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Bylaws of the UCSF School of Dentistry

1. FUNCTIONS

1.1 The Faculty of the School of Dentistry will govern and supervise the School in accordance with San Francisco Divisional Bylaw 95, Powers of the Faculties.

1.2 Delegation. The Faculty may delegate portions of its authority to its committees or its executive officers (Senate Bylaw 50).

1.3 Responsibility to Inform. The officers and committees of the Faculty will be responsible for keeping the entire Faculty of the school informed about the affairs of the School, and will encourage expression of views of the Faculty on matters of policy affecting the School.

2. MEMBERSHIP AND VOTING PRIVILEGES

2.1 Membership. The Faculty of the School of Dentistry consists of academic appointees who hold titles in the series of Ladder Rank, In Residence, Clinical X, Health Science Clinical, and Adjunct.

2.1.1 Should any additional titles be established in the Professor or Lecturer series, appointees holding the new title(s) will be members of the Faculty of the School of Dentistry.

2.2 Voting Privileges. The Faculty of the School of Dentistry, functioning as a committee of the Academic Senate (SF Bylaw 100), consists of the following persons:

a. The President of the University;

b. The Chancellor at University of California, San Francisco;

c. The Dean of the School of Dentistry;

d. All members of the Faculty of the School of Dentistry who are also members of the Academic Senate;

2.2.1 When the faculty of the School of Dentistry functions as a committee  of the Academic Senate; or eligible faculty members (School of Dentistry Bylaw 2.2 a-d) may vote (SF Bylaw 100); all other member of the faculty have the privilege of the floor for discussion. In all other matters, all faculty have full voting privileges.

3. OFFICERS AND THEIR DUTIES

3.1 Chair. The Chair of the Faculty Council will serve as Chair of the Faculty.

3.1.1 Duties. The Chair will preside at all meetings of the Faculty and of the Faculty Council, and his/her role will be restricted to that of the Presiding Officer as described in the current edition of Sturgis’ The Standard Code of Parliamentary Procedure. Questions of order not covered there will be governed by Robert's Rules of Order.

3.2 Vice Chair. The Vice Chair of the Faculty Council will serve as the Vice Chair of the Faculty.

3.2.1 Duties. The Vice Chair will preside in the absence of the Chair at meetings of the Faculty and of the Faculty Council.

4. EXECUTIVE OFFICE

4.1 The Executive Office of the San Francisco Division of the Academic Senate provides professional, analytical, and administrative support; guidance; coordination; communication; and assistance (Division Bylaw 25). Its duties shall include:

a. Maintaining proper records;

b. Sending advance notice (call) for meetings and presentations to the Faculty, including adequate information regarding matters to be considered;

c. Maintaining minutes of Faculty and Faculty Council meeting;

d. Conducting all elections;

e. Keeping a valid roster of voting members of the Faculty.

5. MEETINGS

5.1 Frequency. Meetings of the Faculty will be held at least once each half-year, based on the start of the Fall term. Other meetings may be held as necessary at the request of the Dean, or upon the written request of six members of the Faculty, or when called by any of its Officers.

5.2 Attendance. Attendance at Faculty meetings will be governed in accordance with San Francisco Divisional Bylaw 31.

5.3 Quorum. When functioning as a committee of the Academic Senate, fifteen members of the Ladder Rank, In Residence and Clinical X series constitute a quorum. When the Faculty addresses all other business, fifteen members, from any series, constitute a quorum.

5.4 Order of Business. Meetings of the Faculty will be guided by the provisions of the current edition of Sturgis’ The Standard Code of Parliamentary Procedure. Questions of order not covered there will be governed by Robert's Rules of Order.

6. FACULTY COUNCIL

6.1 Membership. The Faculty Council of the School of Dentistry consists of the following members:

6.1.1 Elected Members

a. One Faculty member from each department of the School of Dentistry;

b. Three Members At-Large from the series of Ladder Rank, In Residence, and Clinical X, with no more than two members from the same department;

c. Two Members At-Large who hold appointments of 50% or more and who are from the series of Health Science Clinical and Adjunct;

d. At least five of the nine elected Faculty Council members should be members from the series of Ladder Rank, In Residence and Clinical X.

