• Lecturecast
• Lockers
• Near peer tutoring
• NHS bursaries
• On-call accommodation at home sites
• Patient Confidentiality
• Peer observation for teaching
• Personal beliefs
• Personal tutors
• Physical Examination of Patients and Peers
• Plagiarism
• Prizes
• Quality Assurance and Monitoring of Teaching
• References
• Religious Holidays
• Research Projects and Drug Studies
• Revision at DGHs
• Rights of patients in medical education – guidance for students
• Sickness absence during term time – see Absence during term time
• Smoking policy
• Social Networking and Media Guidance
• Special provision for clinical attachments and OSCE station
• Special provision at written and OSCE examinations
• Sponsorship
• Staff awards
• Standards for Clinical Teachers
• Staying safe
• Student: Staff Consultative Committee
• Student Suppport Cards
• Student support services and clinics
• Substance misuse
• Travel expenses
• Wednesday afternoons
• Whistleblowing policy for students
• Whiteside fund for financial assistance for journeys home
• Work Experience

ABSENCE DURING TERM TIME
Attendance at core teaching, compulsory clinical teaching, PDS sessions and student selected components is compulsory and is monitored through logbooks, portfolios, firm reports and feedback from firm leads and educational supervisors. 

Holiday may not be taken during Medical School term time but students may request exceptional leave for specific events excluding holidays which cannot be arranged outside term time.  Leave is only granted in exceptional circumstances and with the prior permission of i) the Faculty Tutor or Medical Student Support and ii) the Academic Lead or Supervising Consultant or GP Tutor from whose teaching or clinical attachment the student is requesting absence.  A form for requesting Exceptional Leave form may be downloaded from the Downloadable Forms webpage.  See Exceptional Leave for further information.

Absences through illness or other reasons from core teaching or clinical attachments must be reported by email as early as possible on the first morning.  Absence during self-directed learning weeks need not be reported

• Year 3 students should:
  

  • notify the Academic Lead or Supervising Consultant whose clinical teaching they are missing
  • notify Janet Arnold, Year 3 Admin by email to j.arnold@ucl.ac.uk, who will notify module administrators
  • inform the Faculty Tutor by email to studentwelfare@ucl.ac.uk of the reasons for absence of more than 2 consecutive days  
  • obtain a medical certificate for absence of more than 5 working days and hand it in at the Royal Free Student Office or post it to Janet Arnold, Medical School Administration, Royal Free Campus, Rowland Hill Street, London NW3 2PF

• Year 4 students should:
  

  • notify the Academic Lead or Supervising Consultant or GP Tutor whose clinical teaching they are missing
  • notify Jelena Baburina, Year 4 Admin by email to j.baburina@ucl.ac.uk, who will notify module administrators
  • inform the Faculty Tutor by email to studentwelfare@ucl.ac.uk of the reasons for absence of more than 2 consecutive days
  • obtain a medical certificate for absence of more than 5 working days and hand it in at the Bloomsbury Student Office or post it to Jelena Baburina, Medical School Administration, UCL, Gower Street, WC1E 6BT

• Year 5 students should:
  

  • notify the Academic Lead or Supervising Consultant or GP Tutor whose clinical teaching they are missing
  • complete a Sickness Absence form and follow the instructions on the form at:  Downloadable Forms
  • inform the Faculty Tutor by email to studentwelfare@ucl.ac.uk of the reasons for absence of more than 2 consecutive days
  • obtain a medical certificate for absence of more than 5 working days and either hand it in at the Bloomsbury Student Office or post it to Pratibha Kothari, Medical School Administration, UCL, Gower Street, WC1E 6BT

Students who are absent through ill health or approved exceptional leave must ensure that they cover the material and clinical experience they have missed by accessing on-line materials and reading all handouts and course materials, and by using all opportunities possible during clinical attachments to obtain equivalent clinical experience. The Medical School cannot guarantee that core activities can be re-scheduled, encourages Trusts to be flexible where possible.

Entry to MBBS examinations is conditional on satisfactory completion of the course.  Students whose attendance is persistently poor, who do not engage in the course, who do not attend compulsory components, who take unauthorised absence, or who fail to report and document illness may be barred from examinations or receive a Fitness to Practise report which will be taken into account by MBBS Examination Boards in determining examination results.  

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ACCESS FUNDS
See UCL Guide for Students (http://www.ucl.ac.uk/current-students/) - Access Hardship Funds and Bursaries

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ALCOHOL
Students are advised that modest consumption of alcohol during social occasions is acceptable, but drinking alcohol during working hours is discouraged and is strictly prohibited when work involves patient contact or care. Students should be aware that the abuse of alcohol or other drugs may result in referral to the Medical School Assessment Committee for Fitness to Practise Medicine.

See also: Substance Use and Misuse

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AMBULANCE SERVICE INSURANCE
Students who wish to travel in ambulances during their clinical attachments need to be aware that they will be travelling at their own risk unless the ambulance service agrees to insure them.   Students must not sign any insurance disclaimers requested by the Ambulance Service as UCL is not able to offer indemnity for travelling in ambulances.

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BARRING FROM EXAMINATIONS

Attendance at core teaching, compulsory clinical teaching, Vertical Module sessions and student selected components is compulsory and is monitored through logbooks, portfolios, firm reports and feedback from firm leads and educational supervisors.

Entry to MBBS examinations is conditional on satisfactory completion of the course.  Students whose attendance is persistently poor, who do not engage in the course, who do not attend compulsory components, who take unauthorised absence, or who fail to report and document illness may be barred from examinations or receive a Fitness to Practise report which will be taken into account by MBBS Examination Boards in determining examination results.  

The Faculty Tutor and Medical School Support will review records of attendance throughout the year and those students whose attendance is inadequate will be warned by email that unless their attendance improves they risk being barred from examinations.

Absence due to appropriately documented illness, or with prior permission, from the Faculty Tutor or Medical School Support is, obviously, not grounds for barring from examinations. However, prolonged absence due to ill-health or adverse personal circumstances should be discussed with the Faculty Tutor or Medical School Support with a view to suspension of studies until the next academic session when the problems have been resolved.

The Faculty Tutor will monitor the attendance of students who have been warned about inadequate attendance and, if their attendance does not improve, will interview them with a view to barring them from examinations. Students who are barred from examinations will be notified in writing of the decision.

Barring from examinations will prevent progression to the next stage of the course. Students who are barred from examinations have the right to appeal against the decision. Such appeals must be made in writing to the Senior Tutor within 7 days of the date of notification of the original decision. The Senior Tutor will reach a decision within 5 working days of receipt of the written appeal. Students who are not satisfied with the decision of the Senior Tutor may go through UCL’s standard grievance procedures, but they must accept that a final outcome is unlikely to be reached before they are due to take the examination(s) in question.

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CHANGE OF ADDRESS
Students should update any change of address details through Portico at http://www.ucl.ac.uk/portico using your UCL ID and password. (N.B. if you have forgotten your password or need any further information about access you need to contact the IS Helpdesk at http://www.ucl.ac.uk/is/helpdesk).

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CHARGES FOR MBBS DOCUMENTATION FOR CURRENT STUDENTS AND F1 TRAINEES

References, elective letters, verification of degree etc	First 5 copies free, then 50p per copy
Replacement:
Academic transcripts	£1 per copy
Bar code labels	£1 per sheet
Notification of exam results	£1 per copy

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CLINICAL SKILLS CENTRE (CSC)
Each of the central teaching sites has a Clinical Skills Centre which offers scheduled teaching on practical procedures.

Whittington CSC: Level 3, Holborn Union Building, Whittington Campus.
Bloomsbury CSC: 1st Floor of the Rockefeller Building, University Street.
Royal Free CSC: Lower Ground Floor of Medical School (access via the stairs adjacent to the squash courts).

Please see the Skills Centres website for more information: http://www.ucl.ac.uk/dome/csc

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CLOSE SUPERVISION
With around 380 students in each year of the medical course it is important that the School has a mechanism for identifying, monitoring and supporting those students who are in particular need or who are believed to be at high risk of academic failure.   The School operates a Close Supervision system  through the Medical Student Support Services and the policy and procedures may be found here:Close Supervision Policy.  

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COMMERCIAL COURSES

See External Courses

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COUNCIL TAX
See UCL Guide for Students (http://www.ucl.ac.uk/current-students/)

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CRIMINAL RECORDS DISCLOSURE

Medical Students are required to obtain enhanced disclosure from the Criminal Records Bureau on entry to Medical School and to declare any subsequent cautions/reprimands or convictions incurred during the MBBS course.

