These policies govern students and faculty in the St. Jude Graduate School of Biomedical Sciences. Students in the PhD in Biomedical Sciences program, the Master’s in Global Child Health program or the Master’s in Clinical Investigations program may wish to consult a faculty mentor or the dean’s office for details or clarity.
St. Jude Children’s Research Hospital Graduate School of Biomedical Sciences (“Graduate School”) operates on the semester system with the academic year divided into fall and spring semesters. Fall semester is from July 1 through December 31. Spring semester is from January 1 through June 30. The academic calendar is developed with input from the course leaders and takes into account the observed holidays as noted in 80.20.001. Changes are updated in the Learning Management System (LMS), the Catalog and the website. Changes to the academic calendar are immediately posted in the LMS.
The Graduate School observes the following holidays:
If a holiday occurs on a Saturday or Sunday, the Graduate School will observe the holiday on the same day that the Tennessee state government observes it. Generally, a holiday that falls on Saturday will be observed the preceding Friday, and a holiday that falls on a Sunday will be observed the following Monday. Consistent with the Graduate School’s commitment to create an academic community that is respectful of and welcoming to persons of differing backgrounds, the Graduate School makes every reasonable effort to allow members of the Graduate School to observe their religious holidays without jeopardizing the fulfillment of their academic obligations.
Course leaders must provide course syllabi prior to the start of the course that specify dates of lectures, examinations and due dates of assignments. It is the student’s responsibility to review these syllabi promptly and to consult the course leaders to discuss possible conflicts and plans to resolve them.
Spring Break is observed for first-year doctoral and master’s students only and is scheduled in the curriculum. After completing the first year, a doctoral student may obtain prior permission for Spring Break from his/her thesis advisor.
The U.S. Department of Education defines a credit hour as the amount of work represented in intended learning outcomes and verified by evidence of student achievement that is an institutionally established equivalency that reasonably approximates not less than:
(1) one hour of classroom or direct faculty instruction and a minimum of two hours of out-of-class student work each week for approximately fifteen weeks for one semester or trimester hour of credit, or ten to twelve weeks for one quarter hour of credit, or the equivalent amount of work over a different amount of time; or (2) at least an equivalent amount of work as required in paragraph (1) of this definition for other activities as established by an institution, including laboratory work, internships, practica, studio work, and other academic work leading to the award of credit hours.
The Graduate School also follows the federal definition of a semester, which is approximately 15 weeks long.
The Graduate School courses are labelled with a seven-character field. The first three characters represent an alphabetic prefix that defines the program to which each course is attached. The fourth character indicates courses earned toward a degree level. The fifth and sixth characters indicate the numbering of courses. The seventh character indicates the term the course is offered.
‘BMS’: Biomedical Sciences ‘9’: Doctoral level ‘30’: Sequence of course ‘1’: Fall term
‘GCH’: Global Child Health ‘8’: Master’s level ‘13’: Sequence of course ‘2’: Spring term
Students are governed by the academic regulations of the catalog in effect at the time of their admission. The academic catalog is updated annually for new programs, changes to the current programs, and for policy additions and updates. Students must complete the degree requirements as outlined in the catalog that was in effect at the time of their enrollment or readmission to the Graduate School. Students must become thoroughly familiar with the Graduate School’s current academic regulations as defined in the catalog. Individual departments where students are performing their dissertation research may have additional requirements that the student must also know and comply with. Changes to the academic catalog will be considered only when appropriate documentation is recorded by the Registrar and reviewed and approved by the SVP/COO.
The Graduate School defines a prerequisite as a course that must be completed with a satisfactory grade before enrolling in another course or being admitted to a certain program.
All prerequisites are listed in the academic catalog under a course description and on the curriculum pages. Students will not be allowed to enroll in a course without completing the necessary prerequisites.
All students are registered by cohorts through the process of auto-enrollment. Auto-enrollment is a registration process whereby the Registrar enrolls the students prior to the start of classes of each term.
It is required that all students will attend the scheduled lectures provided either in-person or online. Any student who is unable to attend a scheduled lecture must email the Registrar, who in turn, will notify the instructor and course leader(s). As noted in 80.27.008, recordings of the lectures will be available for those students who are unable to attend a scheduled lecture.
Key points related to lectures are:
The classroom and learning management system are academic environments and certain behaviors are expected when you communicate with your peers and your instructors. These guidelines for online behavior and interaction are known as “netiquette”.
In addition to the above mentioned guidelines, when you send an email to your instructor, teaching assistant, or classmate, you should:
Discussion Board Netiquette and Guidelines
When posting on the discussion board in your online class, you should:
Problem sets and other assignments test students in detail on specific topics and provide opportunity for background reading and library research. Postdoctoral mentors can assist the onsite students and students may work together.
The following apply:
Participation in lectures, group discussions, paper discussions, presentations, and other means of instruction are regarded as a key facet of the Graduate School training. Course leaders will assign a participation grade based on feedback from the lecturers.
Students will be awarded grades for all coursework. The grades are determined according to the following scale of the combined scores:
A+ (98-100), A (90-97), A- (85-89), B+ (81-84), B (73-80), B- (70- 72), C+ (67-69), C (62-66), C- (60-61), F (0-59), will be issued at the conclusion the course. Pass, Fail, I, W, X.
For calculating the GPA (see 80.24.006), letter grades are associated with numeric values as follows: A+ (4.0), A (4.0), A- (3.7), B+ (3.3), B (3.0), B- (2.7), C+ (2.3), C (2.0), C- (1.7), F (0.0).
A student’s earned grade in a course designated as Pass/Fail will be a “Pass” if the student has earned a course grade of C (62 or above). A student’s earned grade in a course will be “Fail” if the student has earned a course grade F (below 62). A Pass/Fail grade is not used in calculating a student’s GPA but a grade of “F” is used in calculating a student’s GPA.
When a student earns a “Pass” in a course that is designated as Pass/Fail, the credits from that course count toward the degree requirements, but the credits are not used in calculating the student’s GPA.
A student who receives a “Fail” grade in a Pass/Fail course will immediately be placed on academic warning as successful completion of the degree requirements will be at risk. The credits of any failed course will not be counted toward the degree requirements. A student will have the opportunity to earn a “Pass” in a course where the student received a “Fail” with the successful completion of an individualized academic plan designed in consult with the Associate Dean (or designee) and the relevant Graduate Faculty member.
I – Incomplete
A student may initiate an Incomplete when an extenuating circumstance prevents the student from completing course work during the semester. Before an “I” is assigned, the student is responsible for writing an agreement with the course leader(s) that details the requirements that the student must meet to change the "I" to a letter grade. An “I” is not included in the calculation of the GPA. An “I” will convert to a failing grade if the incomplete work is not made up before the end of the next semester which may jeopardize the student’s continued enrollment in the graduate program.
W – Student-Initiated Withdrawal
This mark is given to a student who initiates the process to officially withdraw from the Graduate School during the time specified in the academic period. "W" does not satisfy prerequisites and is not included in the calculation of GPA.
X – Missing Grade
This mark is given to a student as a result of a missing course grade from the instructor. This grade does not affect the student's GPA and a replacement grade will be collected by the Registrar, as soon as possible.
To determine a student’s progress toward a degree and scholastic standing, the GPA is calculated at the end of each semester and immediately, prior to graduation. This calculation relies on quality points derived from the grade assigned to each course. Grades are available online at the close of each semester.
GPA = Total quality points earned divided by credit hours associated with the quality points awarded
A student has successfully completed the Genes to Proteins course (4 credits) with a grade of A- (3.7 points) and Cell Biology course (3 credits) with a grade of A (4.0 points).
Genes to Proteins = 4.0 x 3.7 = 14.8
Cell Biology = 3.0 x 4.0 = 12.0
Total Quality Points = 14.8 + 12.0 = 26.8
Total Credits = 7
GPA = 26.8/7 = 3.828
The examination format and rules and regulations are as follows:
Students are required to demonstrate satisfactory academic progress (SAP) toward degree completion. Academic progress is measured at the end of each academic semester. Students must have a minimum GPA of 3.0 to graduate. Milestones required to comply with SAP for each program are described below. Overall performance will be assessed by the Associate Dean of each respective program and if a student fails to comply with SAP, a report of the findings will be discussed with the student and placed in the student’s file.
The grade scale is as follows: A+ (98-100), A (90-97), A- (85-89), B+ (81-84), B (73-80), B- (70- 72), C+ (67-69), C (62-66), C- (60-61), F (0-59), Pass, Fail, W (Withdrawal), I (Incomplete), X (Missing Grade). A grade will be issued at the conclusion of each course.
Transitional MSc in Biomedical Sciences
PhD in Biomedical Sciences
MSc in Global Child Health
MSc in Clinical Investigations
Failure to meet SAP requirements will result in an academic sanction: Academic Warning, Academic Probation or Academic Dismissal.
The warning sanction alerts the student and the Graduate School of the student’s need for academic improvement. Measures of poor performance include, excessive absences, failures to participate in mandatory workshops and seminars, or hold committee meetings. These issues will be reviewed by the Associate Dean of the respective program. The student will receive notification of failure to meet minimum standards of performance and/or engagement and must meet with the Associate or Assistant Dean to discuss and determine next steps. Selection of a dissertation advisor is a key required milestone.
Students who fall below an average GPA of 3.0 are placed on academic probation for one semester. If the student raises their GPA to the required minimum standard of 3.0 during that semester, then they will be released from probation.
Intervention Measures are initiated as soon as low grades are noted in a single course to prevent probation, and continue during probation to assist students in raising their GPA:
If the student’s performance does not raise the GPA to 3.0 by the end of the first semester of probation, the student will be dismissed from the Graduate School. The Dean and Associate Dean of the respective program may decide to allow the continuation of probation for one semester in exceptional circumstances. If at the end of the second semester of probation the grade point average is still below 3.0, the student will be dismissed from the Graduate School. During the probation period, the student will be given the option to withdraw before facing academic dismissal. The Graduate School will offer coaching to aid in the decision and assist the student in determining next steps.
Students are required to attend all lectures in each course. A student who cannot attend a lecture for any reason, must notify the Course Leader, Instructor, and the Assistant Dean as soon as possible. All absences will be noted in the Graduate School records. In unusual and exceptional circumstances, students may request an excused absence in advance. Excused absences can be requested from the Assistant or Associate Dean of the respective program.
Lectures are recorded and will remain available for the duration of each course. Lecture recordings are not a substitute for regular attendance but may be used as a substitute if the absence is justified.
Onsite student attendance is defined by the presence of the student. Student attendance in the distance learning component of each course is defined as active participation. These courses will, at a minimum, have weekly mechanisms for student participation, which can be documented by any or all of the following methods:
As a component of attendance, student email, course announcements and discussion forums should be checked frequently (daily is recommended). The student is solely responsible for checking updates related to the course.
Attendance is monitored and excessive absences and/or late arrivals will lead to academic sanctions. Absences will be reviewed by the Associate Dean of the respective program.
The deadline for all grading (Assignments, Examinations, and Participation) is three (3) business days from the date the student’s work is due or submitted. The Registrar is responsible for collecting, recording, and reporting grades on behalf of the Graduate School. The Graduate School will release the grades once all the grades for students in the class are received and reviewed internally.
Appeals for final course grades must be submitted to the relevant Associate Dean before the end of the following semester. Any grade standing beyond that period is not available for review and will remain on the transcript. Students are advised to discuss concerns about grades and academic progress with their advisors at the earliest possible time.
Process for Formal Final Course Grade Appeal
The decision/resolution at the institutional level is considered final. However, students in the state of Tennessee may appeal a decision to the Tennessee Higher Education Commission licensure staff at 404 James Robertson Parkway, Suite 1900, Nashville, TN 37243; phone: (615) 741-5293, if the student does not feel that the issue has been adequately addressed.
With the Dean’s approval, incomplete grades may be issued when the semester ends and a student’s work is academically acceptable, but for a valid reason the student has been unable to complete all required work. To remove an incomplete grade, the student is expected to complete all uncompleted work by the time agreed upon with his/her advisor, or by the end of the next semester at the latest.
Incomplete grades are indicated on a student’s transcript as an “I,” which will be replaced with the appropriate grade and credit awarded when the student completes the work, as approved by the course faculty or research faculty advisor, as appropriate. If the grade has not been changed by the end of the following semester, the “I” will be replaced with an “F,” which will be calculated into the student’s GPA. Reversal of the “F” grade may be possible, if the work is subsequently completed and reversal is recommended by the student’s advisor. This option would be granted only in extraordinary circumstances and with the Dean’s approval.
A class may be cancelled up to two weeks before the start date. If an entire session of classes is cancelled prior to the beginning of the semester, students will be given the opportunity to take the classes to complete the degree. Should an unavoidable event such as an epidemic, natural disaster, civil unrest, or threat of terrorist activity result in partial or complete cancellation, the current situation will be evaluated to determine the appropriate plan in moving forward.
Syllabi inform students about what is expected of them to meet course requirements and is provided to the students via the LMS. Syllabus content must be in accordance with requirements as set forth by the Southern Association of Colleges and Schools Commission on Colleges (SACS COC) and the Tennessee Higher Education Commission (THEC).
Coursework must be submitted by the dates specified by the instructor and as detailed on the syllabus and in the LMS course calendar. Grace periods will only be granted in exceptional circumstances (e.g. illness, personal, or family issues) and at the discretion of the course leader, in consult with the relevant Associate Dean. Computer failure is not accepted as a reason for missing an assignment deadline and students are expected to back up their data at regular intervals to avoid losing their work. All students are strongly encouraged to make use of the shared drive to back up data and coursework. Loaner laptops are available upon request.
Master of Science Degree in Global Child Health – Terminal ( 30 credit hours)
Master of Science Degree in Biomedical Sciences – Transitional (57 credit hours)
Master of Science Degree in Biomedical Sciences - Terminal (57 credit hours)
A student who decides to leave the program prior to obtaining their PhD degree or does not successfully pass their Candidacy Exam and is unable to complete his/her PhD studies may apply to the Associate Dean and Dean for a terminal Master of Science degree in Biomedical Sciences. To be considered for a terminal master's degree, the student must:
Once the Associate Dean and Dean approve the request for a terminal master's degree, the student will write and submit their candidacy exam and defend it during an oral examination administered by his/her Dissertation Committee. If the student's Dissertation Committee, Associate Dean and Dean approve the amount and quality of the student's work and agree that it rises to a master's level of research and academic accomplishment, a terminal master's degree is awarded to the student.
Doctoral Degree in Biomedical Sciences (93 credit hours)
An Intent to Graduate form must be submitted to the Graduate School at the beginning of the semester in which the student expects to complete a degree.
Degree conferral is an institutional action that represents a student’s completion of the requirements necessary for a degree. All students must file the Degree Completion Form to be considered for degree conferral. Degrees at the Graduate School are conferred in June of each year – generally, a Commencement Exercise will occur in conjunction with the conferral of degrees but my be scheduled later by the Dean and SVP/COO to accommodate schedules of participants. A student who has had their terminal degree conferred - doctoral or master’s - will be assigned ”graduate” status, which will prohibit his/her registration in a subsequent semester.
Experiential credit will be considered on a case-by-case basis for students who are admitted into the doctoral program and typically reflects prior experience in research, clinical care and industry. Experiential credit will be reviewed and granted by the Graduate Council. Experiential credit will not be considered for students who are admitted into the Master of Clinical Investigations and Global Child Health programs.
Transfer credit may be granted for a student transferring into the Graduate School from another program. The transfer credit request will be evaluated by the Graduate Council, prior to student enrollment. After the conclusion of the evaluation, the Graduate Council will submit a recommendation to the Associate Dean of the respective program. The maximum number of transfer credits will vary across programs.
The St. Jude Children’s Research Hospital Graduate School of Biomedical Sciences is a special purpose institution. The purpose is to fundamentally advance global health and to find cures for pediatric catastrophic diseases by enhancing education across disciplines and training future leaders and innovators, including researchers probing the molecular basis of disease and therapy, medical practitioners conducting clinical and translational research, and health professionals improving health care systems worldwide. Students should be aware that transfer of credit is always the responsibility of the receiving institution. Whether or not credits transfer is solely up to the receiving institutions. Any student interested in transferring credit hours should check with the receiving institution directly to determine to what extent, if any, credit hours can be transferred.
Research Graduate Faculty understand and acknowledge that they are obligated to be dissertation advisors for the duration of their students’ studies, which is typically 4-5 years per student. The Graduate School does not allow a Research Graduate Faculty member to be considered as a dissertation advisor if he or she is known to, or considering to, leave St. Jude Children’s Research Hospital in the near future. However, unforeseen events can lead to unanticipated departure of faculty from St. Jude; events include, amongst others, recruitment to another institution, non-renewal of the St. Jude contract following scheduled evaluation of performance, illness and/or death, change in career path, retirement, and dismissal from the institution. The policies below apply to PhD students in their 2nd – 5th year whose dissertation advisor leaves
The Graduate School provides a range of academic support programs, services, and activities that are designed to promote student learning and academic success. They enhance the educational and personal development experience(s) of students at all levels, contribute to the achievement of teaching and learning outcomes, and help students to meet their academic goals and requirements.
