Professionalism Concerns and Procedures

Examples of Lapses in Professionalism and Procedures Following Lapses

Introduction 

While most professionalism concerns are resolved through coaching and formative feedback, some behaviors may require formal review. The medical school’s philosophy is to support students in understanding the impact of their actions, to provide opportunities for self-correction, and to engage in restorative growth whenever possible. DGSOM is committed to a fair, transparent, and supportive review process. Students will be offered the opportunity to share their perspective, engage mentorship, receive constructive feedback, and receive support from an advocate.

All students who are called to a formal review of a lapse in professionalism will be assigned to an advisor who will assist them throughout the adjudication and disciplinary process. Examples of violations, procedures following violations, and the mechanism for appeal is outlined below. 

Examples

Concerns fall on a continuum which may be documented with a Professionalism Concern Form (PCR). Some examples include but are not limited to:

Minor lapses 

e.g., isolated tardiness or email non-responsiveness → addressed through mentorship and check-ins.

Moderate concerns 

e.g., recurrent tardiness, email non-responsiveness, inappropriate language, disrespectful conduct, some policy violations → may warrant written feedback and reflective exercises.

Severe violations 

e.g., plagiarism (including inappropriate use of Artificial Intelligence ), patient harm, academic dishonesty, discrimination, doxing, some policy violations → require formal review by the Academic Performance Committee (APC) with possible referral to the Committee on Academic Standing Progress and Promotion (CASPP).

When possible, and in most cases, students will be offered a plan for professional development which may include coaching, restorative conversations, independent reflection, or structured role modeling. 

Procedures Following Violations of DGSOM Professionalism Policy

  1. Professionalism Concern Reporting (PCR) Form

    1. The Professionalism Concern Reporting (PCR) form is used to document violations of the DGSOM Professionalism Policy. The form is filed in the students internal file and is not part of the student’s permanent school record.
    2. The PCR form will be initiated by a faculty member (course chair, assistant dean, or another supervising individual) and will be followed by a meeting between the student and the individual to understand the professionalism concern and to discuss the circumstances.
    3. The faculty member will provide counseling with respect to professional behavior and will create with the student a remediation plan. This may include coaching, reflection essays, peer review, restorative conversations, etc.
    4. Following this meeting, students are asked to complete their section of the PCR form. This is the student’s opportunity to share their reflection.
    5. Depending on the level of concern and the frequency of concerns, a PCR may be shared with the designated Academic Performance Committee (APC). 

  2. Academic Performance Committee (APC) 

    1. Academic Performance Committees for each phase of the medical school curriculum are charged with monitoring the success of all students in the curriculum. As part of this role, the Committee meets regularly to discuss students when academic or professionalism concerns have been identified.
    2. If a PCR is referred to an APC, the committee will review the student’s conduct and will make recommendations for addressing the violation. These may include a change in the student’s academic/professional standing to Experiencing Academic/Professional Difficulty and/or a requirement for professional development opportunities or remediation activities.
    3. A change in standing to Experiencing Academic/Professional Difficulty is an internal designation and not recorded on the student’s academic record nor in the Medical Student Performance Evaluation (MSPE).
    4. Students may elect to appeal the decision of the APC to the Committee on Academic Standing Progress and Promotion (CASPP).
    5. The APC has the discretion to refer students to the Assistant Dean for Professionalism.
    6. Any violation of the DGSOM Professionalism Policy or UCLA Student Conduct Code deemed severe and egregious in nature as determined by the designated APC will be referred to CASPP.

  3. Committee on Academic Standing Progress and Promotion (CASPP)

    1. This committee has the authority to change the student's standing to Academic/Professional Probation, and in egregious instances, to dismiss a student from the medical school for failure to demonstrate appropriate ethical or professional behavior.
    2. A change in standing to Academic/Professional Probation is reported in the student’s MSPE.

Appeal Process of Violations of DGSOM Professionalism Policy

Appeals are made to the Committee on Academic Standing Progress and Promotion (CASPP) and should follow the steps outlined within the Appeals Process. 

Support Resources

With every conversation around professionalism policy lapses and PCR submission students will be reminded of the many support resources DGSOM has available and the student will be encouraged to connect with their Society Dean or another faculty mentor as they embark upon their remediation plan. 

Responsibility and References

  1. RESPONSIBILITY 
    Medical Students
  2. REFERENCES
    LCME Element: 3.5 Learning Environment/Professionalism
  3. OWNER 
    Student Affairs Office
  4. APPROVED BY
    Faculty Executive Committee (FEC)
  5. REVIEWED BY 
    Committee for Academic Standing, Progress and Promotion (CASPP)
    Curricular Affairs Office 
    Professionalism Council
    Student Affairs Office
  6. REVIEWED DATE and REVIEW CYCLE 
    October 2025, 5-Year review cycle