See Medical School policy and procedures

Guidance on completing CRB applications can be found at:

http://www.homeoffice.gov.uk/publications/agencies-public-bodies/CRB/crb-application-form-guidance/crb-application-guidance/applicant-guidance?view=Binary

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DATA PROTECTION ACT
See UCL Guide for Students (http://www.ucl.ac.uk/current-students/)

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DEPARTMENTAL EQUAL OPPORTUNITIES LIAISON OFFICER (DEOLO)
The Medical School has a designated Departmental Equal Opportunities Liaison Officer for students. The role of DEOLO is set out on the UCL website at: http://www.ucl.ac.uk/hr/equalities/depts/role.php/.  The DEOLO for MBBS students is Alison Crook, Medical Student Admin, Medical School Building, 74 Huntley Street, Email: a.crook@ucl.ac.uk

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DISABILITIES - SPECIAL PROVISION AT EXAMINATIONS, CLINICAL ATTACHMENTS AND OSCES
Please see Student Support Cards

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DRESS AND BEHAVIOUR
In order to gain and maintain the trust and confidence of patients, there are certain rules of behaviour that a doctor or medical student must observe. Obviously you must never appear in front of a patient (or indeed in any other teaching situation in College) the worse for drink or drugs, or even smelling of drink. Remember that abuse of drugs implies that you are not to be trusted with drugs and medicines, and a conviction for a drugs-related offence may mean that we cannot certify you as fit to practise.

You should regard the clinical aspects of the course as an apprenticeship for your professional career as a doctor. Certain standards of appearance are necessary, both in your own interests and, most importantly, for the well-being of patients. Please remember that patients come from all sections of society and that people who are ill or worried may more easily become anxious about small details. Many of them will regard you in the same way they will a fully-trained doctor. If your standards of dress and behaviour are professional and reasonably conservative you will be unlikely to cause offence or anxiety to your patients, and you will find that your relationships with them and with hospital staff will be easier.

Students should be smartly dressed in an appropriate and professional manner and in compliance with NHS infection control policies whilst on hospitals wards, at GP surgeries, at clinical skills sessions with patients or simulated patients and at OSCEs.  

• bare below the elbow (short sleeves or sleeves neatly folded)
  

  • where required by local policy - most Trusts but not all GP surgeries
• no white coats
• no denim, no low cut tops, no bare midriffs
• no trainers, no stilettos
• no wrist watches, bracelets or charity wrist bands

• no jewellery except:

  • rings – one single metal band, no stones
  • earrings – small studs only
  • necklaces – a simple chain if tucked inside clothing
• no piercings (other than earrings)
• face visible
• religious head coverings permitted
• ties secured inside shirts unless asked by an individual consultant to remove them
• hair kept neat and tidy, long hair tied back, modest hair colouring/highlights only
• fingernails short and clean, no false nails
• identification visible at all times - except during OSCE examinations when badges showing candidate numbers will be issued

Please note that local Trust policies take precedence, in particular regarding white coats and ties.

If this code is not adhered to by students they may be asked to leave that clinical session and asked to see the Faculty Tutor. 

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DUTIES OF A DOCTOR AND STUDENT ETHICS
Guidance issued by the General Medical Council, the body that oversees the medical profession and ensures standards of practice and medical education in Great Britain, applies to medical students as well as to qualified doctors in practice.  The guidance is summarised in the 14 points below and can be found on the GMC website: http://www.gmc-uk.org/ Patients must be able to trust doctors with their lives and health. To justify that trust, you must show respect for human life and you must:

• Make the care of your patient your first concern
• Protect and promote the health of patients and the public
• Provide a good standard of practice and care
• Keep your professional skills and knowledge up-to-date
• Recognise and work within the limits of your competence
• Work with colleagues in the ways which best serve the patients’ interest.
• Treat patients as individuals and respect their dignity
• Treat patients politely and considerately
• Respect patients’ right to confidentiality
• Work in partnership with patients
• Listen to patients and respond to their concerns and preferences
• Give patients the information in a way they can understand
• Respect patients’ right to reach decisions with you about their treatment and care
• Support patients in caring for themselves to improve and maintain their health
• Be honest and open and act with integrity
• Act without delay if you have good reason to believe that you or a colleague be putting patients at risk
• Never discriminate unfairly against patients or colleagues
• Never abuse your patients’ trust in you or the public’s trust in the profession

You are personally accountable for your professional practice and must always be prepared to justify your decisions and actions.

(Taken from ‘Duties of a doctor – guidance from the General Medical Council’ 2006)

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DYSLEXIA - SPECIAL PROVISION AT EXAMINATIONS, CLINICAL ATTACHMENTS AND OSCES
Please see entry under Student Support Cards

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ELECTIVE BURSARIES
See the Medical School elective bursaries site for information about internal and external bursaries available to help with the costs of electives.

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E-MAIL
Medical School policy is to communicate via UCL email addresses only.

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EXCEPTIONAL LEAVE
Medical students are not entitled to take holiday during Medical School term time but may request exceptional leave for specific events excluding holidays and which cannot be arranged outside term time.  Leave is only granted in exceptional circumstances and with the prior permission of i) the Faculty Tutor or Medical School Support and ii) the Academic Lead or Supervising Consultant or GP Tutor from whose teaching or clinical attachment the student is requesting absence. 

Entry to MBBS examinations is conditional on satisfactory completion of the course and unauthorised absence may preclude a student from entering examinations or may lead to a student being issued with a Fitness to Practise Report which will be taken into account by the Examination Board in the determination of results.   

Students who are granted exceptional leave must ensure that they cover the material and clinical experience they have missed by accessing on-line materials and reading all handouts and course materials, and by using all opportunities possible during clinical attachments to obtain equivalent clinical experience.

Applications for exceptional leave are not required for self-directed learning weeks.

Instructions and request forms for exceptional leave may be downloaded from: 

http://www.ucl.ac.uk/medicalschool/staff-students/general-information/forms

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EXTENUATING CIRCUMSTANCES AFFECTING CLINICAL ATTACHMENT ALLOCATIONS  
Throughout the clinical course, students are periodically invited to submit extenuating circumstances which might affect allocation to clinical attachments.  The email will include the closing date for submissions. Extenuating circumstances are considered by the Medical School Support and taken into account by the administrators when allocating attachments. 

The allocations are then finalised and signed off by the Academic Lead.   Late submissions cannot be accommodated.  New extenuating circumstances which arise after the allocations have been finalised may be discussed with the Faculty Tutor who will, if the circumstances are sufficient, ask the administrator to seek an alternative placement.  Students may then liaise directly with the administrator responsible for making the placements, but should be aware that clinical attachment places are limited and we cannot guarantee that it will be possible to accommodate the request. 

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EXTENUATING CIRCUMSTANCES AFFECTING EXAM PERFORMANCE
A form to notify Examination Boards of extenuating circumstances which might affect written and/or clinical examination performance may be downloaded from http://www.ucl.ac.uk/medicalschool/staff-students/general-information/forms . The form and any accompanying documentation required should be submitted in accordance with the instructions on the form.

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EXTERNAL AND COMMERCIAL COURSES

The Medical School does not endorse courses offered free or commercially by Foundation trainees or by UCL graduates or by other non-UCL staff as these courses are outside the School’s academic processes and may undermine the proper training and preparation within the MBBS curriculum for Medical School examinations. 

The use of UCL or Medical School premises for any such courses is discouraged and UCL staff are advised not to endorse these courses. Foundation trainees wishing to contribute to medical education to gain accreditation for CMT Specialist training applications are advised to refer to the Medical School's Guidance for FY Teachers are advised to contact Dr Deborah Gill for guidance on how to achieve this within the clinical setting. 

Revision courses and cramming, even if done “professionally”, may be enjoyable for students, but may not be the best way to learn medicine. The workload for FY1's would no doubt compromise the time available to them for preparing the teaching itself.  Regular evening sessions at the students’ site offers the best compromise, provides very valued peer learning, and a rewarding challenge for juniors.

Foundation trainees and UCL students and graduates are advised that all examination materials are UCL copyright and any unauthorised use or disclosure of examination materials to a third party, including the transcription of verbal reports from examination candidates, whether for commercial gain or otherwise, are regarded as a breach of copyright and intellectual property rights.