The Biomedical Library is an essential Graduate School resource that serves the entire St. Jude research community 24 hours a day, 7 days a week. The library has a large reference book collection. Books and journal selections represent the ongoing needs and subject areas of research at St. Jude including pediatrics, oncology, infectious diseases, genetics, cell biology, hematology, pharmacology, virology, neurobiology, and global health. The library staff is available to answer questions in person, by phone, or by email Monday to Friday. Located adjacent to the Graduate School, the library represents a virtual and actual extension to the school. Specific services provided to the Graduate School by the Biomedical Library are as follows:
JoVE is an online resource that graduate students are granted access through the Biomedical Library and, as with other online resources, its use is limited to enrolled students. JoVE creates and publishes videos of scientific experiments and techniques for STEM education at the graduate and postgraduate level. The videos originate from top laboratories around the world, are peer reviewed, and PubMed-indexed. JoVE videos are designed to speed scientific research by teaching advanced techniques to facilitate scientific reproducibility and productivity. The Graduate School subscription allows its students to have unlimited access to the JoVE System. Course leaders can consult with JoVE personnel to coordinate videos with lectures.
The Graduate School textbook library is solely for use by the graduate students and the graduate faculty. The textbooks in the library are purchased based on the curriculum and the instructors’ and students’ needs and suggestions to provide access to basic course material and relieve financial burden to the students and faculty. Rules of use are:
The Graduate School houses the St. Jude Reprint Library, a unique resource of bound copies of every journal article that has been produced by St. Jude Children’s Research Hospital researchers dating from 1962. The bound copies cannot be removed from the Graduate School. The Reprint Library is formally maintained by the St. Jude Biomedical Library staff.
Postdoctoral mentors work in conjunction with the graduate faculty and ensure that students understand the course material, complete assignments, and become independent learners. Mentors work within the following guidelines:
Mentors are chosen by the lecturers and approved by the course leaders and the Associate Dean. If requested by the lecturer, the mentor may be required to attend the lecture(s) and/or complete the student assignment in advance of distribution to prepare for a mentoring session.
The Registrar schedules mentoring sessions based on information provided by the lecturers and the course leader(s).
Distance learning students may seek mentoring support by contacting the Associate Dean and the respective course leaders.
A Teaching Assistantship (TA) is not required of students in the Graduate School; however, the Graduate School recognizes the benefits of TA experience and are committed to providing this experience.
The Graduate School supports internships during the student’s training. To ensure the experience is educational and eligible to be considered an appropriate internship for a graduate student, the following criteria must be met:
Attendance in all Graduate School lectures are mandatory. If a student is unable to attend a lecture, the student is required to notify the Registrar who, in turn, informs the lecturer. The student is able to view the lecture recording housed in the LMS. Lectures should be used as learning tools to reinforce and review the lecture content. Lecture recordings are not a substitute for regular attendance at in- person lectures and will capture:
Research Misconduct issues involving the Graduate School will be investigated by St. Jude officials. The Research Integrity Officer (RIO) at St. Jude is responsible for assessing Research Misconduct Allegations, determining when Allegations warrant Inquiries, recommending Investigations or administrative actions based on inquiry conclusions, and overseeing Inquiries and Investigations. The Deciding Official appoints the RIO for St. Jude. The RIO works with Legal Services, Compliance, and Human Resources to implement the institution’s Research Misconduct policies and procedures. At his/her discretion and as dictated by the circumstances, the RIO will inform the Dean, SVP/COO and relevant Associate Dean of the investigation, how it is proceeding and if any information is required from the Graduate School.
The procedures and conditions of Research Misconduct proceedings at St. Jude are fully described in policy 70.05.001.
A student who has been dismissed from the Graduate School will not be readmitted under any conditions.
MSc Global Program
The “next step” for students who successfully complete a PhD in Biomedical Sciences is intended to be a postdoctoral fellowship, industry position, or teaching. Although there is no formal placement office in the St. Jude Graduate School, the best-possible placement assistance for postdoctoral fellowships is through faculty advisors and other mentors in the program. Their support in placing graduates into premier fellowships is invaluable. An extensive network of former St. Jude postdoctoral fellows are another resource to find placements in academia and industry.
Students who receive a full-tuition scholarship from the institution are not eligible for a tuition refund based upon their official withdrawal date from the Graduate School.
Students who receive tuition support from a combination of institutional and external support or full external support are eligible for a tuition refund based upon their official withdrawal date from the Graduate School. A tuition refund for the portion of externally funded tuition support is pro-rated as noted below:
|Before the start of classes||100%|
|On the first day of classes||80%|
|After day 1 but before day 4||60%|
|After day 3 but before day 6||40%|
|After day 5 but before day 8||20%|
|After day 8||0%|
There are four categories of Graduate Faculty in the Graduate School, each with expectations and restrictions regarding graduate student teaching and mentoring, and graduate school administrative participation. All members of the Graduate Faculty must:
All members of the Graduate Faculty must participate in the activities of the Graduate School. Graduate Faculty must be willing to devote the necessary time to ensure, (1) the academic success of the students, and (2) the development and growth of the Graduate School.
The Graduate School is committed to granting graduate faculty status to qualified faculty members to carry out the mission of the institution and meet the standards required by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC). Academic credentials (i.e. earned degrees) are the most important qualification for faculty; however other types of qualifications may prove to be appropriate. All graduate faculty (Research Graduate Faculty, Clinical Graduate Faculty, Graduate Educator, and Adjunct Graduate Faculty) must have the appropriate credentialing to teach a course in the Graduate School. The appropriate credentialing and process of justification and documentation are outlined in this policy.
Per SACSCOC Standard 6.2.a (2018 version): For each of its educational programs, the institution justifies and documents the qualifications of its faculty members.
Per SACSCOC Faculty Credential Guidelines: When an institution defines faculty qualifications using faculty credentials, institutions should use the following as credential guidelines: Faculty teaching graduate and post-baccalaureate coursework must have an earned doctorate/terminal degree in the teaching discipline or a related discipline.
Table 1 provides a quick reference guide for faculty credentialing.
|Table 1. Faculty Credentialing Guidelines|
Faculty Qualifications Rating
Terminal degree in the teaching discipline
Terminal degree in a related discipline with at least 18 graduate semester credit hours in the teaching discipline
Master’s degree with at least 18 graduate semester credit hours in the teaching discipline
Alternative Justification: Related work or professional experience, licensure and certifications; scholarly publications and presented papers; and other demonstrated competencies and achievements that contribute to effective teaching and student learning outcomes
Does not meet any of the above criteria
Qualifications: Graduate faculty members must meet requirements in this faculty credentialing policy. Associate Deans are responsible for ensuring all faculty meet the credentialing requirements of program accrediting agencies. All faculty – Research Graduate Faculty, Clinical Graduate Faculty, Graduate Educator, and Adjunct Graduate Faculty – must meet the faculty qualification standards. This includes instructors who teach in-person and online.
Terminal Degrees: For purposes of credentialing, the PhD is the terminal degree required by SACSCOC to teach at the graduate level. However, the following doctoral‐level degrees relevant to the biomedical sciences are also considered the terminal degree:
The following relevant master’s degrees are considered the terminal degree in their respective disciplines:
Alternative Qualifications (per SACSCOC guidelines): In some circumstances, individuals may request graduate faculty membership based on alternative qualifications if one of the following two standards are met:
Certification of Qualifications: Requests are considered on a course-by-course basis by completing and submitting the Alternative Qualifications form and supporting documents (e.g. official transcript, curriculum vitae, certificates, and licenses) to the Associate Dean. The Associate Dean will forward the completed Alternative Qualifications form and supporting documents to the Graduate Faculty Appointments and Reappointments Committee (GFARC – see policy 80.37) for review, who will provide a recommendation to accept or reject the request to the Dean. Formal approval of an alternative qualifications request can only be given by the Dean.
Faculty Credential Records Requirements: The Graduate School maintains a record of faculty credentials for every faculty member in the Graduate School Operations Coordinator’s office, including an official transcript for the terminal degree, and may include any other relevant degrees, such as master’s and bachelor’s degrees, a curriculum vitae, and any supporting credentialing documents, including certificates and licenses. For purposes of accreditation, transcripts are considered official only if they are sent directly from or on behalf of the granting institution to the Graduate School.
Annual Review of Credentials: Annually, the Dean requires all faculty to submit an updated curriculum vitae and ensure current certifications and licenses are on file with the Graduate School Operations Coordinator.
Faculty Rosters: The Faculty Roster is a SACSCOC required report listing (1) all courses and workshops held during the academic year, (2) instructor of record for each, and (3) the instructor’s credentials, including information justifying the instructor’s credentials for the specific courses and workshops. Associate Deans are required to submit an approved Faculty Roster form and syllabi to the Graduate School Operations Coordinator no later than 30 days prior to the start of the upcoming fall and spring semesters and summer and winter intersession workshops. The form should include all full-time and part-time faculty. The faculty rosters will be maintained internally to ensure compliance.
Linked documents: Alternative Qualifications form, Faculty Roster form
The performance of each member of the Graduate Faculty will be formally reviewed every three years by the GFARC, and the reports will be forwarded to the Dean for appropriate action. Factors that will be assessed in the review and may be grounds for dismissal if deemed unsatisfactory are as follows:
Guest lecturers are ad hoc experts from other institutions who can enrich graduate student training. Also, St. Jude has many guest lecturers who are willing to contribute to the education of the students via lectures, workshops, and informal discussions. Guest lecturer participation in the Graduate School activities are governed by the following:
The Graduate School delegates certain powers and responsibilities, with respect to graduate education, to the Graduate Council. The Graduate Council represents the Graduate School faculty and the St. Jude Children’s Research Hospital senior administration in the consideration of policies and procedures that affect the academic environment, student services, and the direction of the Graduate School. The Graduate Council seeks to preserve and protect a Graduate School climate that promotes scholarship, innovation and discovery, and embraces the Mission, Values and Vision of the Graduate School.
The Graduate Council consists of thirteen (13) voting members and seven (7) ex-officio members.
The GFARC shall have the responsibility of reviewing applicants for an initial appointment to the Graduate School Graduate Faculty and reviewing existing Graduate Faculty for reappointment. Graduate Faculty members have clearly defined expectations (80.31), and the GFARC ensures that these expectations and obligations will be undertaken by newly appointed Graduate Faculty and continue to be undertaken through reappointed Graduate Faculty. A key goal of the GFARC is to align the missions and strategic plans of the Graduate School, St. Jude Children’s Research Hospital, and the participating basic research, global, and clinical departments.
The GFARC consists of seven (7) voting members.
The term limit for the Chair is four (4) years and three (3) years for members. Consecutive terms are not allowed, but former members can serve again after a two (2) year break.
The Curriculum Committee for each degree granting program shall have the responsibility for developing, reviewing and updating as necessary the program’s curriculum. The goals of each Curriculum Committee are to align the missions and strategic plans of the Graduate School and St. Jude Children’s Research Hospital, to identify core competencies and learning objectives, and to ensure that the curriculum is structured to meet them.
Each degree program has the freedom to choose their own committee membership. However:
The Committee consists of 13 voting members.
The Committee consists of seven (7) voting members.
The Committee consists of eight (8) voting members.
The Admissions Committee for each degree granting program shall have the responsibility of identifying the best candidates for entry into the program. A key goal of each Admissions Committee is to align the missions and strategic plans of the Graduate School, St. Jude Children’s Research Hospital, and the participating basic research, clinical and Global Pediatric Medicine departments.
These apply to Admissions Committee matters and admissions decisions.
The Admissions Committee consists of fifteen (15) voting members and two (2) ex-officio members.
All students in the St. Jude Children’s Research Hospital Graduate School of Biomedical Sciences whose program requires on-campus presence or are considered full-time must fulfill health screening requirements to improve overall wellbeing of the St Jude community. This policy outlines the scope of those health screening requirements. This policy is in addition to the St Jude Children’s Research Hospital Policy 15.10.030 (Employment Health Screening) and 15.10.111 (Mandatory COVID Vaccine for Employees and for Students Enrolled in the St. Jude Graduate School for Biomedical Sciences) which for campus health and safety purposes applies to students in the St. Jude Children’s Research Hospital Graduate School of Biomedical Sciences.
The policy applies to all students whose program requires an on-campus presence or are considered full-time.
Students who will be physically present on the St. Jude campus or are considered full-time must have documentation of vaccination to measles, mumps, rubella, and varicella. If proof of prior vaccination cannot be established at time of orientation, blood titers will be performed to test immunity. Those physically present on the St. Jude campus must participate in St. Jude’s Mandatory COVID-19 Vaccination Program (full vaccination against SARS-CoV-2 by September 9, 2021 is a condition of enrollment/program continuation, unless a medical or religious accommodation request is approved). Students who will work with highly pathogenic influenza viruses must receive the annual influenza vaccine unless a medical or religious accommodation is approved. All other students physically present on the St. Jude campus must receive the annual influenza vaccine or sign a declination form.
Students may also be required to comply with St. Jude health and safety protocols designed in accordance with local and federal requirements or guidelines. These protocols may include daily SARS-CoV-2 or other pathogen symptom screening, masking and/or physical distancing as applicable.
The St. Jude Children’s Research Hospital Graduate School, through its own staff or through designees, may engage in an interactive process with students who have a qualifying medical condition or who object to a health requirement based on sincerely held religious beliefs, to determine if a reasonable accommodation can be provided. This process will require a determination of whether an accommodation would create an undue hardship for the St. Jude Children’s Research Hospital Graduate School and/or would pose a direct threat to the health or safety of others on campus.
The Graduate School will use reasonable methods to respond to all Complaints and Grievances in a timely manner. Retaliation against graduate students for raising Complaints or filing Grievances in good faith shall not be tolerated.
Step One: A graduate student should speak directly to the source of his/her/their concern. When possible and appropriate, students should attempt to resolve the problem with the other person or persons who are the alleged cause of the Complaint. The parties involved should make every effort to resolve the issue fairly and promptly. If a graduate student is uncomfortable with or unable to speak directly with the source of the concern, they should attempt to resolve the issue in collaboration with the Associate Dean for Student Affairs, Dr. Stacey Schultz-Cherry, E8053 Donald P. Pinkel MD Research Tower, 901-595-6629 or cell 901-216-2627. If a graduate student is not satisfied with the outcome of Step One, he/she/they should proceed to Step Two.
Step Two: If a graduate student is not able to reach a satisfactory resolution at Step One, the student should promptly (no more than 30 [thirty] days from the date of the event or incident leading to the Complaint) file a formal written Complaint in the student portal within the student information system at: https://thaddeus.stjude.org/secure/student/loginstu.aspx or through EthicsPoint - St. Jude Children's Research Hospital. The portal is an electronic submission system in which Complaints are stored. The form prepopulates the graduate student’s information. The submitted complaint routes to the Student Affairs Committee for review. The Student Affairs Committee consists of the Associate Dean for Student Affairs who will act as chair, the three Assistant Deans, and an additional ad hoc member appointed by the Dean. A representative from the St. Jude Office of Legal Services shall act as legal support to the Student Affairs Committee. If one or more of the members of the Student Affairs Committee is temporarily unavailable to serve, the Dean may appoint designees for this purpose. If the formal written Complaint is about one of the members of the Student Affairs Committee, that member will be recused and the Dean will appoint a designee in their place.
Within one month of having received notification, the Student Affairs Committee shall:
Once the decision has been made by the Student Affairs Committee, the following notifications will be sent:
If follow up corrective actions or sanctions are required, the Associate Dean of Student Affairs will ensure these requirements are met and documented. A copy of the complaint, any investigatory documents, and a statement of the matter’s disposition will be kept in the appropriate student file in the graduate school office for a minimum of three years.
The range of possible sanctions includes, but is not limited to, those listed at the end of this policy.
As possible, the confidentiality of all students will be maintained.
It is prohibited to interfere with or obstruct the Graduate Student Complaint or Grievance Process, by any means and through any medium, including but not limited to the following:
Step Three. If a graduate student believes that he/she/they has not received appropriate redress through the Complaint procedure, the graduate student may file a Grievance on one or more of the following three grounds:
Procedural irregularities sufficient to affect the outcome;
New information that was not reasonably available at an earlier stage of review that could reasonably be expected to affect the outcome; or
An error of judgment in the conclusion reached by a decision-maker at an earlier stage of review.
A Grievance must be no more than five (5) double-spaced pages with one (1) inch margins and twelve (12) point font and may include attachments, including the original complaint and documentation from each prior step in the process. The Dean will confirm that the student has exhausted the Complaint process (Steps One and Two) and should make every effort to resolve the Grievance promptly (usually within thirty (30) days) through a written decision issued to the student. The Dean will make a decision based on the written record. The decision of the Dean is final.
