Mistreatment Policy

Professionalism Reporting

Policy Statement: 

The Keck School of Medicine (Keck School) is committed to maintaining and promoting a respectful learning environment for all members of the Keck community. Mistreatment or disrespectful interactions are not tolerated by the Keck School or the University of Southern California (USC). Retaliation against individuals who report unprofessional behavior, mistreatment, harassment or discrimination is also prohibited by the Keck School and USC.

For the purposes of this policy, mistreatment, as defined by the Association of American Medical Colleges is, “…behavior that shows disrespect for the dignity of others and unreasonably interferes with the learning process. Mistreatment can take the form of physical punishment, sexual harassment, psychological cruelty, and discrimination based on race, religion, ethnicity, sex, age or sexual orientation.” [1]

The prevention of mistreatment is based on holding faculty, staff and students to the following codes of behavior, each of which include specific definitions of prohibited conduct that fall within the broader definition of mistreatment:

Procedures: 

We encourage all community members to promptly report discrimination, harassment, mistreatment, and disrespectful interactions so that we may take prompt action and investigate and respond effectively.

Reporting Mistreatment Unrelated to Protected Class Discrimination, Harassment, or Retaliation:

Within the Keck School, students can report mistreatment through the following mechanisms:

Online Professionalism Report: Any concerns related to incidents of unprofessional behavior or concerns within the learning environment can be reported using the online professionalism reporting system. The online system may be accessed on the MD Student Portal and is linked, in each course and clerkship syllabi. Students have the choice of submitting reports anonymously or not and the associate dean for student affairs receives the report in real time as it is submitted.

Faculty/Resident Evaluations: The end-of-course evaluations for all courses, clerkships and electives, include a link which connects to the online professionalism reporting system by which students may report unprofessional behaviors or concerns about the learning environment. Students have the choice of submitting reports anonymously or not and the associate dean for student affairs receives the report in real time as it is submitted.

Associate Dean for Student Affairs: A student may email or speak directly with the associate dean for student affairs. Outside of business hours, students can also reach a student affairs dean 24/7 by calling the Office of Student Affairs phone number and stating that they have an urgent issue. The answering service will contact the dean-on-call who will return the student’s call in a timely manner.

Any Faculty Member or Dean: A student may report their concerns to a faculty member or medical school dean who will either refer the student to the associate dean for student affairs or will make the report themselves if that is the student’s preference. If the faculty member determines that the incident must be reported, they will submit a report even if a student is hesitant to report. Reports are made to the Office of Equity, Equal Opportunity and Title IX as required.

Additionally, students are encouraged to discuss any concerns of incidents of mistreatment or concerns within the learning environment with faculty, coaches, clerkship directors, medical student educators (MSE) or track mentors.  These faculty receive twice yearly emails from the vice dean for medical education that includes the mistreatment policy and procedures. These faculty are a helpful resource to students if a student has observed or experienced an incident of mistreatment. These faculty can discuss the incident and assist students in accessing the appropriate mechanism for reporting.

Within the broader University framework for responding to misconduct, students, staff, and faculty can report concerns related to protected class, bullying, intimidation, unfair treatment, and other ethical conduct or behavior concerns to the University’s Office for Equity, Equal Opportunity, and Title IX (EEO-TIX) and/or to the University’s Office of Professionalism and Ethics (OPE). The Ombuds is also a University-wide resource available to faculty, staff, and students.

Reporting mechanism for mistreatment based on sexual harassment or discrimination:

The Office of Equity, Equal Opportunity and Title IX (EEO-TIX): EEO-TIX must be notified of complaints by faculty, staff, students, or applicants who are believed to have been harmed by sexual harassment or discrimination and harassment related to issues that have protected class status which includes, but is not limited to, sex, race, gender, national origin, color, religion, marital status and any other class protected by law. Any incidents or complaints brought to the associate dean for student affairs that meet any of these criteria are immediately referred to EEO-TIX.

