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Academic Rules and Regulations
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Academic Advising Cooperation and personal attention mark the relations between faculty members and students. Each graduate student is assigned an academic advisor upon admission to the school, and students are encouraged to avail themselves of this resource. The School of Nursing Office of Admissions and Student Services (OASS) provides assistance and serves as a source of information for other support resources.
Nursing students are required to meet with their academic advisor once every semester. An advising hold, preventing enrollment in the following semester’s courses, is placed on the student’s account and cannot be lifted until that meeting has taken place. As a condition of meeting the advising requirements, graduate students are required to have an updated SIS Planner listing all degree requirements in their program. The advising hold can only be lifted by the student’s academic advisor.
Academic Action Plans The UVA School of Nursing expects all students to meet established academic standards satisfactorily for all course requirements, including meeting learning objectives, clinical practice objectives/standards, and professional standards of behavior for safe and quality nursing practice.
The purpose of this policy is to promote academic achievement, maintain academic and professional standards, and to achieve fairness and consistency in decisions regarding students with academic or professional concerns. Faculty members as course professors, or clinical instructors are responsible for assessing and monitoring each student’s academic and professional progress, including knowledge gained, skills acquired, and professional behavior, as well as adherence to policies and procedures concerning clinical education and the health system/clinical facility policies.
A student’s failure to meet the established academic, clinical and/or professional standards requires faculty documentation of an academic action plan and may be initiated at any time.
This process is intended for faculty members to use to address single instances of significant errors (such as failure of an exam or a medication error) as well as patterns (such as repeated tardiness to clinical).
Consequences for a student with 3 or more notices:
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Remediation is required (may occur over summer or winter break).
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A review of the academic action plans is conducted by the program director (or delegate) and the Senior Assistant Dean of Academic & Student Services to determine whether a revised plan of study is needed, or in rare instances, withdrawal from the program.
Faculty should refer to the SON Faculty/Staff Handbook for procedures with Academic Action Plans.
Academic Standing Good academic standing is defined as a minimum cumulative grade point average (GPA) of 3.0 for all credit hours attempted. Graduate nursing students whose cumulative average falls below a 3.0 will be placed on academic warning. A cumulative grade point average of less than 3.0 may be considered a sufficent reason for withdrawal of financial assistance and development of a remediation plan for the student.
A minimum grade of B- is required in all courses offered for any graduate degree. If a student receives below a B- grade in any School of Nursing course, the student will be placed on academic warning and the course must be repeated. If the grade for the repeated course is below a B- the student will be automatically dropped from the program. A grade of below B- in any course outside the School of Nursing requires repeating the course and earning a satisfactory grade or earning a minimum grade of B- in an alternate course. Students who receive more than one grade below B- are placed on academic warning for two semesters are automatically dropped from the program. Any F grade results in the student being dropped from the program. The only exception to this rule is when an incomplete grade automatically becomes an F after 200 days. Graduate students in the School of Nursing are not permitted to take required nursing courses on a CR/NC basis unless the instructor has set the course up as CR/NC.
For CNL students only:
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All components of core nursing courses (lecture, lab, clinical, etc.) must be successfully passed to progress in the program.
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Students must meet the clinical and course objectives as outlined in the course syllabus.
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A grade below a B- in a core nursing course must be repeated and may alter the planned sequence of courses, lengthening the time for completion of the program.
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Students who withdraw from a core nursing course will need permission from the CNL program director and Senior Assistant Dean for Academic and Student Services. Withdrawing from a core nursing course will alter the planned sequence of courses, lengthening the time for completion of the program.
Appealing a Grade
Students who wish to appeal a course grade must first attempt to resolve the issue with the instructor of the course. Absent a satisfactory outcome, the student consults with their advisor prior to meeting with the Senior Assistant Dean for Academic and Student Services.
The student will be advised by the Senior Assistant Dean for Academic and Student Services to file a formal appeal to the Associate Dean for Academic Programs. The appeal letter must address the grounds for the appeal including any claims of grading errors, perceived inequities based on policies/syllabi discrepancies or extenuating circumstances.
For grades awarded for the fall semester, the written appeal must be submitted no later than 14 calendar days after the beginning of the spring semester. For grades awarded for the spring semester or summer sessions: the written appeal must be submitted no later than 14 days after the first day of the fall semester. For January term, a written appeal must be submitted no later than 14 days after the end of that session or term. Appeals submitted after the deadline will be heard only in exceptional cases, as determined by the Senior Assistant Dean for Academic and Student Services.