Any questions about the Student Complaint Process should be directed to the Associate Dean of Student Affairs.
Students are urged to exhaust all possible internal avenues for resolution before filing complaints with external agencies. In the event that an issue cannot be resolved by the Graduate School, the student has the right to contact the state of Tennessee and its appropriate agencies to determine the course of action. Any person claiming damage or loss as a result of any act or practice by this institution that may be a violation of Title 49, Chapter 7, Part 20 or Rule Chapter 1540-01-02 may file a complaint with the Tennessee Higher Education Commission, Division of Postsecondary State Authorization (DPSA). The THEC DPSA is located at 312 Rosa L. Parks Ave., 9th Floor, Nashville, TN 37243. The phone number is (615) 741-5293
A sanction is an educational, restorative, corrective, or deterrent measure assigned to a student because he/she/they has been found responsible for a violation. If the respondent is a St Jude faculty or staff member, sanctions fall under the purview of St Jude. Possible sanctions/corrective actions against students, in increasing order of severity include without limitation one or more of the following:
The Graduate School utilizes the student information system portal as the entry point for a student to submit a complaint, comment, suggestion, or question. All students are able to access the student complaint portal using their username and password at: https://thaddeus.stjude.org/secure/student/loginstu.aspx.
The Graduate School is committed to continuous improvement and, to that end, we have developed the student complaint portal which allows an enrolled student to lodge a formal complaint, make a comment about something, provide a suggestion to improve anything academic and non-academic, and to ask a question. The portal form feeds to the SVP/COO and the Assistant Dean/Director of Institutional Research. A student gains access to the student portal in the following manner:
The Feedback Form will appear with the student’s first name, last name, and email pre-populated. The student will then select the type of feedback from the subject box – complaint or comment or suggestion or question. The comments box is an open text field where the student would fill in the details relating to the subject selected.
Once the student clicks Send, the feedback message will route to both the SVP/COO and the Assistant Dean/Director of Institutional Research. Depending on the nature of the feedback, the SVP/COO and/or the Assistant Dean/Director of Institutional Research will coordinate a response to the feedback with a target completion of 30 days from the submission date.
The dedicated email box – gradschoolfeedback – will store all submitted feedback forms. The access to this dedicated email box is limited in the Graduate School to the SVP/COO and the Assistant Dean/Director of Institutional Research.
1. Go to https://thaddeus.stjude.org/secure/student/loginstu.aspx
2. Enter your St. Jude username and password.
3. On the left, click Student Complaints, then Student Complaints
a. Alternatively, there’s the Feedback Form link at the bottom right.
4. Your St. Jude email should be displayed. If it is not, please contact the staff to have this corrected.
5. You can change the Subject of the feedback from Complaint to Comment, Suggestion, Question, in case you don’t have a formal complaint but want an official record of your input.
6. Use the Comments textbox to describe your complaint.
7. Click Send.
The Graduate School Code of Conduct applies to students within all programs in the Graduate School. Following this Code ensures that we pursue the Graduate School mission with the highest standards of integrity and that we continually earn and maintain the trust of those who look to us as a world leader in the academic community.
Ethical behavior is essential to the Graduate School mission. We are only as strong as our reputations as individuals and as an institution, which includes a commitment to ensure a culture of excellence, innovation, mutual respect, inclusion, and creativity in research, scholarship, and everything we do. It also includes a commitment to respect ethnic, cultural, religious, and lifestyle differences of patients, their families, colleagues, students, and supporters. Specifically, the Graduate School expects and seeks to foster:
A. Alcoholic Beverages, Illegal Drugs, and Gambling Violations
B. Complicity in Violating the Code of Conduct
C. Disruptive Conduct
D. Endangering Behavior
E. Failure to Comply with Security Directive
F. Fire Safety Violations
G. Furnishing False Information
Knowingly furnishing false or misleading information to the Graduate School or to any Graduate School official. This includes written, verbal or other forms of falsification of records, forging of documents, or omitting facts that are material to the purpose for which the information is submitted.
Threats, intimidation, coercion, or any other conduct (including on social media) that places a reasonable person in fear of physical, emotional or mental harm, through words or actions, or objectively disrupts a person’s daily activities, including education and employment. Discriminatory harassment includes conduct (oral, written, graphic or physical) directed against any person or, group of persons because of their race, color, national origin, religion, sex, sexual orientation, gender identity, age, disability, or veteran's status and that has the purpose or reasonably foreseeable effect of creating a hostile environment for that person or group of persons. Harassment does not include conduct protected by the Graduate School policy regarding academic freedom. Harassment that is sexual or gender-based in nature is prohibited by both the Code and Policy 80.93.002: Sexual Harassment in Educational Programs or Activities.
Any action or series of actions that recklessly or intentionally endangers the mental health, physical health, or safety of a person for any purpose. Hazing includes but is not limited to any physical brutality, such as whipping; beating; branding; exposure to the elements; forced consumption of any food, alcohol, drug, or other substance; or other forced physical activity that could adversely affect the physical health, mental health or safety of any person and any activity that would subject the person to extreme mental stress, such as sleep deprivation, forced sexual conduct, or forced exclusion from social contact. Hazing also includes
In response to allegations of hazing under this policy, it is not a defense that:
Hazing that is sexual or gender-based in nature is prohibited by both the Code and 80.93.002: Sexual Harassment in Educational Programs or Activities.
J. Invasion of Privacy and Unauthorized Recording
K. Misuse or Unauthorized Possession or Use of Campus Property
L. Misuse or Unauthorized Use of Graduate School Computer Resources
M. Obstruction of the Graduate School Complaint and Grievance Process
It is prohibited to interfere with or obstruct the Student Complaint and Grievance or Code of Conduct Process, by any means and through any medium, including but not limited to the following:
N. Public Indecency
O. Sexual Misconduct
Sexual misconduct is prohibited by both the Code and Policy 80.93.002: Sexual Harassment in Educational Programs or Activities.
P. Unauthorized Entry to Facilities
Unauthorized access or entry to campus property, buildings, structures or facilities. Unauthorized possession, duplication or use of keys or access cards for any such campus property.
Q. Unprofessional Conduct
Failure to abide by the Graduate School Honor Code may be a violation of the Code of Conduct. Academic violations, conflicts between students, and other unprofessional conduct that does not otherwise constitute a violation of the Code are addressed through the Student Honor Code System
Reports of alleged Code violations should be filed with or reported to the Associate Dean of Student Affairs, Dr. Stacey Schultz-Cherry, E8053 Donald P Pinkel MD Research Tower, 901-595-6629 or cell 901-216-2627, through EthicsPoint (which allows submission of information anonymously), the Graduate Student Association, or using the student portal within the student information system at: https://thaddeus.stjude.org/secure/student/loginstu.aspx. When reporting a student conduct complaint, the reporting individual should provide the following: reporter’s name and contact information (unless the reporter wishes to remain anonymous), a clear description of the problem or complaint, appropriate supporting documentation that is directly related to the complaint, a description of any subsequent actions taken by the reporter or the institution, and a description of the desired outcome. Anonymous complaints will be investigated to the extent that the Graduate School has enough information to proceed with the investigation.
Any student, faculty, staff, administrator, or a concerned party may initiate a complaint under this Code and is referred to as a “Reporter”. The student or student group/organization who is alleged to have violated the Code is referred to as the “Respondent.” Persons are encouraged to bring complaints under this Code as soon after the alleged misconduct as is reasonably possible.
See also Policies 80.40.020 Student Complaints and Grievances Policy and 80.40.021 Student Portal and Complaint Submission regarding processes for filing student complaints.
The Graduate School’s conduct process is an educational tool with three major objectives: to ensure a safe working and learning environment for all, to hold a person(s) and/or groups/organizations accountable for unacceptable behavior, and to modify those behaviors deemed unacceptable by the Graduate School. The conduct process strives to address unacceptable behavior and to guide a person(s) toward a greater sense of both individual and shared responsibility and toward more ethical decision making.
While the Graduate School encourages the parties to participate fully in the conduct process, the Reporter and/or Respondent(s) may decline to participate in the conduct process. The Graduate School may, however, continue the process without the Reporter and/or Respondent’s participation, including, without limitation, cases in which a party has withdrawn, transferred or graduated from the Graduate School. A Respondent must comply with any disciplinary measures or sanctions/corrective actions issued pursuant to the conduct process, even if the Respondent has declined to participate in the process.
Any student or student group/organization who participates in the student conduct process, whether as a Reporter, Respondent, witness or otherwise, has the following rights in the process, as may be applicable to the party:
Respondents in the student conduct process have the following additional rights:
The student conduct process will primarily communicate with students through their official Graduate School email address. Students are expected to check their official Graduate School email on a regular basis.
Students and others involved in the conduct process are encouraged to be as forthright and as specific as possible but may choose if and the extent to which they share information. Any person who knowingly makes a false statement and/or fabricates and/or withholds evidence in connection with student conduct matters may be subject to disciplinary action under this Code.
Both reporters and respondents may be accompanied by one advisor (limited to St Jude faculty) of their choosing throughout the student conduct process, except that attorneys and witnesses may not serve as advisors. Personnel whose participation could create a conflict of interest and/or reasonably call into question the impartiality of the process are also not eligible to serve as advisors. This determination is made at the discretion of the Associate Dean for Student Affairs or the conduct administrator appointed by the Associate Dean for Student Affairs.
The advisor may accompany the party to any meeting or hearing held pursuant to this Code. During any such meeting or proceeding, an advisor may advise and provide support to the party but may not speak on the party’s behalf or otherwise participate, or address or question the Associate Dean of Student Affairs/conduct administrator or Student Affairs Committee, or other parties or witnesses. The advisor may make written submission on the party’s behalf.
Advisors who do not comply with the structure of their role may be asked to leave the meeting or hearing and/or may be restricted from further participation in the process at the discretion of the Associate Dean of Student Affairs/conduct administrator or Student Affairs Committee, and the investigation or disciplinary proceeding will continue without the advisor’s presence. Should the respondent choose to bring an advisor, the respondent should inform the Associate Dean of Student Affairs/conduct administrator of the name of the advisor in writing at least twenty-four (24) hours in advance of the meeting or hearing.
Upon the receipt of a complaint of misconduct under this Code, the Associate Dean of Student Affairs, or an appointed conduct administrator, will gather information regarding the alleged misconduct in order to determine the appropriate means of resolution. This gathering of information may include, without limitation, meetings with or requests for statements from the parties and witnesses, and review of any related and available documents and other information. Following review of the information available, and based on the severity of the alleged conduct, the respondent’s status at the Graduate School (e.g., whether the respondent is currently enrolled), the willingness of the reporter to participate, and whether the alleged conduct – if substantiated – constitutes a violation of the Code or other Graduate School policy, the Associate Dean of Student Affairs/conduct administrator will determine the appropriate next steps. Options include either dismissal of the complaint, informal resolution, or a conduct proceeding. Where the alleged misconduct may be a violation of Policy 80.93.002: Sexual Harassment in Educational Programs or Activities, the complaint will be addressed through the procedures of Policy 80.93.002: Sexual Harassment in Educational Programs or Activities and, in its discretion, the Graduate School may hold concurrent proceedings under this Code.
The Associate Dean of Student Affairs/conduct administrator may dismiss a complaint due to insufficient information or if the alleged conduct does not fall within conduct prohibited by this Code. The Associate Dean of Student Affairs/conduct administrator may, in their discretion, reopen a closed case in the future if additional information becomes available. All information will be reported to the Registrar for student status update. An official, living document that includes the student’s name, effective date, means of separation (i.e. dismissal, withdrawal), and the type (i.e. Academic, Misconduct) will be kept on file by the Associate Dean of Student Affairs and reports provided to the Dean, Associate Dean of relevant program, Registrar, and Office Coordinator, as needed.
The Associate Dean of Student Affairs/conduct administrator may also, in their discretion, refer the report for informal resolution where appropriate under the circumstances, including without limitation where the reporter does not wish to participate, there is insufficient information, or the alleged conduct does not fall within conduct prohibited by this Code. Options for informal resolution include, but are not limited to:
After the initial inquiry, the Associate Dean of Student Affairs/conduct administrator will decide whether a case will be dismissed, resolved informally, or resolved through a conduct proceeding.
When a complaint will be resolved through a conduct proceeding, the Associate Dean of Student Affairs/conduct administrator will send notification of the alleged violation(s) of the Code to the respondent and to the reporter, if applicable. The notification will typically include a brief description of the alleged misconduct, including the time, date, and place the incident(s) allegedly occurred, and the process by which the complaint will be resolved.
Standard of Evidence
The standard of evidence required for a determination of responsibility for misconduct under this Code is a “preponderance of the evidence,” which means that it is more likely than not that the alleged misconduct occurred.
The Student Affairs Committee consists of the Associate Dean for Student Affairs who will act as chair, the SVP/COO and the three Assistant Deans. A representative from the St. Jude Office of Legal Services shall act as legal support to the Student Affairs Committee. If one or more of the members of the Student Affairs Committee is temporarily unavailable to serve, the Dean may appoint designees for this purpose. The Dean may also appoint an ad hoc member if needed for specific substantive expertise. If the formal written Complaint is about one of the members of the Student Affairs Committee, that member will be recused and the Dean will appoint a designee in their place. The committee is charged with determining, based on a preponderance of the evidence, whether a respondent’s actions constitute a violation of this Code and, if so, determining appropriate sanction(s). The committee will review materials from the Associate Dean of Student Affairs/conduct administrator prior to the Student Affairs Committee hearing.
The hearing is a closed proceeding, meaning that no one other than the respondent, respondent’s advisor, committee members, and necessary Graduate School personnel, may be present. The reporter (if not anonymous), reporter’s advisor, and witnesses called to the hearing will be present in the hearing room only when making a statement or being questioned by the committee. In general, hearings will proceed as follows, although the committee has discretion to alter the order or way it hears or receives evidence, and to impose time limits on any stage of the process.
The Dean will review the report and recommendation from the Associate Dean for Student Affairs/conduct administrator or from the Student Affairs Committee if a formal hearing occurred. The Dean may instruct the Associate Dean of Student Affairs/conduct administrator to follow-up and/or clarify evidence obtained, or, as determined necessary in the Dean’s discretion, request that the parties provide written responses to the report and recommendation of either the Associate Dean of Student Affairs/conduct administrator or Student Affairs Committee.
The Dean is responsible for making a decision as to whether to accept a finding that a policy violation occurred and on the appropriateness of sanction(s). The Dean, in the Dean’s discretion, may accept the Associate Dean of Student Affairs/conduct administrator or committee’s recommendation, reach a different determination of whether a policy violation occurred, issue a different sanction (except that the Student Affairs Committee must have considered any matter resulting in separation from the Graduate School), or determine that no sanction will be issued. Written notice of the final decision will be provided to the respondent, and the reporter, if applicable.
A reporter or respondent may appeal the outcome of a hearing in writing to the Dean within five (5) business days of the date of the notice of outcome on the grounds of:
The appeal is not a re-hearing of the case, but an opportunity to provide a written statement specifically stating the grounds for the appeal and any supporting information. The burden is on the reporter or the respondent bringing the appeal to demonstrate why the finding or sanction should be altered. Appeal requests will be denied if there are insufficient grounds for the appeal.
The Dean or his/her/their designee (“appellate officer”) is responsible for deciding on the appeal. The appellate officer may, in his/her/their discretion, request to meet with either party to discuss the appealing party’s basis for the appeal, review evidence and/or consult with other individuals as deemed appropriate. The appellate officer will then make a decision on the appeal and notify both parties of the decision in writing. The appellate officer may decide to dismiss the appeal and uphold the initial decision and sanction; impose a greater or lesser sanction; or refer the matter back to the Associate Dean of Student Affairs/conduct administrator or Student Affairs Committee for further consideration with instruction.
Possible sanctions/corrective actions against students, in increasing order of severity include without limitation one or more of the following:
A sanction is an educational, restorative, corrective, or deterrent measure assigned to a student because he/she/they has been found responsible for a violation of the Code of Conduct. Possible sanctions/corrective actions against students, in increasing order of severity include without limitation one or more of the following:
Where conduct constituting a violation of the Code of Conduct also constitutes a violation of another Graduate School policy, the Graduate School may, in its discretion, elect to address the violation under the other policy and related procedure instead of the Code of Conduct, under both policies, or only under the Code of Conduct where appropriate in light of the other policy’s provisions.
All information will be reported to the Registrar for student status update. An official, living document that includes the student’s name, effective date, means of separation (i.e. dismissal, withdrawal), and the type (i.e. Academic, Misconduct) will be kept on file by the Associate Dean of Student Affairs and reports provided to the Dean, Associate Dean of relevant program, Registrar, and Office Coordinator, as needed.