6.1.2 Ex-Officio Members

Ex Officio members include the Dean of the School of Dentistry or a representative designated by the Dean in the Dean's absence.

6.1.3 Student Representative. The President of the Associated Dental Students may attend all meetings of the Faculty Council as official representative of the students.

6.1.4 Other Representatives. Recognized organizations within the School may present their credentials to the Council, and send a representative who would be permitted to attend Council meetings and have the right of the floor for discussion of matters before the Council. Representatives of recognized organizations cannot vote. Such organizations should have a defined function or mission, a constitution, defined categories of members and voting rights and a regular schedule of meetings with recorded official minutes.

6.2 Voting Privileges.  When the Faculty Council functions as a committee of the Academic Senate, only members of the Academic Senate may vote; all other members and representatives of the Faculty Council may have the privilege of the floor for all discussions. However, the vote of the entire Council will be recorded alongside the Academic Senate vote. In all other matters, all faculty members have full privileges to vote. Votes may be conducted electronically.

6.3 Nominations and Elections

6.3.1 Departmental and At-Large Representatives. Candidates for election as representatives to the Faculty Council must be nominated and seconded by their respective constituents. All nominees must sign the nomination form, indicating their willingness to serve their full term if elected. The Academic Senate Executive Office will call for and verify the nominations, and will prepare, mail, collect, verify, and count the ballots. Departmental and At-Large members will be chosen at annual elections to replace members whose term is expiring. Members can be re-elected to ensure continuity of Faculty Council membership.  Results of annual elections will be reported promptly to the Faculty.

6.3.2 Terms of Office. All elected members of the Faculty Council will serve three-year terms that take effect as of September 1.  Elected officers may serve no more than two consecutive three-year terms.

6.3.3 Vacancies. Vacancies in elected terms will be filled by vote of the Faculty Council if the unexpired term is less than one year. If the unexpired term is more than one year, the place will be filled by a special election.

6.3.4 Attendance. All elected members of Faculty Council are expected to attend meetings. Four or more unexcused absences in one three-year term may result in replacement by a majority vote of Faculty Council with the vacancy filled as in Section 6.3.3.

6.4 Officers

6.4.1 Eligibility. All members of the Faculty Council are eligible to serve as officers of the Faculty Council.

6.4.2 Election of Officers. The Faculty Council will annually elect a Chair and a Vice Chair no later than July 31 each year. These Officers will serve one-year terms, and may be re-elected to a consecutive term.

6.5 Meetings. The Faculty Council must meet at least once each regular academic term. Additional meetings may be called as necessary by the Dean, the Chair, or any three members of the Council. Attendance at meetings will be governed by the provisions of SF Divisional Bylaw 31.

6.5.1 Quorum. When acting on Academic Senate business, five  Faculty Council members from the Ladder Rank, In Residence and Clinical X series constitute a quorum. When the Faculty Council addresses all other business, five elected members, from any series, constitute a quorum.

6.6 Duties and Powers

6.6.1 Authority. In accordance with Academic Senate Bylaw 50 and SF Bylaw 95, the Faculty of the School of Dentistry delegates to the Faculty Council its authority and responsibility for educational matters within the School, including but not restricted to educational policy, conditions of admission, academic status of students, and recommendation of candidates for degrees (Senate Bylaw 312). Ultimate authority rests with the Faculty Council, but the full Faculty can appeal with a written petition from at least 15 full time Faculty members. 

6.6.2 Reporting. The Faculty Council will report to the Faculty all germane actions and policy decisions at least twice each academic year.

7. COMMITTEES

7.1 Ad Hoc Committees. Ad Hoc Committees of the Faculty may be authorized by the Faculty Council and their members will be appointed by the Chair, subject to concurrence by the Faculty Council.

7.2 Standing Committees

7.2.1 General Provisions

7.2.1.1 Membership. The Chair of the Faculty Council will consult with the Dean and, with the concurrence of the Faculty Council, appoint the Standing Committees of the Faculty as established by these Bylaws. Members of the Faculty, including elected members of the Faculty Council, are eligible for appointment to Standing Committees.  Chairs and Vice Chairs of Standing Committees are appointed by the Chair of Faculty Council.