If bookings for external or commercial courses are accepted on UCL premises, the following conditions apply:            

• users must be made aware of UCL's policy on external bookings and courses which clearly prohibits such courses from claiming any connection or affiliation with the College
• the costs of using UCL resources including UCL support staff must be met
• advertising is not permitted through the Medical School
• courses must be available to all students

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EXTRA/OPTIONAL CLINICAL EXPERIENCE AT ASSOCIATED TRUSTS
Students in Year 3 or Year 4 who wish to gain extra clinical experience in addition to the teaching activities organised by the firm to which they are attached should seek permission from the Head of Department or Divisional Director or Lead consultant whose activity they wish to attend.  Such activities might include ward and A&E work at weekends or evenings, e.g. while the firm is on take for emergency admissions. To ensure indemnity cover for these activities, students must obtain signed agreement that the HoD/Divisional Director/Lead consultant accepts responsibility for supervising the additional activities as part of the student's MBBS programme. Additional activities should normally be undertaken at the Trust at which the student is undertaking their MBBS attachment.  Students should hand in a copy of the agreement to one of the Medical Student Offices and keep a copy in their Portfolio.

Students in the final year who wish to gain extra clinical experience or undertake revision at the DGH at which they undertook their final year assistantship should: 

• inform the local Undergraduate Tutor through the site administrator of their presence and the clinical responsible for the ward.
• not undertake any procedures but focus on improving their skills in assessing patients , in particular detecting and interpreting signs.
• note that accommodation cannot be provided.

UCL indemnity covers medical students on supervised attachments until qualification.

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FACULTY TUTORS
The Faculty Tutors have direct responsibility for admissions, for liaison with the Registryon matters including registration, fees, examinations and academic progress, and for general academic and pastoral oversight of students including advice to students who have failed examinations and who have difficulty in paying their fees. In the Medical School, the Faculty Tutors are assisted by 4 Medical School Support Tutors and appointments may be made by emailing studentwelfare@ucl.ac.uk. Please see the Student Support section for further details.

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EXTRA/OPTIONAL CLINICAL EXPERIENCE AT ASSOCIATED TRUSTS

Students who wish to gain extra clinical experience in addition to teaching activities organised by the firm to which they are attached should seek permission from the Head of Department or Divisional Director or Lead consultant whose activity they wish to attend.  Such activities might include ward and A&E work at weekends or evenings, e.g. while the firm is on take for emergency admissions. To ensure indemnity cover for these activities, students must obtain signed agreement that the HoD/Divisional Director/Lead consultant accepts responsibility for supervising the additional activities as part of the student's MBBS programme. Additional activities should normally be undertaken at the Trust at which the student is undertaking their MBBS attachment.  Students should hand in a copy of the agreement to one of the Medical Student Offices and keep a copy in their Portfolio.

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FAMILY ILLNESS

Each year a small number of students will have an individual close to them who suffers from a serious illness or who dies. Those students may need additional support when they experience similar conditions during their training. Whilst there are many possible examples mental illness and cancer diagnoses may illustrate the issues best.

The Schools policy is to ensure that students will be able to treat and manage these patients in the future whilst minimising the anxiety and distress caused to the student.

Hence whilst the student should complete all aspects of the course without exception the Medical Student Support team would be keen to offer advice and support to individual students in this position.

During the Year 3 ICCM and on the website students will be informed of the school policy. Those who identify a need at this stage will be advised to make an appointment in a welfare clinic during the ICCM. If circumstances change during phase 2 or 3 then rapid access to the Medical Student Support system would be strongly advised.

At the Medical Student Support appointment advice on coping strategies will be explored and where appropriate onward referral to counselling services made.

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FEEDBACK ON TEACHING
The School relies on student feedback as an essential element of its quality assurance procedures and feedback is collected from students on all modules/attachments. Most feedback is collected via an on-line system and students are strongly encouraged to complete on-line questionnaires as the feedback is reviewed on a regular basis and action taken in response to it. Feedback is co-ordinated through the MBBS Quality Assurance Unit: http://www.ucl.ac.uk/medicalschool/quality

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FITNESS TO PRACTISE

Patients must be able to trust and respect their doctors. Society rightly expects doctors to behave in an appropriate manner. They are expected to have high moral values and to work within a code of practise determined by the profession itself and by the law.

The Medical School has a duty to ensure that its graduates are fit to enter the medical profession. It fulfils this duty by enabling students to acquire the knowledge and develop the skills and attitudes appropriate to their future role as doctors and the vast majority of students achieve this.

However, occasionally the School must act when a student appears to have problems or exhibits behaviour which is not compatible with their future role. In common with other medical schools and in line with GMC guidance, the School has therefore set up a procedure which will be followed when a student’s health and /or behaviour is causing concern. Students should be aware that the outcome of Fitness to Practice procedures may not necessarily be punitive and that these procedures can be beneficial for students both in monitoring problems and in identifying the need for support.

The Fitness to Practice Policy and Procedures can be found at: Fitness to Practice Policy

A chart outlining the Fitness to Practice referral processes may be found at: Fitness to Practice Policy Chart

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FITNESS TO PRACTISE REPORTS
An assessment of professionalism and fitness to practise underlies all parts of the MBBS course and assessments. Mark schemes and progression criteria include provision for teachers and examiners to submit reports if any aspect of a candidate’s performance during the course or assessments gives cause for concern about behaviour, attitude or fitness to practise.  Reports are considered by Faculty Tutors and by Examination Boards and can lead to a student failing to progress or to qualify. Examples of fitness to practise concerns during teaching and clinical attachments may include:

• significant unexplained absence or lateness
• repeated or unexplained absence from scheduled clinical activity or teaching
• disruptive behaviour or damage to property
• rudeness
• lack of probity
• failure to submit a grade report form or required coursework
• failure to obtain approval before leaving on elective

Examples of fitness to practise concerns during clinical assessments may include:

• roughness with a patient
• rudeness to either the patient or examiner
• incompetence in clinical method
• incompetence in practical procedures

Fitness to practise reports may be issued by:

• administrators
• clinical attachment supervisors
• examiners
• PDS tutors
• teachers
• undergraduate tutors

Fitness to practise reports issued during Years 1 and 2 are: 

• sent to the Faculty Tutor (Years 1 and 2) for information and follow up action

• if issued appropriately:

  • copied to the Years 1 and 2 Administrator for medical student records and monitoring through close supervision procedures
  • filed on the student file

Fitness to practise reports issued during Years 3,4,5 are: 

• sent to the Faculty Tutor (Years 3,4,5), c/o the Student Support Administrator, for investigation

• if issued appropriately:

  • forwarded to the Student Support Administrator for medical student records and monitoring through close supervision procedures
  • filed on the student file
  • forwarded to the Year Administrator to be submitted to the appropriate Sub Board of Examiners
  • recorded on the mark sheet and presented at the Examiners’ Meeting
  • taken into account by the Sub Exam Board in determining pass/fail
  • filed with the final mark sheet

Fitness to practise reports issued during assessments are:

• sent to the Year Administrator to be submitted to the appropriate Sub Board of Examiners
• recorded on the mark sheet and presented at the Examiners’ Meeting
• considered by the Board and either upheld (where issued in accordance with the instructions on the forms) or discounted if not issued properly or if the concerns have already been addressed in the mark scheme
• taken into account in determining pass/fail where upheld by the Sub Board of Examiners or where issued during the course and already ratified by the Faculty Tutor
• filed with the final mark sheet
• copied to the Welfare Administrator for medical student records and monitoring through close supervision procedures

Download an FtP Report 

For further information:

• about the MBBS mark schemes and the implications of FtP reports for progression and qualification

http://www.ucl.ac.uk/medicalschool/staff-students/assessments

• about GMC/MSC guidance on professional behaviour and fitness to practise

http://www.gmc-uk.org/education/undergraduate/undergraduate_policy/professional_behaviour.asp

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FOUNDATION YEAR DOCTOR'S CONTRIBUTION TO MEDICAL EDUCATION AND MBBS TEACHING

The GMC documents Tomorrow’s Doctors, The New Doctor, Good Medical Practice and the Foundation Programme Curriculum all outline the need for junior doctors to develop their teaching skills. Foundation year doctors are extremely well placed to take on the role of clinical teachers. They are able to identify important teaching areas because they remember skills and competencies which may have caused them anxiety during their own revision and can provide relevance to learning by drawing on their own experiences. 

For these reasons the Medical School recognises and welcomes the role of junior doctors in undergraduate education and encourages them to be involved in planning and running patient based informal bedside teaching.

The Medical School Guidance for Foundation Years Doctors’ contribution to the MBBS Programme is provided to help foundation doctors deliver good quality workplace based teaching and learning activities within the undergraduate programme.