Section 1: Preamble
The St. Jude Children’s Research Hospital Graduate School of Biomedical Sciences (“Graduate School”) is dedicated to graduate education that exemplifies academic integrity, responsibility, and excellence. As such, the Graduate School expects that all students uphold these qualities in their academic interactions with each other, faculty, staff, and other research personnel. These expectations form the basis of the Graduate School Honor System, by which all students are required to abide.
Section 2: Purpose
The purpose of the Honor System is to uphold the Honor Code, defined in Article 2 Section 2, through clear and consistent channels outlined within this document.
Section 1: Scope
Honor System proceedings shall pertain to academic violations, as outlined in Article 3. Other circumstances that may warrant Honor System involvement are:
(a) Research misconduct that occurs during a laboratory rotation or student dissertation/thesis research is subject to investigation by the St. Jude Research Integrity Officer. If the research misconduct also affects the academic progress of the student (i.e. Candidacy Qualifying Exams, Dissertation Defense, etc.), the Honor Board may conduct an independent Honor System proceeding.
(b) Conflicts arising between students that are not related to academic activities are subject to investigation by the Graduate School Deans, who may elect to consult with the Honor Board during their investigation.
Section 2: Honor Code
Graduate School students must conduct all academic activities with personal integrity and responsibility. This includes conducting themselves professionally and ethically with regard to:
(a) The classroom, in person or online, including without limitation:
(i) Tests, examinations, and all other graded assignments, oral, written, or practical;
(ii) Non-graded assignments, oral, written, or practical;
(iii) The use of electronic technology; and
(iv) Any classroom requirements set forth by faculty, staff, students, or teaching assistants.
(b) Laboratory work pursuant to the student’s academic progress, including without limitation:
(i) PhD and/or MSc Laboratory Rotations;
(ii) PhD Candidacy Qualifying Examinations;
(iii) PhD Dissertation Defense Examinations; and
(iv) Master’s Thesis Defense Examinations.
Section 3: Student Honor Code Pledge
All students must sign the following pledge during the first two weeks of the start of classes:
I have carefully read the Student Honor System of the St. Jude Children’s Research Hospital Graduate School of Biomedical Sciences and understand its meaning and significance. I agree to abide by the standards set forth in the Student Honor Code while enrolled in the Graduate School and agree to accept its implications in full.
A student’s signature under this pledge signifies the student’s commitment to personal academic integrity and responsibility and obligates the student to comply with the Graduate School Honor Code.
Section 4: Graduate School Compliance with the Honor Code
All Graduate School faculty and staff are expected to comply with the guidelines set forth in the Student Honor System, including without limitation:
(a) Reporting perceived Honor Code violations;
(b) Participation in Honor System proceedings; and
(c) Enforcement of Honor Code violation penalties as recommended by the Honor Board.
Graduate School Policies and Procedures include complementary language that reflects these expectations.
Section 1: Honor Code Violations
A violation of the Student Honor Code is defined as any activity that interferes with the academic progress of a student through an unfair advantage, that may also disenfranchise another student(s). Violations of the Honor Code include without limitation:
(a) Plagiarism by presenting another person’s ideas, contributions, words, projects, creations, or other work as their own;
(b) Submission of the same assignment for credit in more than one course without prior authorization;
(c) Using, providing, or receiving unauthorized assistance or materials for any assignment or examination (especially in the instance of online assessments):
(i) Collaborating with others on independent assignments and activities;
(ii) Sharing materials with individuals not enrolled in the Graduate School;
(iii) Posting lectures or resource materials to external sites;
(iv) Recording audio or video of lectures without authorization;
(d) Falsifying, fabricating, or misrepresenting data and results as they relate to academic progress;
(e) Substituting for another student or having another student substitute for oneself to complete exams or assignments;
(f) Forging a signature or allowing forgery of any academic-related document;
(g) Engaging in any activity that places another student at an unfair disadvantage, such as taking, altering, or withholding resource materials;
(h) Failing to follow faculty instructions on exams or assignments that may compromise the integrity of the assignment;
(i) Maliciously accusing another student of violating the Honor Code;
(j) Retaliation or other malicious acts against the Reporting Person;
(k) Discussing or revealing confidential information pertaining to the Honor System;
(l) Complicity in Honor Code violations;
(m) Failure or refusal to sign the Honor Code Pledge; and
(n) Engaging in any acts of academic dishonesty.
Section 1: Accused Student Rights
Any Accused Student(s) will be afforded the following rights and be given the opportunity to waive any of these rights to expedite the Honor System proceedings; such a waiver must be submitted to the Honor Board Chair in writing as a letter or email. The Honor Board Chair will make a final determination as to the appropriateness of a waiver and whether or not to accept the waiver.
(a) Individually participate in a pre-Hearing meeting, at least ten (10) business days prior to the scheduled Hearing, with the Honor Board Chair and Vice Chair to review the allegations, possible penalties, and Accused Persons rights;
(b) Access and review of all Graduate School Honor System policies and procedures;
(c) Written notification of any potential outcomes that will be levied from an alleged Honor Code violation;
(d) Contest the allegation(s) and request a Hearing;
(e) Privacy of the student’s educational records to the extent permitted or required by law;
(f) Presence of an Advisor or other support person during the Honor Board Hearing:
(i) The Advisor or support person may only be present at the Hearing and may not participate in the proceedings;
(g) A Hearing to determine culpability of the alleged Honor Code violation(s) if the Investigative Committee has found evidence to support such a Hearing;
(h) Decline to answer questions or provide self-incriminating evidence during Honor System proceedings:
(i) The Accused Student may elect not to be present at the Hearing with the understanding that any decision and subsequent penalties will be based on the information available at the Hearing in their absence;
(i) The ability to ask the Honor Board Chair questions pertaining to the Honor System and receive answers to the extent the Chair is permitted and able to respond;
(j) Provide and review appropriate information, including witness(es) written statements, that could be used in the Honor Board decision-making process:
(i) A written submission of all information, including potential witnesses, must be given to the Honor Board Chair at least eight (8) business days prior to the scheduled Hearing. No new information will be accepted for consideration after this time, unless express written permission is granted by the Chair.
(ii) The accused student and their Advisor or support person, if applicable, shall receive the case file five (5) business days prior to the scheduled Hearing for inspection.
(k) Request that information regarding the case, including witness(es) statements, be reviewed for relevance:
(i) The Honor Board Chair shall perform this review and submit a decision, with justification, in writing to the Accused Student and to the Reporting Person, five (5) business days prior to the scheduled Hearing. The Accused Student may appeal to the Dean of the Graduate School for reversal or modification of the Chair’s decision;
(l) Participate in the Hearing, including provide information or testimony, listen to witness testimony, and question the witness(es) through the Honor Board Chair;
(m) Have a decision and any resulting penalty, if applicable, be based on the Preponderance of Evidence standard;
(n) Request reasonable accommodations if disabled, in accordance with any applicable law:
(i) Student(s) in need of accommodations at any point during the Honor System proceedings should contact the Honor Board Chair as soon as possible;
(o) Submit an appeal of the Hearing Board decision, in writing, in accordance with Article 9;
(p) Request permission to participate in the Hearing via audio or video call-in from another location, and/or participate in such a manner that the Accused Student avoids direct contact with the Reporting Person, as long as the request does not infringe on the Accused Student’s right to question the Reporting Person or other witnesses through the Honor Board Chair, and does not impede the Honor Board’s ability to conduct the Hearing; and
(q) Receive written notification of the final outcome of the case.
Section 2: Reporting Person Rights
Any Reporting Persons will have the following rights afforded to them throughout the Honor System proceedings:
(a) Individually participate in a pre-Hearing meeting, at least ten (10) business days prior to the scheduled Hearing, with the Honor Board Chair and Vice Chair to review the allegations, possible penalties, and Reporting Persons rights;
(b) Access and review of all Graduate School Honor System policies and procedures;
(c) The ability to ask the Honor Board Chair questions pertaining to the Honor System and receive answers to the extent the Chair is permitted and able to respond;
(d) Provide appropriate information, including witnesses, that could be used in the Honor Board decision-making process:
(i) A written submission of all information, including potential witnesses, must be submitted to the Honor Board Chair at least eight (8) business days prior to the scheduled Hearing. No new information will be accepted for consideration after this time, unless express written permission is granted by the Chair;
(ii) The Reporting Person, and their Advisor or support person, if applicable, shall deliver the Reporting Person’s statement and any submitted information five (5) business days prior to the scheduled Hearing for review. The Reporting Person shall not be granted access to the entire case file;
(iii) The Reporting Person may submit any questions for the Accused Student to the Vice Chair at least eight (8) business days before the Hearing to be asked by the Chair during the Hearing;
(e) Ability to request that information or witnesses directly related to themselves be reviewed for relevance
(i) The Honor Board Chair shall perform this review and submit a decision, with justification, in writing to the Accused Student and to the Reporting Person, five (5) business days prior to the scheduled Hearing. The Reporting Person may appeal to the Dean of the Graduate School for reversal or modification of the Chair’s decision;
(f) Presence of their Advisor or other support person during the Honor Board Hearing:
(i) The Advisor or support person may only be present at the Hearing and may not participate in the proceedings;
(g) Participate in the Hearing, including providing information or testimony, listening to witness testimony, and answering questions raised by the Accused Student through the Honor Board Chair;
(h) Receive written notification of the final outcome of the case;
(i) Request permission to participate in the Hearing via audio or video call-in from another location, and/or participate in such a manner that the Reporting Person avoids direct contact with the Accused Student, as long as the request does not infringe on the Accused Student’s right to question the Reporting Person or other witnesses through the Honor Board Chair, and does not impede the Honor Board’s ability to conduct the Hearing; and
(j) Decline to answer questions or provide self-incriminating evidence during Honor System proceedings.
Section 1: Honor Board Definition
The Graduate School Honor Board is made up of a panel of Graduate School students tasked with carrying out academic misconduct investigations, Hearings, and verdicts.
Section 2: Honor Board Members
Appointment to the Honor Board shall coincide with election as a Graduate Student Association Officer. Roles of each GSA Officer are defined in this Article 5 Section 2 subsection (a).
(a) Graduate Student Association Officer Position and Honor Board Appointment:
(i) GSA President: The President of the GSA will serve as the Chair of the Honor Board and be a non-voting Member.
(ii) GSA Vice President: The GSA Vice President shall serve as the head of the Investigative Committee and Vice Chair during Honor Board Hearings and be a non-voting Member.
(iii) GSA Chair of Diversity and Inclusion: The GSA Chair of Diversity and Inclusion shall serve as a voting member of the Honor Board during Hearings. The Chair of Diversity and Inclusion may be called upon to consult during an investigation.
(iv) GSA Cohort Representatives (PhD and Master’s): The GSA Cohort Representatives shall serve as voting members of the Honor Board during Hearings.
Section 3: Alternate Honor Board Members
The Honor Board will have a panel of Alternate Members that may be called upon to serve in instances where a conflict of interest exists, or impartiality cannot be maintained by the primary Honor Board Member(s). All students who appear on the ballot for the Graduate Student Association Executive Board will be asked to serve as Alternate Members and will undergo Honor System training along with the Honor Board Members.
Section 4: Advisory Staff and Faculty
Graduate School staff and faculty may be called upon by the Honor Board Chair to assist in Honor Code violation investigations and Hearings. Faculty and staff appointed by the Chair shall serve in an advisory capacity, unless otherwise specified.
Section 5: Impartiality
All Honor Board Members must remain impartial throughout the course of Honor System proceedings. In the event that impartiality cannot be maintained by an Honor Board Member, that Member must recuse himself or herself from the Honor System proceedings. The Honor Board Chair shall appoint an Alternate Member to serve during the Honor System proceedings in place of a recused Member(s). Specific Member appointment contingencies are listed below:
(a) Inability of a Cohort Representative to serve: The Chair shall appoint an Alternate Member to this position;
(b) Inability of Chair of Diversity and Inclusion to serve: The Chair shall appoint an Alternate Member to this position;
(c) Inability of the Vice Chair to serve: The Chair of Diversity and Inclusion shall be appointed to the role of the Vice Chair, and as such head the Investigative Committee. An Alternate Member shall be appointed by the Chair to fill the vacancy left by the Chair of Diversity and Inclusion; or
(d) Inability of the Chair to serve: The Vice Chair shall be appointed to the position of the Chair and the procedure for replacing the Vice Chair enacted.
Should an Honor Board Member not recuse, and a conflict of interest is later discovered, that Member shall be subject to an Honor System proceeding. In this instance, the Chair may elect to reopen the initial case as well.
Section 1: Responsibilities for Administering the Honor System
All Graduate School students, faculty, and staff shall be made aware of the Honor System through the following channels:
(a) The Honor System shall be posted to the Graduate School website, and students, staff, and faculty will be given instructions on how to access it;
(b) Incoming first-year students shall receive an introduction to the Honor System during their orientation and will sign the Honor Code Pledge at that time. These signatures will be submitted to the Registrar to become part of each student’s official file;
(c) Students may inquire about Honor System policies and procedures to the Honor Board Chair at any time;
(d) Honor Board Members and Alternate Members shall receive annual Honor System training during Graduate Student Association Officer turnover.
Section 2: Responsibility and Procedure for Reporting Violations
All Graduate School students, staff, and faculty must report a reasonable belief of student academic misconduct in a timely fashion through the process outlined below:
(a) Reporting process: A Graduate School student, staff, or faculty member shall report perceived violations of the Honor Code to any primary Member of the Honor Board within five (5) business days of witnessing the alleged violation. Honor Board Members must then report the allegation to the Honor Board Chair within two (2) business days of receiving the report.
(b) Written documentation of the date(s) and all personnel involved will be documented in a formal report to maintain a timeline of Honor System proceedings.
Section 3: Investigations of Alleged Honor Code Violations
Upon receipt of an Honor Code violation report, the Honor Board Chair shall notify the Vice Chair to initiate an investigation of the alleged violation. The Chair shall also assign two Alternate Members to the Investigative Committee who will serve under the Vice Chair, as the Head of the Investigative Committee. The Investigative Committee will investigate and determine the facts of the alleged violation. The Vice Chair will then submit a written report summarizing the findings of the Investigative Committee to the Chair and a determination on the merits of the allegation.
(a) If the Vice Chair does not find a Preponderance of Evidence to support a formal charge, the Chair shall review this recommendation and justification and determine if the finding is appropriate. If the Chair agrees the Preponderance of Evidence has not been met, they shall dismiss the formal charge.
(b) If the Vice Chair determines that there is sufficient evidence to support that the alleged violation has occurred, they will recommend the Chair issue a Notice of Charge. The Chair shall review the recommendation and evidence to determine if the Notice of Charge is appropriate; if so, a written Notice will be sent to the Accused Student, Reporting Person, and the Graduate School Dean.
(i) The identity of the Reporting Person will remain confidential throughout the investigation. If a Notice of Charge is issued, the Accused Student will then be notified of the name(s) of the Reporting Person(s) by request to the Honor Board Chair.
Section 4: Notice to the Accused Student and Response from the Accused Student
Upon determining there is sufficient evidence to support a charge of Honor Code violation, the Chair shall issue a Notice of Charge to the Accused Student, to which the Accused Student must respond.
(a) Notice of Charge must be a written document delivered to the Accused Student within three (3) business days of determining such a charge should be issued. The Notice of Charge shall include:
(i) Factual basis of the charge(s);
(ii) The student’s right to a Hearing if the charge(s) is contested;
(iii) Penalties that may be incurred if the Accused Student is found to be culpable during a Hearing;
(iv) The proposed penalties if the student waives their right to a Hearing;
(v) The contact information of the Chair so the Accused Student may request a Hearing;
(vi) A statement indicating that the request must be received no more than seven (7) business days from the Notice of Charge issue date; and
(vii) A statement indicating the Accused Student’s right to a faculty advisor or support person.
(b) Upon receipt of the Notice of Charge, the Accused Student must submit a written response to the Honor Board Chair no more than seven (7) business days from the issue date of the Notice of Charge and include:
(i) Acknowledgement of the charge and that they agree to accept the proposed penalties; or
(ii) Denial of the alleged violation and a request for a Hearing to contest the charge(s).
(c) Notice of Charge and the Accused Student response must be delivered either electronically or through the mail.
(i) Electronic documents will be sent using students’ St. Jude email addresses.
(ii) Documents sent through USPS will be addressed to the student’s address on file with the Registrar.
