This program follows all School of Medicine policies in addition to the policies below.

Criminal Background Check Policy

Prior to Enrollment in the Program

A criminal background check (CBC) is not a component of the application, interview, or the admission decision-making process. However, it is a mandatory component of the post-acceptance matriculation process. All admitted students will undergo a criminal background check (CBC) involving federal, state, and local records that extend back a minimum of five years. Matriculation into the program is contingent upon review and acceptance of the applicant’s CBC report. Final decisions about matriculation are based on:

the nature, circumstances, and frequency of any offense(s)
the length of time since the offense(s)
documented successful rehabilitation
the accuracy of the information provided by the applicant in his/her/their application materials; and
the accuracy of the CBC report
whether or not the violation disqualifies the applicant from taking the national certification exam to become a registered occupational therapist.

All reports are considered confidential. Information obtained from the CBC will only be used in accordance with state and federal laws, and will be destroyed upon a student’s graduation from the OTD Division.

For Enrolled Students

Students enrolled in the OTD Division will be required to undergo an annual CBC. The student is aware that the results of the CBC are automatically released to the Duke OTD Program. If required by a fieldwork site, results may be shared with the specific site where the student is assigned. Some fieldwork education sites may require additional or expanded background checks prior to beginning the fieldwork experience. The student, if not borne by the fieldwork site, will incur the cost for additional requested background checks.

Additionally, all students are required to disclose to the Program Director any misdemeanor or felony convictions other than minimal traffic violations, including deferred adjudication, within three business days of occurrence. These instances will be reviewed on a case-by-case basis following guidelines outlined by the Duke School of Medicine Code of Professional Conduct.

Drug Screen Policy

Students enrolled in the OTD program will undergo an annual drug screen from a program-approved facility. Results from any other facility will not be recognized. The student is aware that, when applying for the drug screen, results are automatically released to the Duke OTD Program. If required by a fieldwork site, results may be shared with the specific site where the student is assigned. Some fieldwork sites may require students to complete additional or expanded drug screens; if screens are not clear, a fieldwork site may decline to take a student or cancel the student’s placement.

Failure to undergo a required drug test will result in dismissal from the program. If the drug screen results are diluted or adulterated the student will be allowed one retest. If the student fails the second test, the student will be dismissed from the program.

Computer and Technology

Students enrolled in the Occupational Therapy Doctorate curriculum at Duke University are provided support service for any issued computing devices from the Medical Education IT Department—OTD Division (MedEDIT-OTD). The MedEDIT provides administrative, professional, and technical expertise to the students of the School of Medicine. The School of Medicine values an open, collaborative, and congenial environment where safety is paramount. Efficient and dependable service to support state-of-the-art medical education is the goal. All matriculating students in the School of Medicine are assessed a mandatory technology fee. This includes students enrolled in the Occupational Therapy Program. The fee will not only cover hardware such as laptop or handheld device, but service, software, and technical updates to comply with all Duke Health System compliance guidelines.

Satisfactory Academic Progress

The OTD Division has a Promotions Committee that is responsible for reviewing academic and professional conduct records at the end of each semester, and more frequently if needed. Satisfactory academic progress consists of the successful completion of all requirements necessary for the advancement of one semester to the next, including demonstration of satisfactory professional conduct outlined in the School of Medicine Code of Conduct and the OTD Student Handbook. Successful completion of requirements is defined as the completion of all year one required courses and fieldwork experiences within one year of matriculation, the completion of all second year courses before starting Level II Fieldwork, the completion of all Level II Fieldwork requirements within two years and before starting the capstone experience, completion of the capstone experience within nine months.

Program of Study

The curriculum is composed of 106 course credits of academic work that is completed over eight academic semesters requiring thirty-three months of full-time attendance. Coursework includes didactic courses in basic sciences, clinical sciences, patient management, evidence-based practice, health policy and field work.

A. Academic Performance

Grading Standards

All didactic, simulation, practice, fieldwork, and capstone courses will use the following grading scale:

Honors ≥ 95	Exemplary performance. Extraordinarily high level of understanding of the course concepts and ability to integrate & apply learning to multiple contexts. Consistently and independently employs thoughtful analysis, critical evaluation, & synthesis. Quality of work is above formal requirements and demonstrates originality as appropriate. Consistently meets professionalism standards.
High Pass 91-94	Exceptionally good performance. Demonstrates a superior understanding of the course concepts, possesses a foundation of extensive knowledge, and a skillful use of concepts, materials, and skills.
Pass 80-90	Good performance. Demonstrates capacity to use the appropriate concepts, a good understanding of the subject matter, and an ability to handle problems and materials encountered in the course.
Low Pass 70-79	Minimally acceptable performance. Demonstrates at least partial familiarity with the course concepts and some capacity to apply knowledge to limited contexts. In addition, demonstrated deficiencies are serious enough to make remediation work advisable.
Fail < 70	Unacceptable performance. Work is clearly below standards and indicates serious challenges in understanding and applying course concepts. Course must be repeated.