Foundation Doctors are encouraged to read this guidance if they are planning any undergraduate teaching or interested in getting involved.
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HARASSMENT AND BULLYING

The Medical School support and upholds College procedures for dealing with student harassment and bullying which can be found at:  http://www.ucl.ac.uk/anti-harassment/policy/student/

1.         What is Harassment?

• When a person’s behaviour interferes with another person’s work or social life or creates an intimidating or hostile environment

• Harassment can be based on:

  • Sex/gender  
  • Race
  • Disability
  • Religion/Belief
  • Sexual Orientation
  • Age

What is Bullying?

• Bullying is the exercise of power over another person through negative acts or behaviour that undermine that person personally and/or academically
• Bullying is to be distinguished from vigorous academic debate

2.         Who should I talk to?

• Designated harassment advisor (student & staff)
• Personal Tutor
• Medical Student Support
• DGH Undergraduate Tutor
• UCL Students’ Union Rights & Advice Centre

3.         Formal Complaints

• A formal complaint must be registered in writing as soon as possible after the unsatisfactory conclusion of the informal complaint, with the Faculty Tutor
• Formal complaints involving academic members of staff or other students may be referred to the Dean of the Students according to UCL policy on Student Harassment and Bullying
• Formal complaints about clinicians may be referred to NHS Trusts

Key Points

• Harassment and bullying of students by other students or by members of staff is not conducive to learning and is not acceptable
• Allegation or concerns of harassment or bullying must be taken seriously, addressed speedily and where possible, in confidence
• Students who perceive that they are being harassed or bullied should talk informally with someone in the Medical School (see above)
• Ideally the problem should be dealt with informally
• If the informal approach is unsuccessful or not appropriate a student should make a formal complaint to the Faculty Tutor

See Harassment Chart


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HARDSHIP FUNDS AND LOANS
See UCL website for details of College hardship funds administered by the Dean of Students.

The Medical School has a small number of student hardship funds which are administered by the Faculty Tutor through the Medical Student Support Clinics.  Support is usually in the form of an interest-free loan, repayable within one year of qualification. The Christopher Whiteside Fund enables small grants (up to £50) to be made to allow students to make additional trips home, usually for compassionate reasons.

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HEALTH AND SAFETY
See also Immunisation status and BBVs

Students are advised to register with a GP and a dentist and may do so with the NHS general practice and dental surgery in the UCL Health Centre at 3 Gower Place, WCI (tel 0207 679 2803). Non-NHS registered students may consult the Gower Street Practice for medical advice on a day-to-day basis but cannot receive NHS prescriptions, except in emergencies.

In an emergency, students may consult the Accident and Emergency Department on any site.

Health and safety guidance is taught at appropriate points during the MBBS programme.

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HOLIDAY DURING TERM TIME

Holiday may not be taken during Medical School term time but students may request exceptional leave for specific events excluding holidays which cannot be arranged outside term time. Leave is only granted in exceptional circumstances and with the prior permission of i) the Faculty Tutor or Medical School Support Tutor and ii) the Academic Lead or Supervising Consultant or GP Tutor from whose teaching or clinical attachment the student is requesting absence. A form for requesting Exceptional Leave form may be downloaded from http://www.ucl.ac.uk/medicalschool/staff-students/general-information/forms.

 See Exceptional Leave for further information.

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HONESTY AND PROBITY
The General Medical Council (see GMC DUTIES OF A DOCTOR) regards the honesty of doctors as fundamental to the public standing of the profession. Cheating in assessments or plagiarism in coursework is unacceptable behaviour and will be reported through College disciplinary procedures. Students must not aid and abet other students in dishonest behaviour, e.g. they should not sign absent friends into teaching sessions when attendance is being monitored. See Plagiarism entry in A-Z index.

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HONORARY TITLES FOR TEACHING

The application procedure and the application form for honorary appointments for teaching may be found at: https://www.ucl.ac.uk/slms/vacancies

Applications from staff at UCL’s main provider Trusts are submitted via Site Sub Deans:

Site Sub Dean UCLH:	Dr Jean McEwan	j.mcewan@ucl.ac.uk
Site Sub Dean Royal Free:	Prof Lionel Ginsberg	lionel.ginsberg@nhs.net
Site Sub Dean Whittington:	Miss Heulwen Morgan	heulwen.morgan@ucl.ac.uk
Site Sub Dean Community:	Dr Joe Rosenthal	j.rosenthal@pcps.ucl.ac.uk

Applications from staff at UCL’s associated provider Trusts are submitted via local Undergraduate Tutors to:

Sub Dean (DGH Liaison)

Dr Aroon Lal

a.lal@ucl.ac.uk

Applications put forward by Site Sub Deans are approved by the Director of UCL Medical School and held in UCL Medical School

 An annual review and update of honorary contracts at associated Trusts is undertaken by: the SLMS Staffing Office:

SLMS Staffing Office

Leigh Oliver

l.oliver@ucl.ac.uk

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IDENTITY CARDS AND NAME BADGES

UCL ID cards must be visible at all times when students are on-site for clinical attachments, and must be presented at examinations as proof of identity.

ID cards must indicate “medical student” status, and, to avoid any ambiguity, the title “Dr” must not be used by students with PhDs.

Medical School lanyards are available from the Student Offices at Bloomsbury, the Royal Free and the Whittington. Trust lanyards must not be worn. Students should use a safety pin to attach the end of the lanyard to fixed clothing, to stop the name badges dipping into dirty areas. The importance of the lanyards is that they remind patients who you are and clinical teachers and other professionals that UCLH is a teaching hospital, and that you are there and ready to learn.

Information about obtaining and/or replacing UCL ID cards can be found on the UCL website.

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IMMUNISATIONS AND BBVs
Students are screened on entry to Medical School and for BBVs such as Hep C and HIV at appropriate stages in the MBBS programme. Students should ensure that their immunisations, including boosters, are up-to-date and also ensure that they can produce immunisation and immunity records if asked, as some Trusts ask students to produce immunisation and immunity records before allowing them to take up clinical attachments.  If students have any concerns about their immunisation status they should contact Occupational Health before commencing clinical attachments.

Students who are not cleared for EPP’s must carry a card to present to their educational supervisor and must not perform invasive clinical procedures. 

Medical students are at special risk of infection with the blood-borne viruses, HBV, HCV and HIV, from injuries with blood-contaminated sharp instruments. Needles used for venepuncture, injections or suturing constitute the principal risk to students. Though the HIV infection incidence per needle stick exposure is 0.3% only between 0.1 and 0.5%, the outcome is potentially fatal.

Please note that students are not allowed to take blood from, give injections to, or suture patients in the categories below. These tasks must only be carried out by qualified staff.

• Patients with diseases likely to be due to HIV, HBV or HCV
• Patients in high-risk groups who have not been shown to be uninfected by these viruses: including IV drug abusers, jaundiced patients with possible viral hepatitis, men who have sex with men and patients from areas where these infections are common such as the Far East or Tropical Africa.

While the exclusion of these groups safeguards students to some extent, some patients infected with blood-borne viruses either do not fall into these risk groups or are not known to belong to them. All needles and sharps should be regarded as hazardous, handled with care and disposed of correctly. Used needles must not be re-sheathed but placed immediately into the yellow plastic ‘sharps’ disposal boxes on the wards. A ‘sharps accident’ is a penetrating injury with an instrument contaminated with any body fluid, or a splash of blood into the eye, or an open cut.

If an injury occurs
Wash the wound with copious water and encourage bleeding. If the eye is involved wash with copious saline or water and report to immediate superior or senior member of staff present (e.g. nursing sister on a ward). The senior staff member should check from the notes whether the patient has had a recent test for hepatitis B, HCV or HIV. Arrange for informed medical advice and for the collection of 5ml clotted blood samples from both the patient and the student and send to a Virology laboratory. Ensure that a staff accident/incident form is completed. If the patient is known, or thought to be, HIV positive, the student must take immediate action to get advice on the need for HIV PEP (post-exposure prophylaxis).

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INFECTION CONTROL
5-10% of patients admitted to hospital acquire an infection during their stay. Some of these are endogenous and are usually precipitated by some invasive procedure. Others are exogenous and arise from the environment and many troublesome bacteria with varying degrees of resistance to antibiotics colonise the infected patients, especially in high risk situations such as intensive care units and post-surgery. Some may also arise from health care workers, including medical students.

Some patients have infections, which are considered to be a particular risk to others. These include highly infectious diseases in patients admitted from the community (such as chicken pox or influenza), whilst others acquire multiple-resistant organisms in hospital. These patients are nursed in isolation and a set of instructions is posted on the door. These must be followed rigorously, whether or not the individual concerned feels they are worthwhile. It is the responsibility of the senior nurses on a ward to ensure that isolation precautions are followed.