Reports made to the Keck School or to designated University employees that are related to protected class status must be shared with EEO-TIX.  Designated employees within the Keck School include the associate dean for student affairs and any faculty or staff member.

The USC Office of Professionalism and Ethics (OPE): OPE is responsible for the centralized reporting of concerns across both the Health Sciences and University Park Campuses. Faculty, staff and students may report concerns to OPE. OPE will review and refer all complaints to the appropriate office based on the type of mistreatment reported. Reports involving non-protected class concerns may be referred to Faculty Affairs, Human Resources, and Student Affairs respectively. https://ope.usc.edu/office-of-professionalism-and-ethics

Ombudsperson: Any university-related concern, conflict, or challenging situation can be discussed with the Ombuds, at either UPC or HSC. The office is open to all members of the USC community with a campus related issue. Services include individual consultations, mediations, and conflict and communication coaching. The Health Science Campus Ombuds can be reached at [email protected].

Resolution/Action for Mistreatment Reported within the Keck School:

The associate dean for student affairs collates and forwards all complaints received to the appropriate supervisor or administrator for review. Any actions taken will be consistent with university and school of medicine policies on disciplinary actions as stated in the USC Faculty Handbook, the USC Staff Employee Handbook, and the Keck School of Medicine or USC Student Handbook, as applicable.

Resident: If there is a report of alleged unprofessional behavior about a resident, the appropriate program director is provided the report for resolution. The program director will investigate the incident and counsel or impose sanctions as deemed appropriate. The Designated Institutional Official may also be notified at the discretion of the associate dean for student affairs. 

Faculty: If a report of alleged unprofessional behavior about a faculty member is made, the associate dean for student affairs informs vice dean for faculty affairs, advancement and inclusion, who may consult with the department chair, counsel the faculty member or, if appropriate, impose sanctions. In the case of a voluntary faculty member, the associate dean for student affairs in concert with the senior associate dean for medical education will work with the clerkship director and/or site director to communicate with the faculty member. Remedies include remediation, counseling, or even termination of the voluntary faculty appointment. 

Student: Concerns regarding the professional behavior of students can be brought to the attention of the associate dean for student affairs or the Student Performance Committee (SPC) to be investigated and for action, as appropriate, to be taken in accordance with Keck School policies.

Staff: If a staff member is accused of unprofessional behavior or is determined to have mistreated a medical student, the appropriate supervisor of the staff is notified. The supervisor speaks with the staff member and follows up with the associate dean for student affairs to identify appropriate actions to be taken.

Retaliation:

The University’s Policy on Prohibited Discrimination, Harassment, and Retaliation specifically prohibits retaliation against any individual because they have made a report, participated in a University investigation or process, or protested the alleged discrimination, harassment, or retaliation. Retaliation may include but is not limited to adverse employment or academic action, lowering a grade, giving a poor academic recommendation, exclusion from employment or educational opportunities, limited scholarly activities, and/or spreading negative information about an individual involved in complaint. Anyone who believes they have experienced such retaliation is strongly encouraged to contact EEO-TIX. Retaliation may be reported using the reporting mechanisms identified above.

Tracking and Reporting by the Keck School:

All complaints of mistreatment are tracked by the Office of Student Affairs and monitored by the Medical Education Executive Council on a quarterly basis. The Office of Student Affairs generates annual aggregate reports of all complaints as a report to the Medical Education Curriculum Committee, Curriculum Subcommittees, the Medical Education Executive Council, the Clinical Chairs Committee, the Graduate Medical Education Committee, and the Dean’s Executive Council for review. The Associate Dean for Student Affairs also presents an annual summary of mistreatment reports and actions taken to each class of medical students.

Reviewed and Approved: August 14, 2024

Medical Education Executive Council

[1] Adopted from the Association of American Medical Colleges.  This definition includes an abbreviated list of protected classes under federal, state, and local law and ordinances.  The University’s notice of non-discrimination is available here: https://eeotix.usc.edu/notice-of-non-discrimination/