The Associate Dean for Academic Programs shall make a final decision after full consideration of the materials submitted and/or a committee’s recommendation. The student will be notified of the decision within three weeks of receiving the student’s appeal.
Academic Grievances University policy and procedures are described in PROV-019 for students seeking to appeal an academic decision as defined in that policy. Nursing students seeking to appeal an academic decision must follow the procedures outlinedin PROV-019 and the contacts/procedures as outlined above for appealing a grade.
Class Scheduling Students are responsible for enrolling in classes each term and making any necessary schedule adjustments via SIS. Some courses (such as clinical electives and independent studies) may require additional consent. Forms are available on the SON website for students seeking enrollment in such courses. Students may add and drop full-semester courses through the deadlines stated in the University Registrar’s Academic Calendar.
Clinical Agencies: Responsibilities and Compliance with Affiliation Agreements Policy
Formal affiliation agreements are executed with all agencies prior to placement of students in clinical sites to provide care to patients. If the student is an employee of the agency, an agreement is still needed with the agency. While performing the practicum activities, the individual is in the role of student, not employee. Therefore, they would be considered an agent of the University. Agreements must be fully executed and include the signatures of the authorized representative of the facility, a representative of the School of Nursing, and the University Director of Financial Operations (Office of Tax Compliance & Contracting). Students will be placed in clinical sites only when enrolled in a credit-bearing course for which they paid tuition and in which participation in the clinical experience is a course requirement. This applies to all clinical experiences that require the student to have patient contact.
The faculty member placing students and the students assigned to agencies are responsible for knowing and adhering to the terms of the affiliation agreement, including its conditions and responsibilities.
The School does not provide legal advice to the student regarding whether to submit to the conditions set by the facility. The School does not pay any student costs related to the clinical experience. If the student declines or fails to participate in or complete the clinical experience and the experience is a requirement for the course, the student will not successfully complete the course and may not graduate. The student is solely responsible for the consequences of their decision regarding whether to submit to the conditions or requirements established by the facility.
Students who are unable to finish clinical hours within the term are required to have written approval of the faculty member and must submit the Incomplete Grade Form for approval. Students cannot begin clinical hours before the semester begins. Students must adhere to their assigned preceptor schedules and submit schedules to their clinical faculty prior to the rotation start date. Students should not solicit additional preceptors or clinical sites without clinical coordinator and facility approval.
Eligibility for Degree Conferral Students must complete all program requirements for the degree and must apply to graduate in SIS by the deadline stated by the University. No student with an outstanding grade, which includes grades of Incomplete, is eligible to receive a degree or certificate.
Gap Analysis Post-Graduate Certificate students will undergo a formal gap analysis to ensure that they have fulfilled certification requirements. The gap analysis will be conducted by nursing graduate faculty and will align with criteria set forth by the National Organization of Nurse Practitioner Faculties and the Commission on Collegiate Nursing Education standards. The gap analysis includes the review of relevant documents (such as syllabi, time logs and official transcripts). The University does not award academic credit for competences earned in the workplace.
Grade Changes Grade changes can only be made by the course professor and must be done within four weeks of the end of the semester. Extra work to raise a final grade, once submitted, is not permitted.
Grades A graduate student’s work in a course is graded on the basis of A+ (100), A (95-99), A- (90-94), B+ (87-89), B (83-86), B- (80-82), C+ (77-79), C (73-76), C- (70-72), D+ (67-69), D (63-66), D- (60-62) and F (59-0).
Graduate Assistantships University policy and procedures are described in PROV-001 Graduate Assistantships.
Incomplete Grades
An incomplete grade may be given to students that are unable to complete scheduled coursework due to reasons beyond their control. A grade of IN becomes an F 200 days after the end of the examination period unless a form requesting an extension of time has been signed by the course instructor and approved by the Senior Assistant Dean for Academic and Student Services. Instructors are not authorized to extend the time for completion of course work without the approval of the Senior Assistant Dean for Academic and Student Services. Forms for securing extensions are available from the School of Nursing website. Prior to the end of the course, students must initiate the request for an IN and secure the instructor’s approval.