Most importantly, hospital organisms are transferred from one patient to another on the hands of the carers. This includes doctors and medical students who are sometimes careless about simple hygiene. The most important aspect of hygiene is to wash your hands properly, preferably using a hand disinfectant, before touching any patient. It is important, when performing a clinical handwash, to remove wristwatches and bracelets. When examining any patient known to have an infection, which may be transmitted to others, special care must be taken. White coats should be removed, and the sleeves rolled above the elbows before washing, and a plastic apron and gloves must be worn.

Some patients are particularly at risk of certain infections. Patients undergoing transplantation, young patients in paediatric wards and pregnant women, where the risk is to the unborn child, are examples of clinical areas where extreme care is necessary. Even the symptoms of a respiratory tract infection can indicate the potential for transmitting normally trivial infections to transplant patients. This can have devastating effects both on the patients and on the running of transplant units. Students who feel unwell, particularly when they are about to come into contact with patients in the sensitive areas outlined above, must not put patients at risk by working. They should seek medical advice from the appropriate practitioners.

Information about infection control is in the Control of Infection policy manuals, which should be available on every ward and unit.

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INSURANCE

1)         UCL INDEMNITY FOR REGISTERED STUDENTS

UCL’s public liability policy includes legal liability of any registered student of the college whilst on college business anywhere in the world in respect of death, injury, illness or disease to third parties &/or loss of or damage to third party property.

For students registered on the MBBS programme, College business is taken to mean supervised attachments which are part of the MBBS programme. Placement providers become liable if attachments are not supervised. 

Students must not sign any statements or waivers by which UCL may become liable for damage to property, personal injury or death caused during a placement except where this has been cleared by the College’s insurance brokers (e.g. waiver forms requested by the London Ambulance Service from students wishing to accompany ambulances).

2)            PERSONAL INSURANCE FOR MEDICAL STUDENTS

UCL does not insure students, either individually or as a group, for personal accident or illness or for loss or damage to personal effects which might occur while students are on College premises or on approved attachments.  Students are advised to take out their own personal insurance.

3)            PERSONAL INSURANCE FOR THE ELECTIVE PERIOD

The following additional personal insurance is required for the elective period: 

• Personal travel insurance
• Medical insurance including cover for emergency repatriation in the event of HIV exposure

• Medical malpractice insurance for some destinations, including all electives in the USA:
  

  • Student medical malpractice insurance for the elective period is offered by the MDU and the MPS
  • Students must undertaken these electives as observers only if there is any doubt about their malpractice insurance

Full information is given on the electives webpage and students are required to provide evidence of insurance as part of the electives approval process. 

4)            STUDENT NEGLIGENCE

UCL’s indemnity does not cover negligence on the part of the student.  Students are advised to join either the MDU or the MPS who offer free student membership and who will provide advice (but NOT indemnity) to members in the event of a student acting negligently or against supervision or against instruction.

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JURY SERVICE
Medical students are, unfortunately, no longer exempt from Jury Service. However, jury service can be deferred, on one occasion, to avoid missing examinations or other activities that cannot be rescheduled.

If students receive a request to undertake Jury Service during assessment periods, they are advised to contact the Medical School Administration at either the Bloomsbury or Royal Free campus to request a letter supporting a deferment.

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LOCKERS

Year 3 Locker distribution will be described at the induction session on the first morning of blocks 1 and 3 at the UCLH campus.

Whittington: Lockers are available from reception in the Undergraduate Centre.

UCLH: Lockers are available at UCLH for the duration of clinical attachments.

Royal Free: Lockers are available on the lower ground floor of the Medical School Building. Contact Colin Aitkenhead, Head Porter (c.aitkenhead@ucl.ac.uk).

NB: A deposit may be required which will be refunded when locker keys are returned at the end of each attachment.

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NEAR PEER TUTORING

UCL Medical School has a proud tradition of peer support and peer tutoring.

With a 10 year history of peer tutoring we have developed a culture amongst students and alumni of supporting and encouraging the learningof others.

Our graduates also leave with the foundation skills of medicalteachers and an orientation to the lifelong commitments of the doctoras a teacher (GMC 2009).

There are a range of formal and informal peer tutoring and supplemental instruction activities. Some are led by the medical school, others are supported student led initiatives, and some are organised through RUMS: the student union body. All of the activities below have the support and guidance of medical school faculty to ensure the quality of the teaching: both with regard the content and the skills of the teacher:

• PALS  - a popular 5th year SSC provided by the Academic Centre for Medical Students http://moodle.ucl.ac.uk/course/view.php?id=1133Lead Dr Deborah Gill (d.gill@ucl.ac.uk)                     
• Near peer tutoring in the dissecting room – an initiative led by the dissecting room staff to provide more 'blue coats in the dissection room to support student learning. Mainly undertaken by students in their IBSc year who can fit near peer tutor activities around their timetables.  Lead Dr Christopher Dean (chris.dean@ucl.ac.uk)
• PASS - a student led programme of Twilight tutorials for Year 1 and Year 2 students. These are carried out by senior students in the evenings. (http://moodle.ucl.ac.uk/course/view.php?id=12087)Lead: PASS Team (pass.students@gmail.com)

Why should I become a peer tutor?

'To teach is to learn twice' Annis 1983. There is a large body of empirical evidence of the efficacy of peer assisted learning. Cross-year peer tutoring ( the kind of peer tutoring we tend to do at UCLMS) has been shown to be effective for tutor and tutee alike in non-medical and medical settings. Providing opportunities for students to teach each other may be one of the most important services a teacher can render' Whitman 1988 so we in the medical school are

particularly keen for you to develop these skills and the GMC, in Tomorrow's Doctor's has outlined the requirement of all medical schools to equip their graduates with the skills for teaching. While PALS SSCs are carried out as formal activities within MBBS timetables

most are undertaken outside timetabled MBBS teaching or clinical attachment time, It is important that peer tutors see this as an additional activity and that their own studies must always come first.

How do I become a peer tutor?

The best thing to do is get involved in one of the existing projects.  This ensures you get some training  and that you get some official recognition for your efforts. The SSCs get booked up really quickly so make sure you make PALS your first choice. If you want to set up a peer tutoring project of your own think very carefully about the amount of work involved in getting a programme up and running and all the staff development and administration that goes with it. Speak to one of the existing student lead. If you are still keen and think you can offer something unique contain Dr Gill in the first instance to discuss your plans.

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NHS BURSARIES

NHS bursaries are available for students in their fifth and sixth years of study. NHS bursaries are non re-payable bursaries, assessed against the income of the student and, where appropriate, their families. Travel expenses for clinical attachments may also be claimed.

For further details, please see:

Medical School guidance at:

http://www.ucl.ac.uk/medicalschool/staff-students/welfare

Quick guide for students in their 5th Year of study or above Department of Health guidance on the NHS Bursaries website at: http://www.nhsbsa.nhs.uk/Students.aspx

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ON-CALL ACCOMMODATION AT HOME SITES
Whittington: On-call rooms are available strictly overnight only. Please obtain a room key and the code to the digital lock to the entrance of Ely House from staff in the Reception Office. Keys must be collected from the Reception Office between 10.00am and 4.00pm, and must be returned by 10.30am the following morning. There is a fine of £20 per night for late returns.

Royal Free: Call the Accommodation Services Department, 13th Fl, RFH on Ext. 35390 / 34716 no later than 2.00pm on the day the room is required to book. Keys will be left at the Porters Reception, Lower Ground Floor of the Hospital for collection and must be returned, by 10:00 am on the following day, to Homewood Housing Association’s Accommodation Office, 2nd Fl, Anne Bryans House. Failure to do so will result in a charge of £20 per night. Any queries contact the Accommodation Services Dept, 13th Fl, Anne Bryans House on Ext 33490 / 35390 or DL 020 7830 2921 or Homewood Housing Association on ext 33282.

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PATIENT CONFIDENTIALITY
All information about patients is strictly confidential, including clinical notes, x-rays and the results of laboratory investigations. Students will come into contact with patients and with documents and materials related to patients, such as clinical notes, X-rays, and the results of laboratory investigations during their course. It must be appreciated that such information is as highly confidential as the medical details of patients who are being looked after by the doctors. In particular, since much teaching these days is computerised and available on various computer networks, it is most important that such material is not made available to a wider audience.

Patients should not be discussed in public areas - the lifts, visitors’ canteen and areas where patients’ relatives may gather. The case history notes should not carry patient names but can carry sex, age and hospital number.