7.2.1.2 Terms of Office. Members of Standing Committees will serve one-year terms taking effect September 1, and may be reappointed for up to three consecutive one-year terms unless otherwise specified.

7.2.1.3 Subcommittees. Each Standing Committee may appoint, with concurrence of the Faculty Council, such subcommittees as it deems necessary to conduct its business.

7.2.1.4 Reports. Each Standing Committee will present regular oral reports of its activities at Faculty Council and full Faculty meetings.

7.2.1.5 New Committees. New Standing Committees of the Faculty may be authorized by amendment of these Bylaws.

7.2.2 Admissions Committee

7.2.2.1 Membership. The Admissions Committee will consist of 15 members, including a Chair and a Vice Chair. Membership shall be proportional to the distribution of faculty in the School of Dentistry’s departments. The term of committee membership shall be two years. Committee members can be reappointed by the Faculty Chair for additional service beyond the required term of service. The Dean or his/her designate will serve as an ex-officio member.

7.2.2.2 Functions

a. Evaluate the records of all applicants to the school;

b. Recommend to the Faculty Council the selection of students for the Dentistry, Dental Hygiene and International Dentist Program curricula;

c. Maintain a continuous record of admissions policies and procedures, and recommend changes to the Faculty Council.

7.2.3 Educational Policy Committee

7.2.3.1 Membership. The Educational Policy Committee will consist of at least six members, including a Chair and a Vice Chair. At least one member shall serve from each department. The Dean or his/her designate will serve as an ex-officio member.

7.2.3.2 Functions
a. Maintain continuous record of the curricula for Doctor of Dental Surgery, Bachelor of Science in Dental Sciences, and Bachelor of Science in Dental Hygiene.

7.2.4 Scholarship Committee

7.2.4.1 Membership. The Scholarship Committee will consist of at least five members, including a Chair. At least one member shall serve from each department. At least one member should also serve on the Admissions Committee to integrate the work of the Scholarship Committee and recruitment of new students for DDS and DDS/PhD programs. The Dean or his/her designate will serve as an ex-officio member.

7.2.4.2 Functions
a. Award undergraduate scholarships and honors, including competitive awards, according to the terms of the individual programs with the objective to recruit the best students, support students with hardship backgrounds, encourage the continuing students based on their contributions, financial needs, performance reports and recommendations from mentor faculties.

7.2.5 Committee on Academic Planning and Budget

7.2.5.1 Membership. The committee on Academic Planning and Budget shall consist of at least six members with at least one member from each department in the school. All members will have voting privileges and will be at the rank of Associate level or higher. Members of the committee must have at least a 50% appointment. The Vice Chair of the School's Faculty Council and the Dean or his/her designate will serve as ex-officio members. If possible, the School of Dentistry representative to the Academic Senate Divisional Committee on Academic Planning and Budget shall be a member of this committee. This committee shall meet at least quarterly or more frequently as required.

7.2.5.2 Functions

As directed by the Faculty Council, the committee on Academic Planning and Budget shall:

a. Confer with and advise the Dean and administrative officers on academic planning, budgets, resource allocations, physical planning, and teaching environments affecting the School.

b. Pursue budget and planning matters as directed by the Faculty Council and advise the Faculty Council of matters which require study and/or action.

c. Maintain liaison with the Academic Senate Divisional Committee on Academic Planning and Budget.

d. Maintain liaison with the School of Dentistry Educational Policy Committee.

8. AMENDMENT OF BYLAWS

These Bylaws may be amended at any meeting of the Faculty by a two-thirds vote of the Faculty present or voted on electronically, provided that written notice of amendment be sent to each member of the Faculty at least five days before the meeting at which the vote is held.

Approved by the Faculty on March 5, 1986. Revised on April 28, 1986; January 23, 1996; and May 15, 2013; February 27, 2014

Edits of the School of Dentistry Regulations

Section 7. Academic Status of Students

7.1 Student Status Committees. Student Status Committees will review the academic progress of students in the School of Dentistry. This includes postgraduate and specialty programs, whose accreditation requires that faculty maintain academic standards, follow their prescribed evaluation procedures, and keep students informed of their academic progress.

7.1.2 Membership. For every academic term in which grades are recorded, a separate committee will be formed for each class of dental and international dental students to review the academic progress of that class. In postgraduate specialty and residency programs, student status is determined by the Program Director in consultation with the faculty.