Students with two or more outstanding incomplete designations (in the same semester or cumulatively) may not enroll in courses in subsequent terms. Students who have had an incomplete grade lapse after 200 days and become an F may not enroll in courses in a subsequent term until the grade has been changed, or a new incomplete form has been approved and turned into the SON Registrar. A student’s degree cannot be conferred with a grade of Incomplete (IN) on record, even if that course is not required for the degree being sought.
Leaves of Absence The Senior Assistant Dean for Academic and Student Services may grant leaves of absence to students for up to two semesters upon written application in SIS stating the reason for temporarily leaving the University.
Leaving the University All policies, procedures, and timelines governing withdrawal from the University in its various forms (Enforced, Medical, Voluntary) are outlined in the “Leaving and Returning to the University” section of the “University Regulations: Academic” section of this Record.
Reenrollment after Withdrawal or Leave of Absence Reenrollment to the School of Nursing master’s or doctoral program is not automatic. After an absence of a semester or longer, a former student must apply for reenrollment to the Senior Assistant Dean for Academic and Student Services by December 1 for the spring semester or by April 1 for the fall semester. Reenrollment following a withdrawal or leave of absence is granted only if space is available. Former students initiate the reenrollment process by completing the Returning to the University form in SIS. If a student has been on leave or away from the program for more than two years, the School may require the student to re-apply through the regular admissions process.
Statement These rules and regulations apply to all School of Nursing programs, with the exception of the PhD program. The PhD Nursing degree is a program under the auspices of the Graduate School of Arts and Sciences (GSAS). PhD students should abide by GSAS policy and the policies set forth in the PhD program section
Thesis and Dissertation Submission University policy and procedures are described in PROV-014 Submission of Electronic Theses and Dissertations. Nursing doctoral students who wish to seek a LIBRA embargo must submit a statement to the advisor outlining a substantive rationale for the embargo and the desired end date (within five years) after which the thesis or dissertation will become publicly accessible. The advisor and program director will review the petition and notify the student of the outcome of the petition and alert the University Library to any approved embargo period so that it can work with the student to upload the thesis or dissertation to LIBRA with the embargo in place.
Transfer of Credit Students may receive transfer credit for a maximum of four graduate-level courses (up to 12 credits). To be considered for transfer, the courses must have been completed with a minimum grade of B-.
Credit for transfer courses is determined following an evaluation of each student’s course work and overall plan of study. The School of Nursing grants transfer credit based on an analysis of the content, level, and comparability of the courses taken, the applicability of the courses to the student’s intended major and degree program, the quality of the student’s performance in the courses, and the accreditation of the institution at which the work was completed. Evaluation of credits for transfer does not occur until after the student is admitted to the program. Information on the procedure for transfer of credit is available from the School of Nursing Registrar’s web page.
Visiting or Non-Degree-Seeking Student Status Under special circumstances, a student with a baccalaureate or graduate degree in nursing may complete a maximum of two graduate nursing courses without formally seeking admission to the degree program. Special student status is granted only when there are vacancies available in the courses requested. Admitted degree students receive enrollment priority. Completion of coursework as a visiting or non-degree-seeking student does not guarantee admission to a graduate program.
Doctoral Degree Programs
- Doctor of Nursing Practice (DNP)
- Entry for students with a specialty MSN
- Entry for students with a BSN or generalist MSN
- Doctor of Philosophy in Nursing (PhD)
Master’s Degree Tracks
- Adult-Gerontology Acute Care Clinical Nurse Specialist
- Adult-Gerontology Acute Care Nurse Practitioner
- Adult-Gerontology Acute Care Clinical Nurse Specialist and Nurse Practitioner
- Clinical Nurse Leader (RN-to-CNL and direct entry to nursing)
- Family Nurse Practitioner
- Pediatric Nurse Practitioner - Primary Care
- Pediatric Nurse Practitioner - Acute Care
- Neonatal Nurse Practitioner
- Psychiatric-Mental Health Nurse Practitioner
Post-Graduate Certificate Tracks
- Adult-Gerontology Acute Care Clinical Nurse Specialist
- Adult-Gerontology Acute Care Nurse Practitioner
- Family Nurse Practitioner
- Neonatal Nurse Practitioner
- Pediatric Nurse Practitioner - Acute Care
- Pediatric Nurse Practitioner - Primary Care
- Psychiatric-Mental Health Nurse Practitioner
Professional Requirements/Required Expenses
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Licensure All graduate nursing students, except those in the CNL master’s-entry program, active-duty military nurses, and PhD students, are required to have an active nursing license in the Commonwealth of Virginia. Students will not be permitted to enroll in classes without proof of licensure. This applies to both US citizens and international students.