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PEER OBSERVATION OF TEACHING
UCL requires that all HEFCE funded teaching staff are peer reviewed once in each academic year.  The aim of peer observation of teaching (PoT) is to enhance teaching quality by encouraging reflection on practice. It is intended to help maintain and improve standards by spreading good practice, exchanging views and innovations and providing opportunities for staff to learn about new or different teaching approaches, thus ensuring consistency of teaching standards in departments and across UCL.

UCL’s policy and guidelines may be found at: http://www.ucl.ac.uk/academic-manual/part-e/e18

Guidance from CALT (UCL’s Centre for the advancement of learning and teaching) on conducting peer review may be found at http://www.ucl.ac.uk/calt/peer-observation/peer-observation-resources.html

A sample form and checklist may be found at: http://www.ucl.ac.uk/calt/peer-observation/SamplePOTForms0809.pdf

Each Division is required to keep records of PoT sessions and:    

1. To return a single list of all HEFCE funded teachers in the Division indicating all programmes on which they teach to their Divisional Teaching Committee as a standing item on their agenda and to be forwarded to the Faculty Teaching Committee c/o s.beesley@ucl.ac.uk
2. To return an annual  statement from the Chair of the Divisional Teaching Committee to both the Faculty Graduate Teaching Committee and the Faculty Undergraduate Teaching Committee confirming that all HEFCE funded teachers have been peer reviewed in the last 12 months, but if peer review hasn’t been completed then the statement should set out how many have been peer reviewed and the plans for ensuring that it happens next session
3. To note that in the Medical School it would be considered good practice to include all teachers on all taught programmes, although at present there is no requirement beyond the UCL minimum of HEFCEt funded staff.  However, since many of the firm leads for the MBBS are drawn from the NHS, it is requested that firm leads are included in peer review. 
4. To note that the Divisional record of PoT sessions should include:

• Name of teacher
• Date of Peer observation
• Name of observer
• Courses on which the teacher participates (Graduate/MBBS/IBSc/BSc)
• Type of teaching observed (a short drop down list)
• Department
• Faculty

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PERSONAL BELIEFS
Students are asked to refer to the GMC website for guidance on personal beliefs and medical practice for doctors and medical students:

http://www.gmc-uk.org/guidance/ethical_guidance/personal_beliefs/personal_beliefs.asp

Footnote 9 notes “This guidance is intended for registered doctors, but the issue has also been raised in relation to medical students, and we have taken the same view”. 

Guidance for medical students is set out in the GMC Education Committee’s report on Core Education Outcomes

http://www.gmc-uk.org/education/documents/Core_Education_Outcomes_1.0.pdf

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PERSONAL TUTORS
All students are allocated a Personal Tutor and information about the arrangements currently in place may be found under Student Welfare and Financial Support under Personal Tutors and in the Student Welfare Handbook.

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PHYSICAL EXAMINATION OF PATIENTS AND PEERS
Students are required to examine physically patients of both sexes (which includes touching and intimate examinations) in order to establish a clinical diagnosis, irrespective of the gender, culture, beliefs, disability, or disease of the patient.  In order to qualify as a doctor in the UK, it is required that the practitioner is willing to examine any patient as fully and as intimately as is clinically necessary.

Students may be asked to act as models for the demonstration of physical examinations or to practise physical examinations with their peers during teaching sessions. This offers a valuable educational experience and an opportunity for students to acquire and practise their skills.  All sessions involving student demonstration or peer examination will be supervised or chaperoned. Sessions will not involve intimate or invasive procedures, and students will not be asked to disrobe.  Participation is voluntary and pressure should not be put on students to take part. Students should not be treated unfavourably if they decline to participate.

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PLAGIARISM
Plagiarism is defined as the presentation of another person’s thoughts, words, artefacts or software as though they are your own. Any quotation from the published or unpublished work of another person must, therefore, be clearly identified as such by being placed in quotation marks, and you should identify the source as accurately and fully as possible.

A series of short quotations from several different sources, if not clearly identified as such, constitutes plagiarism just as much as does a single unacknowledged quotation from a single source.

If you summarise another person’s ideas, judgements, figures, software or diagrams, you must make a reference in the text to that person, and the work referred to must be identified, e.g. in a bibliography. There are standard systems for citing your references correctly and guidance on how to do this systematically will be given by library staff at appropriate times in the course.

Recourse to the services of ‘ghost writing’ agencies (for example in the preparation of essays or reports) or of internet essay providing services, or of outside word-processing agencies which offer correction / improvement of English is strictly forbidden, and students who make use of the services of such agencies render themselves liable to an academic penalty.

All course work, essays and reports that you submit must be your own work, and you may be required to sign a statement to the effect that the work you have submitted is your own unaided work. Submission of plagiarised work, or of work prepared by another person in the pretence that it is your own work, is a serious offence, and you render yourself liable to an academic penalty.

When work you submit is the result of collaborative work with fellow students, you must note who else was involved in the preparation of the work you are submitting as your own. You must not plagiarise yourself – work that has been submitted once must not be recycled and resubmitted as part of another assignment.

The Medical School uses Turn-It-In to scan submitted coursework for plagiarism and in most cases students are required to submit coursework through Turn-It-In via Moodle.

The penalties for plagiarism are severe.
Sometimes marks are subtracted; sometimes a mark of zero may be given. All cases of suspected plagiarism will be reported to the Faculty Tutor for disciplinary action to be taken as appropriate.

There are severe penalties for serious offences.

Failure to observe any of the provisions of the College policy on plagiarism (see the UCL Students’ Handbook) or of approved Medical School guidelines constitutes an examination offence under the regulations for proceedings in respect of examination irregularities. Under these regulations students found to have committed an offence may be excluded from all further examinations of the University of London or of University College London, or of both.

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PRIZES
Details of all Medical School prizes can be found on the web site at (http://www.ucl.ac.uk/medicalschool/staff-students/assessments/prizes/)

The majority of the prizes are awarded on the basis of performance in assessments, but some are awarded on the basis of voluntary essays, case studies, SSCs or projects and students should check the website for deadlines/information about how to apply.

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QUALITY ASSURANCE AND MONITORING OF TEACHING
Teaching and learning standards are monitored through the MBBS quality assurance unit which administers student feedback questionnaires and co-ordinates responses to issues raised.  Details of the Unit’s work and progress can be found at: http://www.ucl.ac.uk/medicalschool/quality

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REFERENCES

References for elective placements and bursary applications should be requested from the Faculty Tutor or Medical School Support Tutors by completing a request form available from Medical Student Administration.

Academic references for job applications should be requested from Personal Tutors in the first instance. Students are advised to provide their Personal Tutor with an up-to-date CV, refer them to the Guide to Student References on the Student Support website (http://www.ucl.ac.uk/medicalschool/current-students/welfare/), and ask them to forward copies of any references provided to Medical Student Administration for inclusion in student files

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RELIGIOUS HOLIDAYS
Please see http://www.ucl.ac.uk/academic-manual/part-5/religion-belief-equality for UCL’s policy on religion and belief equality.

In accordance with UCL’s policy, the Medical School encourages flexibility where possible in accommodating requests to observe religious holidays, but cannot guarantee that core activities can be re-scheduled and cannot re-allocate students on clinical attachments to different clinical sites to accommodate religious arrangements.

Written examinations

The Medical School seeks to ensure that written summative assessments do not co-incide with major religious festivals where work is prohibited.   

Clinical Examinations

Clinical examinations may be timetabled over a number of days which may include religious festivals, in which case students may request to take their examination on a non-festival day to enable them to observe major religious holidays where work is prohibited.  

Timetabled Teaching and Learning activities

Some timetabled teaching and learning activities including lectures, small group teaching, formative assessments etc may co-incide with religious festivals, and students who wish to observe major religious festivals should request exceptional leave for these occasions.   

Clinical Attachments

Some clinical teaching and learning activities including revision opportunities and clinical examination practice sessions may co-incide with religious festivals.  In these cases, the Medical School encourages students to liaise with their educational supervisors or local teaching administrators to see if alternative arrangements can be made at the site at which they are undertaking their clinical attachment, but cannot re-allocate students to different clinical sites if requests cannot be accommodated locally.  Students who wish to observe religious festivals should request exceptional leave in the normal way. 

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RESEARCH PROJECTS AND DRUG STUDIES
Medical students at UCL may be invited to participate in research projects as volunteers. The medical school encourages students to engage in research projects provided these do not interfere with academic progress and are safe. This is inherent in the pastoral responsibilities that UCL has to its students.

Researchers use posters displayed around the campus, or occasionally use email to invite students to volunteer. Students participate as research subjects out of a sense of altruism or curiosity about research, and there is often a small financial token on offer to recompense students for their time and travel costs. All research at UCL and its associated hospitals will have been reviewed by a Research Ethics Committee, and a volunteer information leaflet will be provided by investigators.