Section 5: Honor Board Hearing Procedure
If a Hearing is requested by the Accused Student, the Chair shall schedule an Honor Board Hearing. All Honor Board Members (primary and any selected alternate) must be present, excusing students enrolled in distance-learning programs when off-campus. Once scheduled, the Chair will issue a notice of Hearing date, time, and location to the Accused Student and Reporting Person. Honor Board Hearings must meet the following standards:
(a) All Final Determinations will be decided by majority vote of the Honor Board voting Members according to the Preponderance of Evidence Standard;
(b) Honor Board voting Members shall determine the weight of presented evidence and credibility of witnesses;
(c) The facts of the case will be determined by the Honor Board in a closed session following the Hearing. Only evidence presented during the Hearing will be considered;
(d) Hearings will be audio recorded only and will be the sole property of the Graduate School;
(e) Only material evidence will be considered during the Hearing, in accordance with Article 4 Section 1 Subsection (j) and Article 4 Section 2 Subsection (e);
(f) The Accused Student and Reporting Person will have the opportunity to present relevant information;
(i) May be arranged by the Accused Student and Reporting Person to voluntarily present;
(ii) Witness questions will be facilitated through the Chair:
(1) Questions will be preliminarily reviewed by the Chair, and any deemed inappropriate may not be asked;
(iii) Witnesses will not be sworn in but will be told they are required to tell the truth:
(1) Witnesses found to be untruthful in their testimony may face a separate Honor Code violation charge;
(iv) Witnesses may submit a written testimony in lieu of appearing in person at the Hearing:
(1) This testimony shall be read aloud, and the Accused Student and Reporting Person given the opportunity to respond or rebut the testimony;
(v) Inability or unwillingness of a witness to appear at the Hearing shall not invalidate the Hearing;
(h) A student or witness may choose not to answer any or all of the questions posed to them during the Hearing;
(i) The Accused Student or Reporting Person may identify Honor Board Member(s) that they feel have a conflict of interest or will be unable to remain impartial throughout the Honor System proceedings and request the recusal of that Member(s). The Honor Board Chair shall review the request and make a Final Determination; this decision may be appealed to the Dean of the Graduate School for reversal or modification.
(j) All Hearings shall be conducted in private;
(k) In cases involving multiple related allegations, information provided in relation to one allegation may be used in consideration of another allegation if relevant;
(l) In general, Hearings should proceed as follows:
(i) Review of Hearing protocol
(ii) Review of allegation(s)
(iii) Introductory statements from the Accused Student and Reporting Person
(iv) Presentation of evidence by the Vice Chair
(v) Questioning of witnesses by the Chair
(vi) Presentation of evidence by the Reporting Person and questioning of the Reporting Person by the Honor Board Hearing Panel
(vii) Presentation of evidence by the Accused Student and questioning of the Accused Student by the Honor Board Hearing Panel
(viii) Closing statements from the Accused Student and Reporting Person
(ix) Deliberation of the Honor Board (closed to everyone but Honor Board Members, and not recorded)
(x) The Honor Board may elect to verbally share their Final Determination with the Accused Student.
Section 6: Notice of Final Honor Board Determination
Upon Final Determination of the Honor Board, the Chair shall submit in writing the Final Determination to the Accused Student, Reporting Person, and Graduate School Dean within 2 business days after the conclusion is reached.
(a) The Honor Board shall find the Accused Student “Responsible” or “Not Responsible”;
(b) The rationale or evidence leading to this finding;
(c) If the Accused Student is found to be Responsible, the Final Determination notification shall include recommended penalties; and
(d) The final notice shall include applicable information on the appeal process.
(e) Record of Honor Board proceedings will be maintained in the Registrar’s file, even in instances when the Accused Person withdraws from the program before the penalties are levied.
Section 1: Upon finding the Accused Student Responsible, the Honor Board shall recommend one of the following penalties be incurred by the accused student:
(a) Formal reprimand: The Accused Student shall receive a formal reprimand, and this reprimand will be sent to the Registrar to be included in the student’s official file;
(b) Failure of the assignment: If the Honor Board finds cause that the Accused Student should fail the assignment (including Laboratory work milestones), this recommendation will be submitted in writing to the Graduate School Dean, who is tasked with communicating this penalty to the faculty member that gave the assignment;
(c) Failure of the course: If the Honor Board finds cause that the Accused Student should fail the course in which the violation occurred, this recommendation will be submitted to the Graduate School Dean, who is tasked with communicating this penalty to the appropriate Course Leader(s);
(d) Suspension: If the Honor Board finds cause that the Accused Student’s violation warrants suspension, this finding will be submitted to the Graduate School Dean in writing. The Graduate School Dean shall review the recommended penalty and its rationale and make the Final Determination of whether or not to suspend the Accused Student; or
(e) Expulsion: If the Honor Board finds cause that the Accused Student’s violation warrants expulsion, this finding will be submitted to the Graduate School Dean in writing. The Graduate School Dean shall review the recommended penalty and its rationale and make the Final Determination of whether or not to expel the Accused Student from the program.
Section 2: Requirements of the Graduate School to Comply with the Honor Board’s Recommendations
Upon submission of a ‘Responsible’ Final Determination by the Honor Board to the Graduate School Dean, the Graduate School shall be responsible for fulfilling the proposed penalties.
(a) If an appeal is not filed by the Accused Student, as outlined in Article 8, the Graduate School Dean must review the penalty put forth within the Final Determination and communicate with the necessary parties (i.e. Faculty, Graduate School Staff, etc.) to ensure the penalty is carried out within 10 business days.
(b) If an appeal if filed by the Accused Student, as outlined in Article 8, the Graduate School Dean must review the appeal and Final Determination to determine if the appeal is justified or if the penalty proposed in the Final Determination has merit. The Dean shall come to a decision and impose either the Honor Board’s recommended penalty or a modified penalty and communicate his decision to the appropriate parties (i.e. Accused Student, Faculty, Graduate School Staff, Honor Board, etc.). The Dean must also ensure that whatever penalty he or she deems appropriate is carried out; this decision and enforcement must occur within 10 business days of receipt of the appeal.
Section 1: Appeals process
All Accused Students found “Responsible” for an Honor Code violation by the Honor Board may appeal the Honor Board’s penalty recommendation to the Graduate School Dean. A written request and justification must be submitted, as a letter or an email, within 10 business days of receipt of the Honor Board’s Final Determination.
(a) The appeal may only address the recommended penalty, not the Honor Board’s finding that an Honor Code violation was committed;
(b) The Accused Student has the burden of proving the recommended penalty is unreasonable;
(c) The Dean of the Graduate School shall send a written decision to the Accused Student within 10 business days of receipt of the appeal. This decision will also be sent to the Registrar to be maintained in the Accused Student’s records.
Section 1: Amendments to the Honor System may be proposed by any Honor Board Member at any point during the academic year. A special meeting of the primary Honor Board Members to discuss the proposal shall be scheduled and proposed amendments must be circulated in writing to the Honor Board at least two weeks prior to this meeting. Amendments must be seconded and considered only after a 2/3 anonymous ballot vote of the Honor Board.
Section 2: Amendments that pass Honor Board consideration shall then be circulated to all Graduate School students two weeks prior to holding a general election for acceptance and adoption. Amendments will require a 2/3 affirmative vote from the Graduate School students to be adopted.
Section 3: The newly adopted Honor System or Honor System Amendments shall supersede any previous Honor System and shall be the sole Honor System of the St. Jude Graduate School of Biomedical Sciences.
The SVP/COO retains all records permanently.
The Graduate School defines academic integrity as the pursuit of scholarly activity in an open, honest, and responsible manner. All students shall act with personal integrity; respect other students’ dignity, rights, and property; and help create and maintain an environment in which all can succeed through the fruits of their efforts. Dishonesty of any kind will not be tolerated. Dishonesty includes, but is not limited to, cheating, plagiarism, and fabricating or falsifying information or citations; facilitating acts of academic dishonesty by others; having unauthorized possession of examinations; submitting work of another person or work previously used without informing the instructor; and tampering with the academic work of other students. Students who are found to be dishonest will receive academic sanctions and will be reported to the Graduate School Administration for possible further disciplinary sanctions, up to and including expulsion.
The St. Jude Graduate School Code of Conduct outlines the principles for how we conduct ourselves and perform our duties. This Code applies to all researchers, physicians, students, employees, volunteers, board members, and anyone who is conducting work on behalf of the Graduate School. Following this Code ensures that we pursue the Graduate School mission with the highest standards of integrity and that we continually earn and maintain the trust of those who look to us as a world leader in the academic community.
Ethical behavior is essential to the Graduate School mission. We are only as strong as our reputations as individuals and as an institution, which includes a commitment to respect ethnic, cultural, religious, and lifestyle differences of patients, their families, colleagues, students, and supporters. It also includes a commitment to ensure a culture of excellence, innovation, and creativity in research, scholarship, and everything we do.
A drive and sense of urgency to succeed
This Code supplements policies and procedures that provide more detailed guidance and documents and fosters our commitment to ethical conduct and compliance throughout the institution.
In 2018, the Honor Code was established as an agreement between student and faculty to uphold a high standard of academic integrity at the Graduate School. The underlying spirit of the Honor Code is trust and commitment to original academic work which pervades the St. Jude community.
All examinations, quizzes, homework assignments, and research are subject to the Honor Code. After a thorough review of the Honor Code, students pledge their honor that they will abide by its terms. In exchange, faculty proctors need not be present in examination rooms. Additionally, students pledge a duty to report all suspected violations of the Honor Code to the Honor Committee or one of the deans of the Graduate School. The foundation of the Honor Code emphasizes the student-to-student accountability.
The Honor Committee is a group of five appointed members of the graduate student body and they are responsible for upholding the Honor Code. The members follow the constitutionally mandated procedures to ensure a fair and unbiased result of the investigation and adjudication of an alleged Honor Code violation.
The Honor Code is available in the office of the Graduate School.
Students are required to attend St. Jude’s Responsible Conduct of Research (RCR) Training Program. This training is based on a formal, comprehensive series of didactic lectures and discussion groups led by senior faculty and administrators. RCR training opportunities are currently provided monthly, with each session lasting one hour. Each student is required to obtain an annual minimum of eight hours of RCR training at face-to-face lectures and discussions.
The St. Jude RCR curriculum is complemented by the Collaborative Institutional Training Initiative (CITI) online courses on the protection of human participants and RCR; all students will complete this course as part of orientation. In addition, the CITI RCR Training Program in Biomedical or Social & Behavioral Research provides a detailed overview of 10 core areas involved in RCR, which students are expected to complete within the first four months of the program.
To document the desired behaviors and practices regarding the acceptable use of the Hospital’s and the Graduate School’s information systems.
In following the acceptable use agreement, you agree to:
A. Exercise good judgment regarding the protection and security of the Hospital and the Graduate School information assets. Failure to follow security policies and standards could place the Hospital and the Graduate School in violation of laws and regulations such as the Health Insurance Portability and Accountability Act (HIPAA) and Protection of Student Data.
B. Exercise good judgment when communicating as a member of the Graduate School over email, social media or other technology. Members of the Graduate School should not use language that may be offensive, obscene, sexually explicit, threatening, intimidating, discriminatory, retaliatory, or harassing.
C. Promptly report the theft, loss, or unauthorized disclosure of the Graduate School Confidential or Protected information (e.g., grades, student information, proprietary information) to the Graduate School and Information Security Office.
D. Use of Hospital or Graduate School technologies (network, Internet, email, computers, files shares and applications) is done so with the understanding that they are monitored for security purposes and there is no right to or expectation of privacy when using Hospital or Graduate School owned technology. The Hospital or the Graduate School reserves the right to access, monitor and disclose contents of the Internet, email, and voice mail messages or other communications made through the Hospital or Graduate School owned systems.
E. Use of Hospital or Graduate School information systems with the understanding that occasional personal use is allowed provided it is not associated with a personal business, does not interfere with productivity, and does not preempt legitimate Hospital or Graduate School business activity.
F. Refrain from attempting to test, circumvent, or defeat any security system or monitoring capability.
G. Refrain from using Hospital or the Graduate School information systems to engage in any unlawful or obscene activities that could put Hospital and/or the Graduate School at risk. Examples include, but are not limited to, the following:
1. Gaining unauthorized access to any information system or network.
2. Damaging, altering, or disrupting the operations of any information system or network.
3. Making any inappropriate or discriminatory statements based on race, religion, national origin, sex, sexual orientation, transgender status, gender identity or expression, disability or veteran status.
4. Accessing, reading, copying, storing or forwarding inappropriate or sexually explicit messages or materials.
5. Engaging in illegal, fraudulent, or malicious conduct.
2. Asset Usage
A. Physically secure all Hospital and the Graduate School assets taken off-site at all times. Mobile devices should not be left in unattended bags, luggage, or vehicles.
B. Return all Hospital and the Graduate School issued assets upon termination of employment, contract, or agreement. Access to Hospital and Graduate School systems, networks, and facilities will be disabled upon termination.
C. Use personal devices to store or access Hospital and Graduate School information only when authorized to do so and in accordance with defined policies and standards for personal devices.
3. Clear Desk/Clear Screen
A. Log off from applications or network services when they are no longer needed and lock workstations when leaving your workspace unattended.
B. Control physical access to Confidential or Protected information at all times to prevent unauthorized access, e.g. lock doors to offices and file cabinets, do not leave Confidential or Protected documents in view, stay with visitors in areas with Confidential or Protected information, and do not leave Confidential or Protected information on and immediately remove from fax machines and printers.
4. Data Protection
A. Refrain from transferring or storing electronic protected health information (ePHI) or student protected data to a cloud-based service that has not been approved by Information Services and the Office of Legal Services. Using an unauthorized cloud-based service for ePHI and student data may be a violation of HIPAA and the Hospital’s requirement to perform due diligence on all third-parties that process or store ePHI and the Graduate School’s requirement to safeguard student records.
B. Use only authorized technologies, applications, and/or services verified to meet Hospital and Graduate School security requirements. If an alternative application or cloud-based service must be used, you agree not to transfer or store sensitive or confidential information on such applications or services.
C. Do not forward Hospital or Graduate School business related emails containing Confidential or Protected information to a personal account.
5. Information System Access
A. Maintain the confidentiality of authentication credentials you have been entrusted with (e.g. passwords, PINS, badges, etc.). Your authentication credentials must not be shared.
B. Create and change your passwords in accordance with Hospital Information Services password requirements (e.g. password length, password composition).
C. Be responsible for all activities that use your credentials.
6. Physical Security
A. Dispose of any electronic media containing Confidential or Protected information in accordance with Hospital and Graduate School disposal policies and standards.
B. Dispose of any paper containing Confidential or Protected Information securely using a locked disposal container or cross-cut paper shredder.
C. Refrain from using photographic, video, audio or other recording equipment, such as cameras in mobile devices, unless authorized.
7. Removable Media
A. Encrypt all removable media used to store Confidential or Protected information.
B. Refrain from connecting a removable media device from an unknown origin to a Hospital or Graduate School computer or information system as it may contain malware.
Derived from St. Jude policy 10.04.001 (Owner, Katherine B. Steuer)
Derived from St. Jude policy 10.04.004 (Owner, Robert R. Clark)
It is important for politicians and candidates for elective office to better understand the issues of biomedical education and research and St. Jude and the Graduate School wish to promote better understanding among public officials of these critical medical, educational, and scientific issues.
Derived from St. Jude policy 10.04.007 (Owner, LaKeisha Sisco-Beck)
Derived from St. Jude policy 10.04.008 (Owner, LaKeisha Sisco-Beck)
Derived from St. Jude policy 10.04.010 (Owner, LaResa Young)
The Graduate School’s policy is to identify, collect, produce, and disclose available and relevant documents, records, data, and other ESI in compliance with applicable laws, court procedures, and agreements made during the litigation process. Graduate School policy #? outlines its record and data retention policy, which is suspended in a litigation hold.
Derived from St. Jude policy 70.01.005 (Owner, Tamara M. Walk)
Derived from St. Jude policy 70.01.001 (Owner, Tamara M. Walk)
Derived from St. Jude policy 70.01.006 (Owner, Tamara M. Walk)
Derived from St. Jude policy 70.01.007 (Owner, Tamara M. Walk)
Derived from St. Jude policy 70.03.002 (Owner, Laura Pruett)
Derived from St. Jude policy 70.03.003 (Owner, Scott Long)
This policy applies to all Graduate School faculty and staff and governs their interactions with Vendors.
i. Be in writing;
ii. Describe in reasonable detail the services provided;
iii. Provide no more than fair-market value compensation;
iv. Require necessary and legitimate services that are actually rendered;
v. Not involve the use of Graduate School facilities, services, or resources;
vi. Not prohibit publication of research results generated as a result of employment at the Graduate School;
vii. Not be motivated (or appear to be motivated) by an improper purpose, such as to incentivize the faculty or staff to change his or her purchasing or prescribing habits;
viii. Not be with a for-profit company sponsoring the faculty’s research-related work, unless the Conflict of Interest Committee has reviewed and approved the arrangement; and
ix. Be disclosed to and reviewed by the Office of Technology Licensing before research-related consulting services are rendered.
Derived from St. Jude policy 70.04.001 (Owner, Laura Pruett)
Derived from St. Jude policy 70.04.002 (Owner, Laura Pruett)
The Graduate School complies with state and federal regulations and professional practice standards in matters of records retention policies and procedures. For purposes of this policy, please note that the Graduate School maintains records related to students, staff, faculty, and internal and external reporting. We may choose to maintain records beyond the minimum retention requirement. Student, staff, and faculty records are kept in either a locked, fireproof file cabinet or within locked file cabinets in locked offices.