In addition to tuition, fees, and expenses as outlined in the Tuition, Fees, Housing, and Dining section of this Record, graduate students in nursing should anticipate the following additional expenses and/or expectations:
Clinical Agency Requirements Students must meet the required competencies of the clinical agency to which they are assigned as outlined in the clinical agency contract. This may include requirements such as respiratory mask fit, infection control training, criminal background investigations, and mandatory drug screening. Any additional charge/fee for compliance must be covered by the student.
Truescreen (My Record Tracker)
The School of Nursing uses Truescreen’s MyRecord Tracker for the management of student competencies and compliance. Students must submit and update documentation required by the School of Nursing and affiliated clinical facilities, such as a criminal background check, CPR certification, immunizations, trainings, flu vaccinations, signed program forms, drug screens as needed, and RN licensure for APRN and DNP students.
Clinical Competencies and Compliance Students are required to complete screenings, mandatory trainings, immunizations, infection control training, and annual TB screenings and flu vaccinations.
Clinical Practice of Students As denoted in 18VAC90-27-110 in the Code of Virginia, a nursing student, while enrolled in an approved nursing program, may perform tasks that would constitute the practice of nursing. The student shall be responsible and accountable for safe performance; refer to the code for more information.
CPR Certification Students are required to obtain certification in cardiopulmonary resuscitation for adults, children, and infants prior to entering clinical courses. Certification must be maintained throughout the program, and validation must be presented each year. Students must complete the American Heart Association Basic Life Support for Health Care Providers course.
Criminal Background Check (CBC) and Drug Screening All students are required to complete a criminal background check prior to course enrollment in the School of Nursing. The Office of Admissions and Student Services communicates this requirement and process to students. Additionally, different clinical agencies may require students to undergo an additional criminal background investigation and/or drug examination using their own vendor when students are assigned to clinicals. This expense is covered directly by the student. Students should refer to the Virginia Board of Nursing (or the Board for the state in which they plan to seek licensure) for information on criminal background checks required for licensure and barriers to licensure.
Mandatory Clinical Training Requirements
EPIC is the electronic health record (EHR) used at UVA Health, and many other large health facilities. All students enrolled in clinicals/practicums at UVA Health are required to complete mandatory UVA Health and Epic training prior to beginning the clinical practicum. UVA Health training requirements are assigned through Workday.
Students at non-UVA Health facilities are required to complete online training contractually required by the clinical agreement, plus any additional training (including EHR training) that the third-party facility may require. Contractually-required training typically is assigned in UVA Workday. Additional training that is unique to the needs of the third-party facility may require in-person, online, or hybrid training, and facilities will utilize their own training delivery systems and scheduling for those training requirements. Students must complete all required training prior to beginning the clinical practicum.
Clinical Identification Requirements
When functioning in the role of a UVA clinical practicum student, regardless of any other affiliation that the student may have with the facility where the practicum is being performed, the student must wear the UVA identification badge that identifies the student as a nursing student. This requirement applies to UVA Health and third-party facilities.
The UVA ID badge must be surrendered to the Program Coordinator, UVA clinical faculty, or UVA Nursing Information Systems once the need for the badge no longer exists. To surrender the badge to UVA Nursing Information Systems, students should visit McLeod Hall, Room 3014, or postal mail the badge to UVA Nursing Information Systems, PO Box 800782, Charlottesville VA 22908-0782.
Insurance Students who are billed the regular session comprehensive fee are required to have student health insurance coverage. Those students must be insured under the University’s Student Health Insurance Plan or by another insurance contract that the University has agreed to be comparable in benefits to the University’s Student Health Plan. Proof of comparable insurance is submitted via the hard waiver option in SIS and uploaded in Healthy Hoos. Students who are billed the regular session comprehensive fee must present proof of insurance along with their Pre-Entrance Health Forms.
Medical Instruments Purchase of a complete set of diagnostic instruments is highly recommended for students admitted to the advanced practice nursing program. The cost of these instruments is assumed by the student.
Workday Learning Throughout the educational experiences at the University, students are required to complete competencies on a yearly or more frequent basis. These competencies are delivered online through the UVA Workday learning management system. All students are required to complete all assigned learning modules, and within the communicated or indicated timelines.