Most of the research that takes place at UCL will be very low risk. The sorts of studies that fall into this category include questionnaire-based projects, projects that involve investigators making simple measurements (e.g. blood pressure or heart rate), studies requiring simple blood test, change in diet or lifestyle etc. As long as drugs are not being administered to student volunteers, UCL relies on the Research Ethics Committees to safeguard volunteers.

Drug studies

Projects where substances are administered to student volunteers require special consideration. The substance might be a naturally occurring mediator, a developmental drug or a licensed drug, any of which can cause adverse effects. Students who wish to volunteer for such a trial should consider making a Student Support Clinic appointment. This will enable the students to receive an opinion on the safety of the trial, including the nature of the risks incurred, and the value of the new knowledge expected from the research. The student should forward a copy of the Information Leaflet and Consent Form to Medical Student Support, Medical Student Administration, 74 Huntley Street, in advance of the appointment.

Information for Medical Student Support Tutors

The investigator in charge of the trial must request permission from the Director of UCL Medical School (or nominee) for a student to participate in the trial. Approval may be withheld if it is felt that the academic performance of a student may suffer as a result of taking part. Permission must be obtained in advance and investigators must provide evidence that they are satisfied that the procedures, including any contract or consent form, have been approved by an NHS Research Ethics Committee or the UCL Ethics Committee as appropriate.

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REVISION AT DGHS
Please see Extra/optional clinical experience or revision at Central and Associated Trusts

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RIGHTS OF PATIENTS IN MEDICAL EDUCATION – GUIDANCE FOR STUDENTS

Students should be aware of the following guidance:

1. Whenever you are involved with patients for primarily educational purposes, the patient’s permission must be obtained.
2. The patient’s consent must be fully informed and given voluntarily. No pressure of any kind must be applied. If the patient refuses, the refusal must be accepted immediately and without any expression of disapproval or disappointment. They should be reassured that their refusal will not affect their treatment in any way.
3. You must always be identified as a medical student, and not allowed to pass as medical colleagues or assistants.
4. If you are asked to carry out a rectal or vaginal examination on a patient under general anaesthetic, the patient must be asked for explicit written permission, which should be placed in the notes. Usually only the student who has clerked the patient should carry out the examination and they must be supervised by a clinician. Consent should be obtained by the responsible clinician or by the student after discussion with the clinician.

5. In the case of non-competent patients the following guidelines apply:

   • Children: If the parents or legal guardian are present, their consent should be sought for all children under the age of 16 years. In addition, the assent of all children beyond infancy (i.e. older than 12 months) should be sought using approaches adapted to their developmental maturity.
   • Adults with dementia or moderate/severe learning disability: Permission for students to interview the patient should be obtained from relatives by the responsible clinician. However, if this is not possible the clinician should balance the learning needs of students against the need to ask permission of relatives.
   • Severely ill and unconscious patients: The responsible clinician should balance your learning needs against the need to ask permission of relatives. Practical procedures on such patients by students must always be supervised by a clinician.
6. Students are bound by the professional duty of confidentiality. You are expected to pass relevant personal information to the responsible clinician, but no further. If a patient seems to be talking to you in confidence, you should make it clear that you are normally expected to pass on information relevant to the treatment of the case.
7. If a clinical teacher asks or expects you to behave in ways contrary to these guidelines, you should discuss this with the Faculty Tutor or one of the Medical School Support Tutors.
8. The Medical School will monitor adherence to this policy through the MBBS Quality Assurance Unit which may ask you for feedback

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SICKNESS ABSENCE DURING TERM TIME
Sickness absence should be reported as early as possible and documented appropriately.

See ABSENCE DURING TERM TIME for instructions.

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SMOKING POLICY
UCLH, the Whittington and Royal Free Hospitals all operate a no smoking policy. Please note that this also applies to any Medical School buildings/offices located within those hospital sites. When completing DGH attachments students must ensure that they comply with the appropriate local policy.

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SOCIAL NETWORKING AND MEDIA GUIDANCE

Please see the BMS website at http://www.bma.org.uk for guidance relating to: “Using social media: ethical guidance for doctors and medical students 2011”:

http://www.bma.org.uk/press_centre/video_social_media/socialmediaguidance2011.jsp

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SPECIAL PROVISION FOR CLINICAL ATTACHMENTS AND OSCE STATIONS
Please see entry under Student Support Cards

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SPECIAL PROVISION AT WRITTEN AND OSCE EXAMINATIONS
Please see entry under Student Support Cards

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SPONSORSHIP
The Medical School does not allocate curriculum time to commercial organisations or support commercial activities for the follow reasons:   

• The Medical School cannot be seen to endorse any products
• A number of students have articulated very clear objections to their learning or personal time being taken up inappropriately for commercial purposes without notice and without the possibility of opting out
• Some commercial organisations have behaved unprofessionally in the recent past showing disrespect to staff and students

The only exception is for the defence organisations as membership is of relevance to 100% of students.

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STAFF AWARDS

Throughout the course of the year, UCL Medical School students are given the opportunity to nominate teachers who were particularly helpful or inspiring to them during the course of their studies. In addition to Top Teachers awards, students are also invited to nominate administrators whom they found particularly helpful and supportive. Outstanding teachers and administrators are normally awarded Top Teachers and Top Administrators Awards at the end of the academic session.

As an organisation committed to teaching and learning, the UCL Medical School also identifies and rewards those making an outstanding commitment to students and their education. These Excellence in Medical Education Awards (EMEAs) are open to anyone involved in undergraduate education.  Their purpose is to provide a tangible means of recognition of exceptional contribution to education in any phase of the MBBS programme.

All these awards are administered through the MBBS Quality Assurance Unit and full details are on the Quality website at:  http://www.ucl.ac.uk/medicalschool/quality/staff-awards

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STANDARDS FOR CLINICAL TEACHERS

UCL  Medical School seeks to provide the highest standard of clinical education. The Medical School realises that it will do that by forming effective partnerships with trusts, their clinical directors, their clinical teachers and this document aims to communicate our aspirations in delivering excellent medical teaching. This guidance aims to set out the roles and responsibilities of those involved in teaching UCL medical students.  It aims to provide an up-to-date guidance about the standards required for good practice in medical education, which is in alignment with the standards set by higher education institutions, the professional bodies and funders, on which decisions about UCL’s quality of medical education will be judged.

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STAYING SAFE
When travelling to attachments, at home sites, DGHs or in the Community, you may visit areas you do not know and experience new situations. It is important that you apply common sense during your placement to minimise any risk of attack. It is always important that someone knows where you are and when to expect you back and this is particularly important if you are visiting a patient in their home.

Know where you are going and plan your journey to ensure you avoid any ‘risky’ areas. Do not take shortcuts, stick to main roads and the directions you have been given. If you are worried speak to someone who has been to the place you are visiting to clarify the instructions.

If travelling on public transport don’t wait at deserted stations or stops, and know the times of your trains or buses to avoid waiting. Sit in a compartment with other people or near the driver.

Be alert. Look confident without appearing arrogant and do not wear a personal stereo.
Remember to carry some form of identity — other people are entitled to know you are a genuine medical student, especially if you are visiting a patient at home.

Personal alarms are available from the Union Shop.

If you experience any form of attack — verbal or physical — or feel threatened at any point during your placement make sure you inform the DGH/practice and Medical Student Administration. This will protect students in the future and alert the School to possible dangers.

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STUDENT ASSISTANTSHIPS
Students are not permitted to take assistantships in Year 4. In Year 5, assistantships can only be undertaken during the DGH medicine and surgery attachments. This assistantship must be at the host DGH, and with the full agreement of the Consultant on that firm. The length of the assistantship should be a maximum of one week. Assistantships cannot be undertaken during the A&E or SSM attachments.

Students must complete an assistantship form prior to any assistantship; the form is available from the MSA offices at the Royal Free or Bloomsbury campuses as well as from the Medical School website. Students must obtain the signatures of the consultant from whose firm they will be absent, the consultant who will be supervising the assistantship and from the Faculty Tutor. The form should then be returned to the School Office.

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STUDENT: STAFF CONSULTATIVE COMMITTEE

Student–led SSCCs for Years 1 and 2 and Years 3,4,5 are held according to UCL guidelines and terms of reference . It is a UCL requirement that minutes are reported to UCL Joint Staff Student Consultative Committee and to UCL Academic Committee, and that minutes are taken by member of administrative staff. In the Medical School, minutes are reported to the MBBS Teaching Committee and are taken by:

Years 1 and 2 c.farguson@ucl.ac.uk

Years 3,4,5 h.crane@ucl.ac.uk

Further information is available from RUMS and student representatives.