Records, regardless of the storage medium, may be disposed of provided that the minimum retention period stated below has elapsed and the Graduate School does not need the records for future administrative, legal, research/historical, or fiscal purposes.
No documents should be destroyed during the pendency of threatened or active litigation, when a litigation hold has been issued by the Office of Legal Services or if any pending or actual federal, state or other audit is being conducted.
The Senior Vice-President/Chief Operating Officer (SVP/COO) (or designee) is responsible for performing, at least annually, a review to determine the value or usefulness of the Graduate School’s records. During this review, the SVP/COO (or designee) should identify all records that have met their relevant retention period (time in office plus time in storage) and are no longer needed for any purpose identified in this policy. He/she must designate each record as either an historical document archives or a document ready for destruction.
Items retained in the student file for a minimum of seven years after graduation:
Information and reports retained permanently in the aggregate:
|Student Records||Minimum Retention Period:|
|Admission Correspondence||3 years|
|Admissions - completed international files||5 years after graduation or date of last attendance|
|Advising Records||6 years from graduation or from date of last interaction|
|Appeals - Dismissals||Permanently|
|Appeals - Grades||Permanently|
|Application to graduate||1 year|
|Application - admitted and enrolled||5 years after graduation or date of last attendance|
|Application - admitted and not enrolled||2 years after application term|
|Applications - not admitted||2 years after application term|
|Non-credit courses (correspondence, catalogs)||3 years|
|Non-credit courses (rosters, payments)||7 years unless longer by contract|
|Changes of Registration Forms (drop/add rolls)||1 year|
|Correspondence (i.e. enrollment and degree verification)||5 years after graduation or date of last attendance|
|Correspondence Grade Reports||Permanently|
|Student Conduct Documents||Permanently|
|Student Data Protection Documents||1 year|
|Final Grade Rolls||Permanently|
|Transcripts||5 years from end of year the student last attended|
|Military Records||5 years after graduation or date of last attendance|
|Supplemental Grade Changes||Permanently|
|Veterans' Records||3 years|
|Withdrawal Authorization||2 years after graduation or date of last attendance|
If such disclosure is made, it should be limited to information necessary for the purpose of the disclosure. Note also that specific requirements and qualifications may apply to these exceptions.
Derived from St. Jude institutional policy 70.06.004 (Owner, John M. Bailey)
Faculty, students, and employees in the Graduate School are permitted to Use or Disclose PHI:
Derived from St. Jude institutional policy 70.06.006 (Owner, John M. Bailey)
Derived from St. Jude institutional policy 70.06.014 (Owner, John M. Bailey)
Derived from St. Jude institutional policy 70.06.15 (Owner, John M. Bailey)
Authorization to Use or Disclose Health Information From St. Jude Children’s Research Hospital Form 4556 Rev. 08/04
Derived from St. Jude institutional policy 70.06.24 (Owner, John M. Bailey)
Derived from St. Jude institutional policy 70.06.035 (Owner, John M. Bailey)
Consent for Routine Medical Diagnosis and Treatment and Release of Information, Form 451
Derived from St. Jude policy 30.02.011 (Owner, Theresa Carr)
Research Misconduct issues involving the Graduate School will be investigated by St. Jude officials in consultation with the SVP/COO and Dean. The Research Integrity Officer (RIO) at St. Jude is responsible for assessing Research Misconduct Allegations, determining when Allegations warrant Inquiries, recommending Investigations or administrative actions based on inquiry conclusions, and overseeing Inquiries and Investigations. The Deciding Official appoints the RIO for St. Jude. The RIO works with the SVP/COO, Dean, Legal Services, Compliance, and Human Resources to implement the institution’s Research Misconduct policies and procedures.
The procedures and conditions of Research Misconduct proceedings at St. Jude are fully described in policy 70.05.001.
In the spirit of the U.S. Department of Education’s implementing regulations for Title IX of the Education Amendments of 1972 (“Title IX”) (see 34 C.F.R. § 106 et seq.), the St. Jude Children’s Research Hospital Graduate School of Biomedical Sciences (Graduate School) prohibits Sexual Harassment that occurs within its education programs and activities. Title IX and its implementing regulations also prohibit retaliation for asserting claims of discrimination based on sex.
In their educational programs and activities, the Graduate School, St. Jude Children’s Research Hospital, Children’s GMP, and St. Jude Children’s Research Hospital Home Care, LLC. (collectively, St. Jude) are committed to providing a learning and working that promotes personal integrity, civility, and mutual respect in an environment free of discrimination on the basis of sex. St. Jude has developed this policy to guide processes for complaints, Investigation, and resolution of Sexual Harassment in its educational programs and activities.
This policy prohibits Sexual Harassment as defined below and related retaliation occurring in a St. Jude educational program or activity. Such offenses constitute violations of this policy, are unacceptable, and will not be tolerated.
This policy prohibits such misconduct by students, trainees, alumni, faculty, employees, applicants for employment, sponsored organizations, outside programs, and all other persons, including third-Party visitors (collectively, “St. Jude”) against anyone participating, or attempting to participate, in St. Jude’s educational programs or activities. This policy prohibits this misconduct when the complainant and respondent are members of the same sex and when they are members of the opposite sex. It applies regardless of national origin, immigration status, or citizenship status. St. Jude’s prohibition on Sexual Harassment and related retaliation extends to all aspects of its educational programs and activities, including but not limited to admissions, employment, academics, and student services.
For purposes of this policy, Sexual Harassment includes Quid Pro Quo Sexual Harassment, Hostile Environment Sexual Harassment, Sexual Assault, Domestic Violence, Dating Violence, and Stalking.
St. Jude will provide to persons who experience Sexual Harassment ongoing remedies as reasonably necessary to restore or preserve access to St. Jude’s education programs and activities.
Administrators, faculty members, staff, students, contractors, guests, and other members of the St. Jude community who commit Sexual Harassment are subject to the full range of discipline including verbal reprimand; written reprimand; mandatory training, coaching, counseling; mandatory monitoring; partial or full probation; partial or full suspension; fines; permanent separation from the institution (that is, termination or dismissal); physical restriction from St. Jude property; cancellation of contracts; and any combination of the same.
This policy does not apply to Sexual Harassment that occurs off of the St. Jude campus in a private setting, and outside the scope of St. Jude education programs and activities. Such sexual misconduct may be prohibited by the Student Code of Conduct if committed by a student, the Faculty Handbook if committed by a faculty member, or other St. Jude policies and standards if committed by an employee.
Consistent with the U.S. Department of Education’s implementing regulations for Title IX, this policy does not apply to Sexual Harassment that occurs outside the geographic boundaries of the United States, even if the Sexual Harassment occurs in a St. Jude education program or activity. Sexual Harassment that occurs outside the geographic boundaries of the United States may be governed by the Student Code of Conduct if committed by a student, the Faculty Handbook if committed by a faculty member, or other St. Jude policies and standards if committed by an employee, including but not limited to the Employee-Student Relationships policy.
St. Jude will resolve complaints of violations of this policy in accordance with these resolution procedure protections:
2.1 Promptness, Fairness and Impartiality
This policy provides for prompt, fair, and impartial Investigations and resolutions of complaints. All St. Jude officials involved in the Investigation or Hearing process shall discharge their obligations under these procedures fairly and impartially. If an involved St. Jude official determines that he or she cannot apply these procedures fairly and impartially due to any actual or perceived conflict of interest, another appropriate individual will be designated to administer these procedures. Parties should notify the Title IX Coordinator of any perceived conflicts with such officials.
2.2 Privacy and Confidentiality
St. Jude considers complaints and Investigations conducted under this policy to be private matters for the Parties involved and will make reasonable and appropriate efforts to preserve all Parties’ privacy when investigating and resolving a complaint. For that reason, St. Jude will protect the identity of persons involved in reports of sexual misconduct to the best of its ability. St. Jude will only share personally identifiable information with persons on a “need to know” basis so that St. Jude may investigate and respond to the complaint or to deliver resources or support services. St. Jude does not publish the names or post identifiable information about persons involved in a report of sexual misconduct. However, St. Jude cannot guarantee confidentiality to those who make complaints.
If a complainant insists that the complainant’s name not be disclosed to the respondent, St. Jude’s ability to respond may be limited. St. Jude reserves the right to initiate an Investigation despite a complainant’s request for confidentiality in limited circumstances involving serious or repeated conduct or where the respondent may pose a continuing threat to St. Jude community.
In rare circumstances, such as when there is an ongoing threat to the St. Jude community or alleged physical sexual misconduct involving a minor, the Title IX Coordinator will promptly notify the St. Jude Security Department or law enforcement as necessary.
2.3 Jurisdiction, Expression, and Academic Freedom
St. Jude will construe and apply this policy consistent with the principles around open expression and academic freedom specified in the Faculty Handbook and other St. Jude policies. In no case will a Respondent be found to have committed Sexual Harassment based on expressive conduct that is protected by these principles.
St. Jude will investigate complaints within the scope (Section 2) of this policy and, if necessary, take appropriate action to prevent the recurrence of Sexual Harassment and remedy its effects.
In situations where the alleged Sexual Harassment occurred outside of the context of a St. Jude educational program or activity, or where the respondent is not a member of the St. Jude community (including when the respondent has graduated or left St. Jude), St. Jude will not conduct an Investigation, but may address the situation and provide appropriate resources to impacted individuals and, where appropriate, the broader St. Jude community.
Where a report under this policy alleges misconduct that, if proven, would not constitute a violation of this policy, St. Jude will not begin or will terminate an Investigation under this policy, as appropriate. Such misconduct may be addressed through other policies.
Application of this policy to reports of Sexual Harassment does not waive parallel proceedings for related allegations under other applicable policies and procedures, such as other student or workplace policies.
In cases where Sexual Harassment is alleged to have occurred in a St. Jude educational program or activity on St. Jude campus, that misconduct will be addressed under this policy and procedure, even if one or more Parties is enrolled or employed at another educational institution.
To the extent there are any inconsistencies between this policy and complaint resolution procedures and other St. Jude student, workplace, grievance, complaint, bargaining unit agreements or discipline procedures, this policy and complaint resolution procedures will control the resolution of complaints alleging violations of this policy.
Deputy Title IX Coordinators:
“Coercion” is direct or implied threat of force, violence, danger, hardship, or retribution sufficient to persuade a reasonable person of ordinary susceptibility to perform an act that otherwise would not have been performed or acquiesced in an act that the person would otherwise not have submitted. Coercion can include unreasonable and sustained pressure for sexual activity.
Coercive behavior differs from seductive behavior based on the type of pressure used to get consent from another. A person’s words or conduct cannot amount to Coercion for purposes of this policy unless the words or conduct wrongfully impair the other’s freedom of will and ability to choose whether or not to engage in sexual activity.
“Complainant” is an alleged victim of Sexual Harassment.
“Consent” refers to words or actions that a reasonable person in the perspective of the Respondent would understand as agreement to engage in the sexual conduct at issue. A person who is Incapacitated is not capable of giving Consent.
Consent requires an outward demonstration, through mutually understandable words, conduct or action, indicating that an individual has freely chosen to engage in the specific sexual acts. A verbal “no” constitutes lack of consent, even if it sounds insincere or indecisive.
There is no consent if:
Consent to one form of sexual activity does not imply consent to other forms of sexual activity;
Being in a romantic relationship with someone does not alone imply consent to any form of sexual activity;
Consent can be withdrawn. A person who initially consents to sexual activity and later withdraws that consent is deemed not to have consented to any sexual activity that occurs after he or she withdraws consent
“Dating Violence” is violence committed by a person:
“Domestic Violence” is felony or misdemeanor crimes of violence committed by a current or former spouse or intimate partner of the victim; by a person with whom the victim shares a child in common; by a person who is cohabitating with or has cohabitated with the victim as a spouse or intimate partner; by a person similarly situated to a spouse of the victim under the domestic or family violence laws of Tennessee; or by any other person against an adult or youth victim who is protected from that person’s acts under the domestic or family violence laws of Tennessee.
“Education Programs and (or) Activities” refers to all the operations of the St. Jude Community, including, but not limited to, in-person and online educational instruction, employment, research activities, extracurricular activities, dining services, community engagement, and outreach programs. The term applies to all activity that occurs on campus or on other property owned or occupied by the St. Jude community. It also includes off-campus locations, events, or circumstances over which St. Jude exercises substantial control over the Respondent and the context in which the Sexual Harassment occurs.
The St. Jude community educational programs and activities t¬¬hat this policy applies to are related to formal and instructional programs designed to lead to a degree; educational credit; and experience (beyond mere on-the-job training) required to secure a professional credential, licensure, or job in a specific occupation, and include:
“Formal Complaint” means a document filed by a Complainant or signed by the Title IX Coordinator alleging Sexual Harassment against a Respondent and requesting that St. Jude investigate the allegation of Sexual Harassment in accordance with this policy. At the time of filing a Formal Complaint, a Complainant must be participating in or attempting to participate in a St. Jude education program or activity. A “document filed by a Complainant” means a document or electronic submission (such as an email) that contains the Complainant’s physical or electronic signature or otherwise indicates that the Complainant is the person filing the Complaint.
"Hostile Environment Sexual Harassment” - In determining whether a hostile environment exists, St. Jude will consider the totality of circumstances, including factors such as the actual impact the conduct has had on the Complainant; the nature and severity of the conduct at issue; the frequency and duration of the conduct; the relationship between the Parties (including accounting for whether one individual has power or authority over the other); the respective ages of the Parties; the context in which the conduct occurred; and the number of persons affected. St. Jude will evaluate the totality of circumstances from the perspective of a reasonable person in the Complainant’s position. A person’s adverse subjective reaction to conduct is not sufficient, in and of itself, to establish the existence of a hostile environment.
St. Jude encourages members of the St. Jude Community to report any and all instances of Hostile Environment, even if they are unsure whether the conduct rises to the level of a policy violation.
Some specific examples of conduct that may constitute Hostile Environment Sexual Harassment include, but are not limited to:
“Incapacitated” refers to the state where a person cannot consent to the nature or fact of sexual activity due to the effect of drugs or alcohol consumption, medical condition or disability, or due to a state of unconsciousness or sleep. or is physically or mentally helpless or otherwise unaware that sexual activity is occurring.
Incapacitation can only be found when the respondent knew or should have known that the complainant was incapacitated when viewed from the position of a sober, reasonable person.
Incapacitation may result from the use of alcohol and/or other drugs; however, consumption of alcohol or other drugs, inebriation, or intoxication alone is insufficient to establish incapacitation. Incapacitation is beyond mere drunkenness or intoxication. The impact of alcohol and drugs varies from person to person, and evaluating incapacitation requires an assessment of how consumption of alcohol and/or drugs impacts an individual’s decision making, awareness of the consequences, ability to make informed judgments, or appreciate the nature of circumstances of the act. It is especially important, therefore, that anyone engaging in sexual activity be aware of the other person’s level of intoxication. If there is any doubt as to the level or extent of the other person’s intoxication or impairment, the prudent course of action is to forgo or cease any sexual contact or activity.
No single factor alone is determinative of incapacitation. Common signs that a person is incapacitated may include: slurred speech, confusion, shaky balance, stumbling or falling down, vomiting, and unconsciousness.
“Mandatory reporters” are any person who may report sex discrimination and sexual harassment, whether or not the person reporting is the person alleged to be the victim of conduct that could constitute Sexual Harassment. Mandatory reporters are required to report to the Title IX Coordinator any Sexual Harassment which they observe, or which is reported to them, that occurs in educational programs or activities. When obligated to do so, mandatory reporters must contact the Title IX Coordinator as soon as practicable. Mandatory reporters may assist disclosing individuals with contacting the Security department, law enforcement, or other people or resources at the request of a disclosing individual.
All members of the St. Jude community should be aware that all mandatory reporters have an obligation to report information about Sexual Harassment to the Title IX Coordinator for review and Investigation, and they may not keep this information confidential. Resources for confidential reporting are provided below, under Resources.
Although the Title IX Coordinator will attempt to maintain the confidentiality of the information, if requested, the mandatory reporter has no right to confidentiality from the Title IX Coordinator and has no right to withhold information that may assist the Title IX Coordinator in its Investigation and potential remediation of the Sexual Harassment. A mandatory reporter who fails to properly report Sexual Harassment may receive disciplinary action up to and including termination from employment.
Mandatory reporters also may have duties to report to the St. Jude Security Department other crimes or incidents not involving Sexual Harassment. The Title IX Coordinator can facilitate such reports if requested.
Reporting may be in person, by mail, telephone, or electronic mails, using the contact information listed for the Title IX Coordinator. Reporting also may be any other means that result in the Title IX Coordinator receiving the person’s verbal or written report. Such a report may be made at any time, including during non-business hours, by using the telephone number, electronic mail address, or mail to the office address listed for the Title IX Coordinator.