Incomplete Grades

An incomplete grade is given when, at the time the grades are reported, some portion of a student’s work in a course is lacking for an acceptable reason. Incomplete grades may be given at the instructor’s or Program Director’s discretion. Example situations for issuing an incomplete grade include:

A documented illness that prevents completion of the required work in the semester in which the course is offered.

An illness of the student’s immediate family member(s), which prevent completion of the required work in the semester in which the course is offered.

Required maternity or paternity leave or time to provide elder care.

Incomplete (I) grades remain on a student’s transcript for one year only. Coursework must be completed within the year and submitted to the course director. If the course director certifies that the incomplete has been satisfied, a passing grade is placed alongside the incomplete on the permanent and official transcript.

If a student’s coursework is not completed within one year, a grade of I automatically is converted to an F. An extension to this one-year time limit can be requested in writing to the Program Director prior to expiration of the incomplete grade.

B. Code of Professional Conduct

The OTD program follows the School of Medicine Code of Professional Conduct. Reviews of academic standing includes reviews of both scholastic performance and professional conduct.

C. Determination of Academic Standing and Promotion in the OTD Program

Faculty members of the Occupational Therapy Doctorate Division are responsible for defining and communicating minimum acceptable standards for academic performance and professional conduct. There are two levels of standards: one refers to broad, general program standards for academic performance and professional conduct; the second refers to standards for success in each course. Broad standards are defined in the OTD Student Handbook. Course standards are communicated in the course syllabus and reviewed at the beginning of each course. Students must receive a pass in the appropriate courses in order to progress in the curriculum. Occupational Therapy Doctorate faculty have the responsibility of notifying students who are not meeting minimal standards of a course as soon as this becomes apparent.

The OTD Promotions Committee will review all students’ records at the conclusion of each semester, and more frequently if needed. At that meeting, each student’s academic standing and promotion status is determined.

The following table provides an overview of the categories of academic standing and the correlate decisions of how and if to promote. Detailed descriptions of each category follow below.

Academic Standing (includes Professional Conduct Standing)	Promotion-related Determinations
In good academic standing	Promote OR Issue written council to improve scholastic endeavors
Initiating academic probation	Issue Written Counsel on conditions of probation and place on probation
Remediating probation	Satisfactory progress to date on conditions of probation
Good academic standing - Restored	Probation satisfactorily completed; restore to good standing
On academic suspension	Advise resignation; conditions of probations are not met
Dismissed	Dismissal

A student is considered to be in Good Academic Standing if they have

Earned no more than three Low Pass grades on assignments in all courses.
There are no academic concerns identified.
Demonstrated satisfactory professional conduct, as established by Duke University, the School of Medicine, and the OTD Division, in all didactic and fieldwork education learning environments, and at all times as an enrolled student in the program.

Students determined to be in good academic standing will receive a decision to promote. In cases where students are marginally in good standing, written council may be issued to support students in improving their scholastic skills and continued success.

Academic Probation

A student is placed on probation if their academic performance or professional conduct has created cause for concern and requires critical ongoing evaluation for a period. Academic Probation is noted on the academic transcript. The OTD Promotions Committee will use the following standards for placing students on academic probation:

A student who has earned a final grade of LP in any course.
A student who receives more than three LP grades on assignments across all courses taken in a given semester.
A student who has received one written professional conduct notice.
A pattern of concerning professional conduct emerges or one particularly egregious behavior is reported through the fieldwork evaluation rubric or the Professional Behavior Reporting System.

Students determined to be on academic probation, either for academic performance or professional conduct, will receive a decision to issue written council outlining the conditions for remediation and removal of probation. Some students may also receive at this stage a decision to advise resignation.

Remediation

If a student was placed on Academic Probation at the recommendation of the Promotions Committee, at the next review, they are placed on Remediating Probation status if

The probation period is still in effect and the student is making good progress. Remediation is a process through which the Promotions Committee in collaboration with appropriate others and the student determines the content and conduct a student must demonstrate to return to good academic status.
There is reasonable justification to extend the probation period.

Students determined to be in remediation of probation will be reviewed and those making satisfactory progress will receive a decision of satisfactory progress on remediation.

Grade Appeal Process

A student may appeal a final course grade by submitting in writing evidence for the justification of a grade change to the Program Director within two weeks of the grade being submitted. The Program Director will make a decision and respond in writing within two weeks of receiving the appeal.

Academic Suspension

A student who fails to demonstrate successful progress on remediating probation, in academics or professional conduct, will be placed on academic suspension. The Vice Dean for Education is responsible for placing individuals on suspension (or dismissal) upon recommendation from the OTD Promotions Committee of unsatisfactory academic or fieldwork performance after a probation period.

The OTD Promotions Committee will use the following standards to recommend placing a student on suspension from the program.