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STUDENT SUPPORT CARDS
The Medical School is committed to promoting equality of opportunity and positive attitudes towards disabled people.  A number of measures are in place both within UCL and within the Medical School to provide support and to minimize the impact of a student’s disability on performance during the course and at written and OSCE assessments

1)  UCL support during the course

Tuition in study skills:  http://www.ucl.ac.uk/disability/services/dyslexia-centre/

Students with dyslexia often have difficulty with particular study skills, such as note-taking, planning and structuring written assignments, revision and exam techniques.  Specialist individual tuition, usually funded through the Disabled Students' Allowance, is offered to students who feel they would benefit from this support.  Appointments should be made through the Student Disability Services.

Student Disability Services provide an assessment service for all UCL students who have reason to believe they have a specific learning difficulty such as dyslexia.

2)  UCL support at written examinations: http://www.ucl.ac.uk/disability/examinations

A Sub-Committee of the College Board of Examiners monitors requests for special examination arrangements on grounds of disability, including dyslexia, to ensure a consistent and fair approach. 

An assessment from the Student Disability Services (SDS) provides essential evidence for the awarding of any special examination arrangements such as extra time.  If you have a full or supplementary assessment through SDS that recommends special arrangements, this will be forwarded automatically to the Examinations Section.

Please note that the Medical School is not able to grant extra time at written examinations and students must apply through UCL procedures. In Years 1 and 2, arrangements for extra time and other special provision are implemented by UCL Examinations; in Year 2/3 arrangements are put in place by Medical Student Administration and Year 3,4,5 students should contact the Year or Module administrator responsible for the assessment.

3)  Medical School support during clinical attachments and at OSCE examinations

Student Support Cards

Students who wish educational supervisors and/or examiners to be made aware of health or personal circumstances which might affect their performance on clinical attachments or at OSCE examinations may request a Student Support Card which they can present to educational supervisors or to individual OSCE examiners as they feel appropriate. Student Support Cards are used to request “reasonable adjustment” and to ensure that students are not disadvantaged by long-term or temporary disability.

To request a Student Support Card, students are asked to:

• Email studentwelfare@ucl.ac.uk to book an appointment at a Student Support Clinic
• Download a Student Support Card request form from:  http://www.ucl.ac.uk/medicalschool/staff-students/general-information/forms/
• Take the form to the Student Support Appointment for consideration and approval by the Medical School Support Tutor

The Faculty and Medical School Support Tutors are responsible for determining appropriate provision within the following guidelines:

1. The purpose of special provision is to facilitate equality of access for students who may be disadvantaged when assessed under time constraints.
2. Students with a disability should not be given greater advantage over other students.
3. The requirements for competent performance as a doctor as laid down by the General Medical Council may require a certain level of performance irrespective of any disability and the School reserves the right to not make compensatory allowances in such cases.
4. OSCE examinations are designed to assess student performance of practical skills in a simulated real-time clinical setting; some stations are time-critical and failure to undertake the activity in the time available is a potential threat to patient safety.
5. No adjustments may be made to overall station timing, but other mitigation may be offered.

The Faculty Board of Examiners is responsible for ensuring good practise in the design of OSCE stations including:

1. Candidate instructions should be concise and capable of being delivered verbally by the examiner
2. Reading or writing elements in non-time-critical stations should not normally exceed 20% of the total station time
3. Reading time allowed in overall station timing at Long Station OSCEs

Examples of special provision detailed offered include:

1. a reader for dyslexic students where the scenario and instructions exceed 20% of the overall station time
2. the ability to repeat one station at the end of the circuit if the special provision card specifies that the candidate has a health condition which carries a risk of an acute episode disrupting a station  
3. permission to perform tasks seated rather than standing
4. permission to use an electronic stethoscope
5. permission to use an ophthalmoscope with the same eye
6. request to examiners to face the student when speaking and ensure that the candidate has understood all verbal communications
7. notification to examiners of physical conditions or constraints with request for sympathetic approach

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STUDENT SUPPORT SERVICES AND CLINIC
See http://www.ucl.ac.uk/medicalschool/staff-students/welfare/

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SUBSTANCE USE AND MISUSE
The Medical School works within UCL’s policy on substance use and misuse which is set out at: http://www.ucl.ac.uk/academic-manual/part-5/substance 

Additionally for medical students substance misuse constitutes a fitness to practise issue under the Medical School’s fitness to practise policy and procedures.

A key priority for both UCL and the Medical School is to provide students with appropriate support and advice. UCL works in association with the UCL Union to provide relevant information and advice for students about health and other risks that may result from the misuse of drugs and alcohol, and to ensure that information about support and treatment services are made readily available: http://www.ucl.ac.uk/support-pages/sources-of-support

The Medical School offers help and advice through the Medical Student Support System and medical students are required to seek advice through this system because of the fitness to practise considerations: http://www.ucl.ac.uk/medicalschool/staff-students/welfare/welfare-support

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TRAVEL EXPENSES

Details of the financial help available from Local Authorities for extra travel costs may be found in the Guide to Financial Support for Higher Education Students at: http://www.direct.gov.uk/prod_consum_dg/groups/dg_digitalassets/@dg/@en/documents/digitalasset/dg_194357.pdf

Details of the financial help available from the NHS Bursaries office for extra travel costs may be found under Additional Allowances at http://www.nhsstudentgrants.co.uk/ . Home students who are in receipt of a full NHS bursary or part travel disregard are eligible to claim travel expenses from the NHS Bursaries Office. The appropriate form can be downloaded from the NHS site and should be submitted together with receipts to Year 4 Administration, Medical Student Administration, Medical School Building, 74 Huntley Street, and WC1 for authorisation. Students not eligible to claim through the NHS may be able to claim through the LEA.

The School can offer limited assistance with travel costs from Hardship Funds for students who are suffering severe financial hardship. Students are advised to make an appointment to see one of the Medical School Support Tutors at a Student Support clinic, and should be aware that receipts will be needed for journeys claimed.

A fund set up in memory of Christopher Whiteside, who was a student at UCH School of Medicine, is is available to help students with the cost of extra journeys home which they might otherwise not be able to make.

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WEDNESDAY AFTERNOONS
UCL has a policy of keeping Wednesday afternoons free of teaching from 12.55pm, except during exam terms, so that every student has an opportunity to engage in some sporting, cultural or voluntary activity.

The medical school adheres to this policy. Teachers are informed that they should not schedule compulsory teaching activities on Wednesday afternoons. Some clinical activities will inevitably take place on Wednesday afternoons and teachers are instructed that attendance at these sessions can only be voluntary and non-attendance should not be penalised.

However, many of our teachers are not UCL staff but work for the NHS and are committed to putting their patients first, and NHS Trusts are unable to cancel significant amounts of clinical service to allow for UCL Wednesday afternoons.

As a result, there will be occasional clinical activities on a Wednesday afternoon which do not happen at other times and which are an important part of the learning experience for our students. Similarly, there may be clinical assessments which occur on Wednesday afternoons. Whenever possible, we will let the students know about these in advance and offer an alternative time.

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WHISTLEBLOWING POLICY FOR STUDENTS

The word ‘Whistleblowing’ normally refers to the disclosure by individuals of genuine concerns of malpractice as well as unethical or illegal acts or omissions at work. A whistleblowing policy should allow individuals to raise concerns within or external to an organisation without putting the whistleblower at risk of negative repercussions. UCL encourages its students and staff to raise matters of concern relating to students, patients and/or staff.

Medical students should do this through the dedicated UCL Medical School website and reporting portal through which they can raise their concerns about any aspect of their training. More information about this can be found at http://www.ucl.ac.uk/medicalschool/quality/raising_student_concerns.

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WHITESIDE FUND FOR TRIPS HOME
The Christopher Whiteside fund provides assistance of up to £50 for additional trips home which students might otherwise not be able to make, and in particular where there are compassionate reasons.  Christopher Whiteside was a UCLH student who died during his pre-registration year and the family takes a special interest in the monies given.  An application form may be downloaded from the medical school website.

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WORK EXPERIENCE

The Medical School regrets that it is not in a position to offer work experience or to assist with arranging work experience in associated Trusts. Year 1 and 2 students and prospective students who are seeking work experience are advised to contact Trust HR departments. Year 1 and 2 students are advised that guidance about OH requirements for work experience has been drawn up by the Medical Student Occupational Health Centre and may found on the MSOH website.

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