NCLEX Preparation Program (Pre-licensure Students Only) All pre-licensure nursing students (CNL) are required to use the Assessment Technologies Institute (ATI) Nursing Education program to help them prepare for the National Council Licensure Examination (NCLEX). This program includes learning and assessment activities, such as case studies, supplemental review materials, and practice exams. The materials are assigned in selected courses as a prescribed percentage of the course grade. The program includes specialty and cumulative proctored examinations. Students scoring below the recommended benchmark on a specialty exam are required to complete an individualized remediation (review) plan and submit appropriate documentation of their work, and retake the exam, if applicable. Students who do not show substantial improvement upon remediation will be required to meet with a faculty member to discuss study and test taking strategies.
Respiratory Mask Fit (RMF) All nursing students assigned to clinicals are required to be fitted annually for special masks to protect both you and your patients when you work with certain respiratory infections. Students must complete this requirement prior to enrollment in clinicals. For pre-licensure students, the cost for the fit test is covered via the Clinical Services Fee. The student is responsible for any cancellation fees. All other graduate students will also need to complete this requirement, but it is paid for by the student.
Patient Confidentiality Guidelines The Health Insurance Portability and Accountability Act (HIPAA) has important personal and professional implications for SON faculty, staff, and students. The regulations prohibit the disclosure, intentional or otherwise, of patients’ Protected Health Information (PHI), including electronic PHI (ePHI). These regulations apply to information contained in any format, including electronic and hard copy health records. Patient information may not be reproduced (copied and pasted, photographed, printed and removed from a clinical facility, etc.). When noting information for an academic clinical assignment, students and faculty must consider carefully what clinical data is absolutely necessary for effective learning, and note only information free from all identifiers, and which also cannot be tied back to an identifiable patient. Faculty, staff, and students are referred to the United States Department of Health and Human Services website for additional information: https://www.hhs.gov/hipaa/for-professionals/privacy/laws-regulations/index.html.
Students are required to complete HIPAA training through WorkDay. Students found to be in violation of patient confidentiality guidelines and/or HIPAA may be subject to criminal and civil penalties, which could include monetary fines. Student violations of patient confidentiality guidelines will be reported to the health system whose privacy policy was violated, the UVA Honor Committee and the School of Nursing. Disciplinary action for the violation may include dismissal from the program.
Technology Requirements All graduate nursing students are required to have a laptop. In addition, all NP and CNS students need to have cell phone access during their practicums in case of emergent issues. Information on the laptop requirements is available on the New Student Steps portion of the SON website.
Travel to Clinical Facilities Many of the clinical facilities used in the master’s degree and certificate programs or for the Doctor of Nursing Practice program are at a distance from the School of Nursing. Students are responsible for transportation and associated costs for travel.
Typhon The School of Nursing uses the Typhon system for student portfolio development and student clinical activity tracking throughout their program. Access to this system is required for all students. Students pay a one-time access fee; however, students on the BSN-DNP track will need to purchase both the MSN Typhon platform and the DNP Typhon platform. Students purchase the MSN platform initially, and then the DNP platform when they begin their DNP practicum course work. Initial training to Typhon will be provided for all students. Ongoing use of Typhon will continue throughout the program and access is available for five years after graduation.
Uniforms (Pre-licensure Students Only) Students are required to follow the School of Nursing uniform policy for pre-licensure student clinical attire: https://community.nursing.virginia.edu/students/clinical/uniform/.
Other Expenses Depending on the program and track, additional costs may be required (e.g., clinical supplies and resources).
As a member of the State Authorizations Reciprocity Agreement, the University of Virginia (UVA) is authorized to provide curriculum in a distance learning environment to students located in all states in the United States except for California. (34 CFR 668.43(a)(6)& 34 CFR 668.72(n)).
Upon completion graduates may be eligible for initial professional licensure in another U.S. state by applying to the licensing board or agency in that state.
Please visit the University’s state authorization web pages to make an informed decision regarding which states’ educational requirements for initial licensure are met by this program. (668.43(a)(5) (v)(A) - (C)).
Enrolled students who change their current (or mailing) address to a state other than Virginia should update this information immediately in the Student Information System as it may impact their ability to complete internship, practicum, or clinical hours, use Title IV funds, or meet licensure or certification requirements in the new state. (34 CFR 668.402).
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