7.1.2.1 Each committee will be composed of all instructors in charge of courses that term for the specific year and program.

7.1.2.2 The Chairperson of the Faculty Council, with the concurrence of the Council, will approve the membership of each committee and will designate one of the members to chair each of the committees for the academic year. The chair will begin with the incoming students, D1 or ID3 and continue to chair the Student Status Committee for that class until the class graduates.

7.1.2.3 In addition to the instructors in charge of courses, the Associate Dean for Academic Affairs, the Associate Dean for Education, and the Associate Dean for Student Affairs will be ex officio members of the student status committees.

7.1.2.4 The Chairperson of the Faculty Council may, with concurrence of the Council, appoint other faculty to specified committees.

7.1.3 Attendance. Instructors in charge of courses are required to attend all meetings of the Student Status Committee(s) to which they are appointed.

7.1.3.1 Instructors in charge of courses may appoint an alternate to attend a meeting in their place, provided that the alternate has a faculty appointment at UCSF and is a member of the teaching staff for the course in question.

7.1.3.2 If no qualified alternate is available, and if any deficient or provisional grade was assigned, the instructor in charge must submit a written report to the Chairperson in advance of any scheduled meetings.

7.1.4 Meetings. All student Status Committees will meet at least once at the end of each term when grades are assigned, and will meet no later than the second week of the new academic term.

7.1.5 Voting. Voting members of the Student Status Committees will consist of the instructors in charge of courses, or their qualified alternates.

7.1.5.1 A quorum will consist of not less than three voting members who are instructors in charge of courses, or their qualified alternates.

7.1.6 Functions. Student Status committees will review the status of students whose records indicate any of the following:

a) NP, UP and not reported grades in the most recent term resulting from inadequate mastery of course content or laboratory or clinical skills;

b) NP or UP grades resulting from deficiencies in meeting professionalism outcomes measures in one or more specific courses, or receiving two or more Professionalism Evaluation Reports indicating unprofessional conduct, as described in section 6.3.4.7 above;

c) NP, UP and not reported grades in prior terms;

d) provisional (I,Y) grades;

e) academic warning, academic probation, or repetition of one or more terms.

7.1.6.1 Student Status Committees will issue the following academic restrictions on students:

a. Academic warning

1. A student who receives 1-3 units graded NP or UP based on inadequate mastery of course content or of laboratory or clinical skills, will be placed on academic warning. Postgraduate students who acquire a deficiency of 1 – 6 grade points will be placed on Academic warning. [Amended 2/98]

2. A student who receives, a grade of NP or UP in a 1-3 unit course that is based on his/her receiving 2 or more Professionalism Evaluation Reports during the course, thereby demonstrating a pattern of unprofessional behavior

3. A student who receives two or more Professionalism Evaluation Reports for any reason, even if the student passes the academic requirements in all courses.

4. The student will be required to meet with the Dean and Course Director in order to define the criteria for removing the NP or UP arising from a pattern of unprofessional behavior.

b. Academic Probation

1. A student who receives more than 3 units graded NP or UP or who is on academic warning and fails to remove the deficiencies will be placed on academic probation. Postgraduate students who acquire a deficiency of 7 or more grade points or a cumulative GPA below 2.0 will be placed on academic probation.[Amended 3/09]

2. A student who receives 2 or more Professionalism Evaluation Reports in a single-quarter course with 4 or more units, or in a multi-quarter course.

3. A student who fails to engage in remediation for documented unprofessional behavior, or who receives additional Professionalism Evaluation Reports for any reason, will be placed on academic probation.

4. The student will be required to meet with the Dean and the Course Director in order to define the criteria for remediating the unprofessional behavior.

7.1.6.2 Student Status Committees will determine if a student who has been on academic probation for two or more terms or who has received 8 or more units graded NP or UP, or a postgraduate student who has accumulated a deficiency of 14 or more grade points, or any student (predoctoral or postgraduate) who is either responsible for an unprofessional action, or who shows a continued pattern of unprofessional behavior, will be [Amended 2/98]:

a) required to repeat one or more terms, or

b) be dismissed from the School of Dentistry.