A student who fails any one course in the curriculum;
A student who earns two final LP grades in a didactic and a Sim & Practice courses;
A student who earns three LP grades in any didactic courses;
A student has received two written professional conduct notifications, or demonstrated egregious conduct.
Students determined to be on academic suspension will receive a decision of advise resignation

Dismissal

The OTD Promotion Committee will use the following standards for recommending that a student be dismissed from the program.
Failure of any combination of two didactic courses/fieldwork setting-based courses.
Failure of the same course twice.
A student may be dismissed for a serious violation of professional conduct as outlined in the School of Medicine Code of Professional Conduct or the AOTA Code of Ethics.

Students determined to be dismissed from the OTD program will receive a decision of dismissal. If students are dismissed from the program, the Vice Dean for Education will notify them in writing. Students may appeal this decision by indicating in writing to the Vice Dean for Education: (a) reasons why they did not achieve minimum academic standards and (b) reasons why the academic standing should be changed. Each appeal will be considered on its merit. Individual cases will not be considered as precedent.

Appeals of Academic Status

Academic standing and promotion determinations can be appealed following the procedures detailed in the OTD Student Handbook.

Academic Good Standing Restored

If the OTD student has satisfied all the conditions of the Academic Probation specified by the Promotions Committee, the committee can recommend that the student be restored to good academic standing. Removal from Academic Probation status will be noted on the transcript.

D. Requirements for Graduation

Academic Standards for Graduation

Students must meet the following criteria to successfully complete the OTD program, earn the Occupational Therapy Doctorate degree, and participate in all OTD graduation events: register for and complete all required courses during each semester of the curriculum, complete 106 course credits with a passing grade, including all required didactic and fieldwork education courses, demonstrate satisfactory professional conduct, or the remediation of unsatisfactory conduct, throughout the program.

Time Limits on Meeting Requirements for Graduation

The standard required length of study to complete the above-listed academic standards is nine continuous academic semesters of full-time work (including two summer terms), completed in 33 calendar months. Under extraordinary conditions, students may be permitted additional time of two semesters of full- or part-time enrollment. A request for additional time must be submitted in writing to the Program Director. Under extraordinary circumstances, students may apply for an exception to the typical pattern of progress towards degree requirements.

Requirements to Participate in the ODT Hooding and Recognition Ceremony

Only students who are on track to have their degree conferred in May will be able to participate in the OTD Hooding and Recognition Ceremony. OTD leadership will consider exceptions if a student’s graduation is delayed due to documented health-related concerns or extenuating personal circumstances.

OST Exit Requirements for Graduation

In order to graduate, students must return all OTD property.

E. Voluntary Withdrawal and Leave of Absence Policy

Leave of Absence

Students may request a leave of absence (LOA) from the OTD Division for personal, medical or academic reasons for a period not to exceed one calendar year. To initiate the request, students must submit a written request to the Division Program Director. Once a Leave of Absence is finalized, the Program Director will notify the Offices of the Registrar and Financial Aid in the School of Medicine. Students are responsible for contacting appropriate offices to discuss the impact of their LOA on their finances, scholarships, health insurance, etc.

A LOA extension beyond one calendar year, may have implications for coursework completion and may require readmission to the OTD Program. When a leave of absence is taken, the Program Director may require the student to repeat some or all of the courses completed prior to the leave of absence. Students requesting a medical leave of absence may be required to provide documentation from a healthcare provider that they are medically cleared to return to the OTD program and can meet the program required technical and code of professional conduct standards. In all cases of a leave of absence, the student is required to complete the full OTD curriculum to be eligible to earn the Doctorate degree. In all cases of a leave of absence, students are required to complete the full OTD curriculum to be eligible to earn the Doctorate degree.

Voluntary Withdrawal Policy

Voluntary withdrawals are initiated at the student’s written request. Working with the Program Director, a mutual decision is reached with regard to the effective date of the withdrawal and associated implications. The Office of the Registrar will process the withdrawal and the student will be removed from enrollment. A student’s permanent academic record will reflect enrollment for the term and the specific effective date of withdrawal.

Grades

Assignment of grades if students have voluntarily withdrawn or taken a leave of absence is made based on current grading policies detailed in the OTD Student Handbook.

Withdrawal Refunds

Refunds are credited to a student’s account according to the policy according to the following schedule:

Before classes begin:	100%
During first or second week:	80%
During third to fifth week:	60%
During the sixth week:	20%
After sixth week:	None

Student fees are nonrefundable after classes begin.

Financial Aid During a Leave of Absence

Recipients of financial aid, scholarships, or short-term loans for payment of fees or expenses for the semester that students leave the OTD must be approved by the Financial Aid Office before students will be allowed to complete the exit process. Students will be required to participate in an exit interview.

Returning to the Division Following an Absence

To conclude a LOA, students must notify the Program Director in writing of their wish to return to the OTD Program or to extend the personal leave at least two weeks prior to the anticipated date of return. If a student withdraws voluntarily from the program and desires to return to the OTD Division, the student will need to apply for readmission.

OT-D - Doctor of Occupational Therapy

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