Mandatory Reporters are:
Where an individual is serving in a role in which confidentiality or privilege is provided by law, such as in the role of a treating physician or clergy member, that individual is not a mandatory reporter. For example, a physician treating or counseling a patient on medical issues must protect confidentiality in most cases; however, a physician who is supervising a resident is a mandatory reporter as to Sexual Harassment observed or reported in educational programs or activities. Mandatory reporters who serve in roles in which confidentiality or privilege is provided by law are expected to know and follow the law’s parameters and exceptions, such as required reporting in cases of imminent harm.
“Power or authority” is any direct or indirect influence over another’s pay, promotion, evaluation, or opportunity for professional or academic growth and development. A position of power or authority encompasses supervisory, teaching, evaluation, advising, coaching, and counseling power or authority.
“Quid Pro Quo Sexual Harassment” is an employee of the St. Jude Community conditioning the provision of an aid, benefit, or service of St. Jude on an individual’s participation in unwelcome sexual conduct.
"Reporting Official" is any person with managerial authority over other St. Jude employees, including, deans, department heads, unit supervisors, and other managers (collectively “Reporting Officials”) who must promptly forward a report of Sexual Harassment to the Title IX Coordinator. St Jude employees who are not Reporting Officials are encouraged, but are not required to, forward reports of Sexual Harassment to the Title IX Coordinator.
“Respondent” is an individual who has been reported to be the perpetrator of conduct that could constitute Sexual Harassment.
“Retaliation” is intimidation, Coercion, or discrimination against any individual for the purpose of interfering with any right or privilege protected by Title IX and its implementing regulations or because an individual has made a report or complaint, testified, assisted, or participated or refused to participate in any manner in an Investigation, proceeding, or Hearing under this policy.
“Sexual Assault” includes the sex offenses of Rape, Sodomy, Sexual Assault with an Object, Fondling, Incest, and Statutory Rape.¹
a. “Fondling” is the touching of the private body parts of another person for the purpose of sexual gratification, without the consent of the victim, including instances where the victim is incapable of giving consent because of his/her age or because of his/her temporary or permanent mental or physical incapacity.
b. “Incest” is sexual intercourse between persons who are related to each other within the degrees wherein marriage is prohibited by Tennessee law.
c. “Rape” is the carnal knowledge of a person, without the consent of the victim, including instances where the victim is incapable of giving consent because of his/her age or because of his/her temporary or permanent mental or physical incapacity. There is “carnal knowledge” if there is the slightest penetration of the vagina or penis by the sexual organ or any other body part of the other person. Attempted Rape is included.
d. “Sexual Assault with an Object” is using an object or instrument to unlawfully penetrate, however slightly, the genital or anal opening of the body of another person, without the consent of the victim, including instances where the victim is incapable of giving consent because of his/her age or because of his/her temporary or permanent mental or physical incapacity. An “object” or “instrument” is anything used by the offender other than the offender’s genitalia.
e. “Sodomy” is oral or anal sexual intercourse with another person, without the consent of the victim, including instances where the victim is incapable of giving consent because of his/her age or because of his/her temporary or permanent mental or physical incapacity.
f. “Statutory Rape” is sexual intercourse with a person who is under the statutory age of consent in the relevant jurisdiction. (18 years old under Tennessee law.)
¹ The definition of “Sexual Assault” is mandated by federal regulations implementing Title IX of the Education Amendments of 1972. Aligning this policy with those regulations, St. Jude adopts a definition of “Sexual Assault” that incorporates various forcible and non-forcible sex crimes as defined by the FBI’s Uniform Crime Reporting System. See 34 C.F.R. § 106.30(a).
“Sexual Harassment” is conduct on the basis of sex that constitutes Quid Pro Quo Sexual Harassment, Hostile Environment Sexual Harassment, Sexual Assault, Domestic Violence, Dating Violence, or Stalking.
“Sexual misconduct” Collectively, sex discrimination, sexual harassment, sexual violence, and related retaliation (regardless of whether it rises to the level of Sexual Harassment prohibited by this policy or otherwise).
“Stalking” is engaging in a course of conduct directed at a specific person that would cause a reasonable person to:
“Supportive Measures” are non-disciplinary, non-punitive individualized services offered, as appropriate and reasonably available, and without fee or charge, that are designed to restore or preserve equal access to St. Jude education programs and activities without unreasonably burdening another Party, including measures designed to protect the safety of all Parties implicated by a report or St. Jude’s education environment, or to deter Sexual Harassment. Supportive measures may include: counseling, extensions of academic or other deadlines, course-related adjustments, modifications to work or class schedules, campus escort services, changes in work or housing locations, leaves of absence, increased security and monitoring of certain areas of campus, mutual restrictions on contact between the Parties implicated by a report, and other similar measures
"Student": Any person engaged in educational programs or activities who is:
It is the responsibility of students to review this policy and comply with it.
5.2 Title IX Coordinator
It is the responsibility of the Title IX Coordinator to:
In addition to reporting to the Title IX Coordinator, any person may report Sexual Harassment to any St. Jude employee with managerial authority over other employees, including department Chairs, deans, unit supervisors, and other managers Section 4.13 Reporting Officials who must promptly forward such report of Sexual Harassment to the Title IX Coordinator.
St. Jude employees who are not Reporting Officials are encouraged, but are not required to, forward reports of Sexual Harassment to the Title IX Coordinator.
5.3 Administrators, Department Chairs, and Other Managers
It is the responsibility of administrators, department chairs, and other supervisors (i.e., those that formally supervise faculty, employees, and staff) to:
6.1 Reporting Conduct (Sexual Harassment) that may Constitute a Crime
Sexual Harassment that may constitute a crime includes Sexual Assault, Domestic Violence, Dating Violence, or Stalking.
If you believe you are the victim of the crimes of Sexual Assault, Domestic Violence, Dating Violence, get to safety and do everything possible to preserve evidence by making certain that the crime scene is not disturbed. Preservation of evidence may be necessary for proof of the crime or in obtaining a protection order. For those who believe that they are victims of Sexual Assault, Domestic Violence, or Dating Violence, St. Jude recommends the following:
It is also important to take steps to preserve evidence in cases of Stalking, to the extent such evidence exists. Such evidence is more likely to be in the form of letters, emails, text messages, or electronic images, rather than evidence of physical contact and violence. This type of evidence also will be useful in all types of Sexual Harassment Investigations.
Once a report of Sexual Assault, Domestic Violence, Dating Violence, or Stalking is made, the victim has several options such as, but not limited to:
Any person who wishes to make a report of Sexual Harassment that may also constitute a crime is encouraged to make a complaint to local law enforcement or the St. Jude Security Department (contact information provided below, under Resources). If requested, St. Jude will assist the complainant in notifying the appropriate law enforcement authorities. In the event of an emergency, please contact 911.
An individual reporting Sexual harassment to St. Jude may also decline to notify such authorities.
6.2 Reporting Sexual Harassment
Individuals who wish to report Sexual Harassment should submit a report to the Title IX Coordinator, Deputy TIX Coordinator, and/or Ethics Point.
6.3 Timing of Reports
There is no time limit for reporting an incident of sexual misconduct; however, reports should be made as soon as possible after the incident, preferably within one year, because the passing of time makes a review of the evidence more difficult and the memories of involved Parties become less reliable. Late reporting may limit St. Jude’s ability to investigate and respond to the alleged sexual misconduct.
So that St. Jude has sufficient information to investigate a complaint, the complaint should include, to the extent known: (1) the date(s) and time(s) of the alleged conduct; (2) the names of all person(s) involved in the alleged conduct, including possible Witnesses; (3) all details outlining what happened; and (4) contact information for the complainant so that St. Jude may follow up appropriately.
6.4 Presumption of Non-Responsibility
Respondents must be given written assurance that they are presumed not responsible. From the time a report or Formal Complaint is made, a Respondent is presumed not responsible for the alleged misconduct until a determination regarding responsibility is made final.
6.5 Preliminary Assessment
After receiving a report under “Reporting Sexual Harassment,” the Title IX Coordinator will conduct a preliminary assessment to determine:
If the Title IX Coordinator determines that the conduct reported could not fall within the scope of this policy, and/or could not constitute Sexual Harassment, even if investigated, the Title Coordinator will close the matter and may notify the reporting Party if doing so is consistent with privacy requirements. The Title IX Coordinator may refer the report to other St. Jude offices, as appropriate.
If the Title IX Coordinator determines that the conduct reported could fall within the scope of this policy, and/or could constitute Sexual Harassment, if investigated, the Title IX Coordinator will proceed to contact the Complainant Section 4.2 Contacting the Complainant.As part of the preliminary assessment, the Title IX Coordinator may take investigative steps to determine the identity of the Complainant, if it is not apparent from the report.
6.6 Contacting the Complainant
If a report is not closed as a result of the preliminary assessment Section 6.5 Preliminary Assessment and the Complainant’s identity is known, the Title IX Coordinator will promptly contact the Complainant to discuss the availability of Supportive Measures Section 6.7 Supportive Measures; to discuss and consider the Complainant’s wishes with respect to Supportive Measures; to inform the Complainant about the availability of Supportive Measures with or without filing a Formal Complaint; and to explain the process for filing and pursuing a Formal Complaint. The Complainant will also be provided options for filing complaints with the local police and information about resources that are available on campus and in the community.
6.7 Supportive Measures
If a report is not closed as a result of the preliminary assessment (see “Preliminary Assessment”), the St. Jude will offer and make available Supportive Measures to the Complainant regardless of whether the Complainant elects to file a Formal Complaint.
Contemporaneously with the Respondent being notified of a Formal Complaint (see “Notice of Formal Complaint”), the Title IX Coordinator will notify the Respondent of the availability of Supportive Measures for the Respondent, and St. Jude will offer and make available Supportive Measures to the Respondent in the same manner in which it offers and makes them available to the Complainant. St. Jude will also offer and make available Supportive Measures to the Respondent before the Respondent is notified of a Formal Complaint, if the Respondent requests such measures.
St. Jude will maintain the confidentiality of Supportive Measures provided to either a Complainant or Respondent, to the extent that maintaining such confidentiality does not impair St. Jude’s ability to provide the Supportive Measures in question.
6.8 Interim Removal
At any time after receiving a report of Sexual Harassment, the Title IX Coordinator may remove a student Respondent from one or more of St. Jude’s Education programs and activities on an temporary basis if an individualized safety and risk analysis determines that an immediate threat to the physical health or safety of any student or other individual arising from the allegations of Sexual Harassment justifies removal. In the event the Title IX Coordinator imposes an interim removal, the Title IX Coordinator must offer to meet with the Respondent within twenty-four hours and provide the Respondent an opportunity to challenge the interim removal.
In the case of a Respondent who is a non-student employee (administrator, faculty, or staff), and in its discretion, St. Jude may place the Respondent on administrative leave at any time after receiving a report of
Sexual Harassment, including during the pendency of the Investigation and Adjudication process (see “Investigation” and “Adjudication”).
For all other Respondents, including independent contractors and guests, St. Jude retains broad discretion to prohibit such persons from entering onto its campus and other properties at any time, and for any reason, whether after receiving a report of Sexual Harassment or otherwise.
6.9 Making a Formal Complaint
A Complainant may file a Formal Complaint with the Title IX Coordinator requesting that St. Jude investigate and adjudicate a report of Sexual Harassment in accordance with the provisions “Investigation” and “Adjudication.” Provided, however, that at the time the Complainant submits a Formal Complaint, the Complainant must be participating in, or attempting to participate in, one or more of St. Jude’s Education Programs or Activities.
A Complainant may file a Formal Complaint with the Title IX Coordinator in person, by regular mail, or by email using the contact information specified in “Reporting Sexual Harassment.” No person may submit a Formal Complaint on the Complainant’s behalf.
In a case where a Complainant elects not to file a Formal Complaint, the Title IX Coordinator may file a Formal Complaint on behalf of St. Jude if doing so is not clearly unreasonable. Such action will normally be taken in limited circumstances involving serious or repeated conduct or where the alleged perpetrator may pose a continuing threat to the St. Jude community. Factors the Title IX Coordinator may consider include (but are not limited to): (a) was a weapon involved in the incident; (b) were multiple assailants involved in the incident; (c) is the accused a repeat offender; and (d) does the incident create a risk of occurring again.
If the Complainant or the Title IX Coordinator files a Formal Complaint, then St. Jude will commence an Investigation as specified in “Investigation” and proceed to adjudicate the matter as specified in “Adjudication,” below. In all cases where a Formal Complaint is filed, the Complainant will be treated as a Party, irrespective of the Party’s level of participation.
In a case where the Title IX Coordinator files a Formal Complaint, the Title IX Coordinator will not act as a Complainant or otherwise as a Party for purposes of the Investigation and Adjudication processes.
6.10 Consolidation of Formal Complaints
St. Jude may consolidate Formal Complaints as to allegations of Sexual Harassment against more than one Respondent, or by more than one Complainant against one or more Respondents, or by one Party against the other Party, where the allegations of Sexual Harassment arise out of the same facts or circumstances. Where the Investigation and Adjudication process involve more than one Complainant or more than one Respondent, references in this policy to the singular “Party,” “Complainant,” or “Respondent” include the plural, as applicable. A Formal Complaint of Retaliation Section 4.15 may be consolidated with a Formal Complaint of Sexual Harassment.
6.11 Bad-Faith Complaints and False Information
While St. Jude encourages all good-faith complaints of sexual misconduct, St. Jude has the responsibility to balance the rights of all Parties. It is a violation of this policy for any person to submit a report or Formal Complaint that the person knows, at the time the report or Formal Complaint is submitted, to be false or frivolous. It is also a violation of this policy for any person to knowingly make a materially false statement during the course of an Investigation, Adjudication, or appeal under this policy. Violations of this Section are not subject to the Investigation and Adjudication processes in this policy; instead, they may be addressed under the Student School Code of Conduct or the St. Jude Code of Conduct in the case of students and other policies and standards, as applicable, for other persons.
If St. Jude’s Investigation reveals that a complaint was knowingly false, the complaint will be dismissed and the person who filed the knowingly false complaint may be subject to discipline.
All Parties and Witnesses involved in the Investigation are expected to cooperate and provide complete and truthful information. A Party or Witness who knowingly provides material false information during an Investigation or fails to cooperate in an Investigation or Hearing will not be retaliated against, but may be subject to discipline.
6.12 Reporting Sexual Misconduct Outside the Scope of This Policy
Individuals are encouraged to report to Human Resources alleged sexual misconduct or other discriminatory conduct that occurs outside of education programs at St. Jude, occurs outside the U.S., or that does not meet the definition of Sexual Harassment or Retaliation provided in this policy.
In the event a policy violation is determined to have occurred, the Hearing panel will also determine appropriate sanctions and corrective actions for the respondent, including termination, dismissal, or other appropriate sanctions. The decision on sanctions will be communicated to the Parties, in a manner consistent with applicable law. The decision of the Hearing panel on sanctions shall be final.
Possible sanctions and corrective actions can include, but are not limited to:
St. Jude may assign other sanctions as appropriate in each particular situation. To the greatest extent possible, sanctions and corrective actions will be imposed in accordance with relevant policies and/or procedures and other requirements set forth in the applicable St. Jude policies or handbooks that may be developed over time, or contracts. In addition, St. Jude may take steps to remediate the effects of a violation on victims and others.8. Complaint Resolution Procedures
8.1 Dismissal Prior to Commencement of Investigation
In a case where the Complainant files a Formal Complaint, the Title IX Coordinator will evaluate the Formal Complaint and must dismiss it if the Title IX Coordinator determines:
In the event the Title IX Coordinator determines the Formal Complaint should be dismissed pursuant to this Section, the Title IX Coordinator will provide written notice of dismissal to the Parties and advise them of their right to appeal as specified in Section 8.18 Appeal. The Title IX Coordinator may refer the subject matter of the Formal Complaint to other St. Jude offices, as appropriate. A dismissal pursuant to this Section is presumptively a final determination for purposes of this policy, unless otherwise specified in writing by the Title IX Coordinator in the written notice of dismissal.
8.2 Notice of Formal Complaint
Within five (5) days of the Title IX Coordinator receiving a Formal Complaint, the Title IX Coordinator will transmit a written notice to the Complainant and Respondent that includes:
Should St. Jude elect, at any point, to investigate allegations that are materially beyond the scope of the initial written notice, St. Jude will provide a supplemental written notice describing the additional allegations to be investigated.
Any individual affected by or accused of Sexual Harassment will have equal access to support and counseling services offered through St. Jude. St. Jude encourages any individual who has questions or concerns to seek support of St. Jude identified resources. The Title IX Coordinator is available to provide information about St. Jude’s policy and procedure and to provide assistance. A list of St. Jude identified resources is located at the end of this policy.