7.1.6.3 Only the Student Status committee shall recommend to the Faculty Council changes in the terms of any student’s academic warning or probation.

7.1.7 Notification. The Chairperson of the Student Status Committee will notify within five working days all students who have been placed on academic warning or probation, including the reason for the action, the terms of academic warning or academic probation, and any consequences of the action.

7.1.7.1 The Chairperson of the Student Status Committee or designee will notify, orally and in writing, within three working days, any students who must repeat one or more terms or who have been dismissed from the School of Dentistry. Such notification will include information about the student’s right to appeal either of these actions in person before the Student Status Committee.

7.1.8 Appeals. Appeals of Student Status Committee decisions are limited to academic, professionalism, or procedural matters. The question is one of academic substance. They are distinct from grievance procedures,* which concern discriminatory behavior that causes harm to a student, and procedures that deal with frank student misconduct. **

*(See Procedure for Student Grievance in The Regulations of the School of Dentistry)

** (See Administration of Student Discipline in the Regulations of the School of Dentistry)

7.1.8.1 If a student chooses to appeal, the Student Status Committee must be notified in writing of this decision within three working days of the student’s receipt of the Committee’s notification. If students appeal decisions to repeat terms, these actions will not be in effect during the appeal process. However the student should be notified that he/she may proceed with no assurance of acceptance of work done in the event of an unfavorable decision on the appeal.

7.1.8.2 The first meeting to consider the appeal will be scheduled within five working days of the student’s decision to appeal. If both the Chairperson and the student agree, the Chairperson may, with good cause, postpone the first meeting at the request of either the Committee or the student. In the event of a postponement, the Chairperson will notify both the Committee and the student in writing, and send a copy of the notification to the Chairperson of the Faculty Council.

7.1.8.3 The student who appeals has the right to select an advisor to accompany him or her at the appeals session, providing that the student has notified the Committee in writing at least three working days in advance of the meeting of the intention to have an advisor present. If this advisor is the student’s legal representative, the Student Status Committee will also have legal representation.

7.1.8.4 The student who chooses to appeal a Student Status Committee action has the right to present all pertinent evidence, including affidavits, exhibits, and the oral testimony of witnesses.

7.1.8.5 After reviewing all pertinent information, the Student Status Committee may sustain or modify its original action.

7.1.8.6 The student will be notified of the outcome of an appeal in writing within three working day of the appeals decision.

7.1.9 Reviews. If evidence supports a student’s belief that the rights of procedural due process (as adapted from UC Policies Applying to Campus Activities, Organizations and Students, revised August 19, 1994, sections 103.11a through 103.11d) have not been granted during the appeal procedure, the student may submit this evidence to the Chairperson of the Faculty Council.

7.1.9.1 The Chairperson of the Faculty Council will appoint a Review Panel chaired by the Vice Chairperson of the Faculty Council and composed of the chairs of the all Student Status committees except the one whose decision is under review.

7.1.9.2 If other members of the resulting Review Panel have conflicts of interest, they will be excused by the Chairperson of the Faculty Council, who will then appoint new members to replace them.

7.1.9.3 The Vice Chairperson of the Faculty Council will notify the Chairperson of the Faculty Council and the student, in writing, of the outcome of the review within three working days of the decision.

7.1.9.4 If the Review Panel finds that the procedural due process was observed, the decision of the appeal process is upheld and is final.

7.1.9.5 If the Review Panel finds that procedural due process was not observed, the Vice Chairperson of the Faculty Council will reconvene the appropriate Student Status Committee and will ensure that the student’s rights of procedural due process are fully observed during a rehearing of the appeal. The outcome of the rehearing will be final.

7.1.9.6 Students who believe they have been harmed by discriminatory treatment during the appeal or review process have the right to grieve such action (see 7.1.8).

7.2 Withdrawal and Readmission

7.2.1 Under the provisions of SR 912, a registered student who withdraws from the University before the end of the term without authorization duly certified by the Registrar will receive a grade of NP (or F in the case of each elective course or postgraduate course), in each course in which the student is enrolled.

7.2.2 A former student who was on academic warning or academic probation at the time of withdrawal may petition the Admissions Committee for readmission.

7.2.3 Any student seeking readmission may be required by the Faculty to repeat part or all of the curriculum.