8.4 Conflicts of Interest, Bias, and Procedural Complaints
The Title IX Coordinator, Investigator, Hearing Officer, Administrative Officer, appeal Officer, and Informal Resolution facilitator will be free of any material conflicts of interest or material bias. Any Party who believes one or more of these St. Jude officials has a material conflict of interest or material bias must raise the concern promptly so that St. Jude may evaluate the concern and find a substitute, if appropriate. The failure of a Party to timely raise a concern of a conflict of interest or bias may result in a waiver of the issue for purposes of any appeal specified in “Appeal,” or otherwise.
8.5 Objections Generally
Parties are expected to raise any objections, concerns, or complaints about the Investigation, Adjudication, and appeals process in a prompt and timely manner so that St. Jude may evaluate the matter and address it, if appropriate.
8.6 Special Procedure Concerning Complaints Against the Dean, the Title IX Coordinator, or Other Administrators Ranked Higher than the Title IX Coordinator
If a report involves alleged conduct on the part of the St. Jude Graduate School Dean, St. Jude Graduate School’s Board of Trustees (“Board”) will designate appropriate individuals to fulfill appropriate functions under this policy, including, but not limited to, the Investigator, Hearing Officer, Administrative Officer, Informal Resolution Officer, and/or Appeal Officer. Based on the information gathered by the Investigation.
If a complaint involves alleged conduct on the part of the Title IX Coordinator or any administrator ranked higher than the Title IX Coordinator, the St Jude CEO will designate appropriate individuals to fulfill appropriate functions under this policy, including, but not limited to, the Investigator, Hearing Officer, Administrative Officer, Informal Resolution Officer, and/or Appeal Officer.
8.7 Advisor of Choice
At any meeting described in this policy until an Investigation, Adjudication, and appeal are complete, the Complainant and Respondent will have the right to be accompanied by an Advisor of their choice to all meetings, interviews, and Hearings that are part of the Investigation, Adjudication, and appeal process. The Advisor may but is not required to be an attorney.
Except for the questioning of Witnesses during the Hearing described in “Hearing,” the Advisor will play a passive role and is not permitted to communicate on behalf of a Party, insist that communication flow through the Advisor, or communicate with St. Jude about the matter without the Party being included in the communication. In the event a Party’s Advisor of choice engages in material violation of the parameters specified in this Section and “Hearing,” St. Jude may preclude the Advisor from further participation, in which case the Party may select a new Advisor of their choice.
In the event a Party is not able to secure an Advisor to attend the Hearing specified in “Hearing,” and requests St. Jude to provide an Advisor, St. Jude will provide the Party an Advisor, without fee or charge to the Party, who will conduct questioning on behalf of the Party at the Hearing. St. Jude will have sole discretion to select the Advisor it provides. The Advisor St. Jude provides may be, but is not required to be, an attorney.
St. Jude is not required to provide a Party with an Advisor in any circumstance except where the Party does not have an Advisor present at the Hearing described in “Hearing,” and requests that St. Jude provide an Advisor.
8.8 Commencement of the Investigation
After the written notice of Formal Complaint is transmitted to the Parties, an Investigator selected by the Title IX Coordinator will undertake an Investigation to gather evidence relevant to the alleged misconduct, including inculpatory evidence (which implies or tends to establish responsibility for a violation of this policy as alleged) and exculpatory evidence (which implies or tends to establish a lack of responsibility for a violation of this policy as alleged). The burden of gathering evidence sufficient to reach a determination in the Adjudication lies with St. Jude and not with the Parties. The Investigation will culminate in a written Investigation report, as specified in “Investigation Report,” that will be submitted to the adjudicator during the selected Adjudication process. Although the length of each Investigation may vary depending on the totality of the circumstances, the St. Jude strives to complete each Investigation promptly and thoroughly of the transmittal of the written notice of Formal Complaint.
8.9 Equal Opportunity
During the Investigation, the Investigator will provide an equal opportunity for the Parties to identify and have considered Witnesses and other inculpatory and exculpatory evidence; similar and timely access information; equal opportunity to review any statements and evidence provided by the other Party; and equal access to review and comment upon any information independently developed by the Investigator. Each Party has equal ability to be interviewed, to present Witnesses (including fact and expert Witnesses), and to present inculpatory and exculpatory evidence.
The Investigator retains discretion to limit the number of Witness interviews the Investigator conducts or the other evidence the Investigator seeks to gather if the Investigator finds that testimony or evidence would be unreasonably cumulative (that is, repeats what has already been established), if the Witnesses are offered solely as character references and do not have information relevant to the allegations at issue, or if the Witnesses or evidence are offered to provide information that is categorically inadmissible, such as information concerning sexual history of the Complainant, as specified in “Sexual History.” The Investigator will not restrict the ability of the Parties to gather and present relevant evidence on their own.
The Investigation is a Party’s opportunity to present testimonial and other evidence that the Party believes is relevant to resolution of the allegations in the Formal Complaint. A Party that is aware of and has a reasonable opportunity to present particular evidence and/or identify particular Witnesses during the Investigation, and elects not to, will be prohibited from introducing any such evidence during the Adjudication absent a showing of mistake, inadvertence, surprise, or excusable neglect.
8.10 Clear and Convincing Evidence Standard
In making any determination on the resolution of a complaint and Investigation, St. Jude will apply a clear and convincing evidence standard; that is, it will determine whether it is highly and substantially more probable to be true than not that Sexual Harassment occurred and the decision maker must have a firm belief or conviction in its factuality.
8.11 Documentation of Investigation
The Investigator will take reasonable steps to ensure the Investigation is documented. Interviews of the Parties and Witnesses may be documented by the Investigator’s notes, audio recorded, video recorded, or transcribed. The particular method utilized to record the interviews of Parties and Witnesses will determined by the Investigator in the Investigator’s sole discretion, although whatever method is chosen shall be used consistently throughout a particular Investigation.
8.12 Access to the Evidence
At the conclusion of the evidence-gathering phase of the Investigation, but before the completion of the Investigation report, the Investigator will transmit to each Party and their Advisor, in either electronic or hard copy form, all evidence obtained as part of the Investigation that is directly related to the allegations raised in the Formal Complaint, including (1) evidence on which St. Jude may choose not to rely at any Hearing and (2) inculpatory or exculpatory evidence whether obtained from a Party or some other source. The Parties will have ten (10) days in which to submit to the Investigator a written response, which the Investigator will consider before completing the Investigation report.
The Parties and their Advisors are permitted to review the evidence solely for the purposes of this grievance process and may not duplicate or disseminate the evidence to the public.
8.13 Investigation Report
After the period for the Parties to provide any written response as specified “Access to Evidence” has expired, the Investigator will complete a written Investigation report that fairly summarizes the various steps taken during the Investigation, summarizes the relevant evidence collected, lists material facts on which the Parties agree, and lists material facts on which the Parties do not agree. When the Investigation report is complete, the Investigator will transmit a copy to the Title IX Coordinator. The Investigator will also transmit the Investigation report to each Party and their Advisor, in either electronic or hard copy form.
8.14 Adjudication Process Selection
After the Investigator has sent the Investigation report to the Parties, the Title IX Coordinator will transmit to each Party a notice advising the Party of the two different Adjudication processes specified in Section 18.15. The notice will explain that the Hearing process specified in Section 18.15.1 is the default process for adjudicating all Formal Complaints and will be utilized unless both Parties voluntarily consent to administrative Adjudication as specified in Section 18.16 as a form of Informal Resolution. The notice will be accompanied by a written consent to administrative Adjudication and will advise each Party that, if both Parties execute the written consent to administrative Adjudication, then the administrative Adjudication process will be used in in lieu of the Hearing process. Parties are urged to carefully review this policy, consult with their Advisor, and consult with other persons as they deem appropriate (including an attorney) before consenting to administrative Adjudication
Each Party will have three (3) days from transmittal of the notice specified in this Section to return the signed written consent form to the Title IX Coordinator. If either Party does not timely return the signed written consent, that Party will be deemed not to have consented to administrative Adjudication and the Formal Complaint will be adjudicated pursuant to the Hearing process.
8.15.1 Hearing Process
The default process for adjudicating Formal Complaints is the Hearing process specified in this Section 8.15. The Hearing process will be used to adjudicate all Formal Complaints unless both Parties timely consent to administrative Adjudication as specified in Section 8.16.
8.15.2 Hearing Officer
After selection of the Hearing process as the form of Adjudication, the Title IX Coordinator will promptly appoint a Hearing Officer who will oversee the Hearing process and render a determination of responsibility for the allegations in the Formal Complaint, at the conclusion of the Hearing process. The Title IX Coordinator will see that the Hearing Officer is provided a copy of the Investigation report and a copy of all evidence transmitted to the Parties by the Investigator as specified in Section 8.2.
8.15.3 Pre-Hearing Conference
Before the Hearing, the Hearing Officer will conduct a pre-Hearing conference with the Parties and their Advisors. The pre-Hearing conference will be conducted live, with simultaneous and contemporaneous participation by the Parties and their Advisors. By default, the pre-Hearing conference will be conducted with the Hearing Officer, the Parties, the Advisors, and other necessary St. Jude personnel together in the same physical location. However, upon request of either Party, the Parties will be separated into different rooms with technology enabling the Parties to participate simultaneously and contemporaneously by video and audio.
In the Hearing Officer’s discretion, the pre-Hearing conference may be conducted virtually, by use of video and audio technology, where all participants participate simultaneously and contemporaneously by use of such technology.
During the pre-Hearing conference, the Hearing Officer will discuss the Hearing procedures with the Parties; address matters raised in the Parties’ written responses to the Investigation report, as the Hearing Officer deems appropriate; discuss whether any stipulations may be made to expedite the Hearing; discuss the Witnesses the Parties have requested be served with notices of attendance and/or Witnesses the Parties plan to bring to the Hearing without a notice of attendance; and resolve any other matters that the Hearing Officer determines, in the Hearing Officer’s discretion, should be resolved before the Hearing.
8.15.4 Hearing Notice and Response to the Investigation Report
After the Hearing Officer is appointed by the Title IX Coordinator, the Hearing Officer will promptly transmit written notice to the Parties notifying the Parties of the Hearing Officer’s appointment; setting a deadline for the Parties to submit any written response to the Investigation report; setting a date for the pre-Hearing conference; setting a date and time for the Hearing; and providing a copy of St. Jude’s Hearing Procedures. Neither the pre-Hearing conference, nor the Hearing itself, may be held any earlier than ten (10) days from the date of transmittal of the written notice specified in this Section YY.
A Party’s written response to the Investigation report must include:
A Party’s written response to the Investigation report also may include:
Argument regarding whether any of the allegations in the Formal Complaint constitute Sexual Harassment.
8.15.5 Issuance of Notices of Attendance
After the pre-Hearing conference, the Hearing Officer will transmit notices of attendance to any St. Jude employee (including administrator, faculty, or staff) or student whose attendance is requested at the Hearing as a Witness. The notice will advise the subject of the specified date and time of the Hearing and advise the subject to contact the Hearing Officer immediately if there is a material and unavoidable conflict.
The subject of an attendance notice should notify any manager, faculty member, coach, or other supervisor, as necessary, if attendance at the Hearing will conflict with job duties, classes, or other obligations. All such managers, faculty members, coaches, and other supervisors are required to excuse the subject of the obligation, or provide some other accommodation, so that the subject may attend the Hearing as specified in the notice.
St. Jude will not issue a notice of attendance to any Witness who is not an employee or a student.
After the pre-Hearing conference, the Hearing Officer will convene and conduct a Hearing pursuant to St. Jude’s Hearing Procedures. The Hearing will be audio recorded. The audio recording will be made available to the Parties for inspection and review on reasonable notice, including for use in preparing any subsequent appeal.
The Hearing will be conducted live, with simultaneous and contemporaneous participation by the Parties and their Advisors. By default, the Hearing will be conducted with the Hearing Officer, the Parties, the Advisors, Witnesses, and other necessary St. Jude personnel together in the same physical location. However, upon request of either Party, the Parties will be separated into different rooms with technology enabling the Parties to participate simultaneously and contemporaneously by video and audio.
In the Hearing Officer’s discretion, the Hearing may be conducted virtually, by use of video and audio technology, where all participants participate simultaneously and contemporaneously by use of such technology.
While the Hearing Procedures and rulings from the Hearing Officer will govern the particulars of the Hearing, each Hearing will include, at a minimum:
Except as otherwise permitted by the Hearing Officer, the Hearing will be closed to all persons except the Parties, their Advisors, the Investigator, the Hearing Officer, the Title IX Coordinator, and other necessary St. Jude personnel. With the exception of the Investigator and the Parties, Witnesses will be sequestered until such time as their testimony is complete.
During the Hearing, the Parties and their Advisors will have access to the Investigation report and evidence that was transmitted to them pursuant to “Access to Evidence.”
While a Party has the right to attend and participate in the Hearing with an Advisor, a Party and/or Advisor who materially and repeatedly violates the rules of the Hearing in such a way as to be materially disruptive may be barred from further participation and/or have their participation limited, as the case may be, in the discretion of the Hearing Officer.
Subject to the minimum requirements specified in this Section (“Hearing”), the Hearing Officer will have sole discretion to determine the manner and particulars of any given Hearing, including with respect to the length of the Hearing, the order of the Hearing, and questions of admissibility. The Hearing Officer will independently and contemporaneously screen questions for relevance in addition to resolving any contemporaneous objections raised by the Parties and will explain the rational for any evidentiary rulings. The Hearing is not a formal judicial proceeding and strict rules of evidence do not apply. The Hearing Officer will have discretion to modify the Hearing Procedures, when good cause exists to do so, and provided the minimal requirements specified in this Section (“Hearing”) are met.
8.15.7 Subjection to Questioning
In the event that any Party or Witness refuses to attend the Hearing, or attends but refuses to submit to questioning by the Parties’ Advisors, the statements of that Party or Witness, as the case may be, whether given during the Investigation or during the Hearing, will not be considered by the Hearing Officer in reaching a determination of responsibility. However, the Hearing Officer may consider the testimony of any Party or Witness, whether given during the Investigation or during the Hearing, if the Parties jointly stipulate that the testimony may be considered or in the case where neither Party requested attendance of the Witness at the Hearing.
In applying this Section (“Subjection to Questioning”), the Hearing Officer will not draw an inference about the determination regarding responsibility based solely on a Party or a Witness’s absence from the live Hearing and/or refusal to submit to questioning by the Parties’ Advisors.
8.15.8 Deliberation and Determination
After the Hearing is complete, the Hearing Officer will objectively evaluate all relevant evidence collected during the Investigation, including both inculpatory and exculpatory evidence, together with testimony and non-testimony evidence received at the Hearing, and ensure that any credibility determinations made are not based on a person’s status as a Complainant, Respondent, or Witness. The Hearing Officer will take care to exclude from consideration any evidence that was ruled inadmissible at the pre-Hearing conference, during the Hearing, or by operation of “Subjection to Questioning.” The Hearing Officer will resolve disputed facts using a clear and convincing standard and reach a determination regarding whether the facts that are supported by a clear and convincing standard constitute one or more violations of this policy as alleged in the Formal Complaint.
8.15.9 Discipline and Remedies
If the Hearing Officer determines that the Respondent is responsible for violating this policy, the Hearing Officer will, before issuing a written decision, consult with an appropriate St. Jude official with disciplinary authority over the Respondent and such official will determine any discipline to be imposed. The Hearing Officer will also, before issuing a written decision, consult with the Title IX Coordinator who will determine whether and to what extent ongoing support measures or other remedies will be provided to the Complainant.
8.15.10 Written Decision
After reaching a determination and consulting with the appropriate St. Jude official and Title IX Coordinator as required by Sections 7 and 8.15.9 Discipline and Remedies, the Hearing Officer will prepare a written decision that will include:
Identification of the allegations potentially constituting Sexual Harassment made in the Formal Complaint;
The Hearing Officer’s written determination will be transmitted to the Parties. This transmission concludes the Hearing process, subject to any right of appeal as specified in “Appeal.” Although the length of each Adjudication by Hearing will vary depending on the totality of the circumstances, St. Jude strives to issue the Hearing Officer’s written determination within fourteen (14) days of the conclusion of the Hearing.
8.16 Administrative Adjudication (Optional)
In lieu of the Hearing process, the Parties may consent to have a Formal Complaint resolved by administrative Adjudication as a form of Informal Resolution. Administrative Adjudication is voluntary and must be consented to in writing by both Parties and approved by the Title IX Coordinator as specified in ”Adjudication Process Selection.” At any time before the Administrative Officer’s determination is issued, a Party has the right to withdraw from administrative Adjudication and request a live Hearing as specified in ”Hearing Process.”
If administrative Adjudication is selected, the Title IX Coordinator will appoint an Administrative Officer. The Title IX Coordinator will confirm that the Administrative Officer is provided a copy of the Investigation report and a copy of all the evidence transmitted to the Parties by the Investigator as specified in “Access to Evidence.”
The Administrative Officer will promptly send written notice to the Parties notifying them of the Administrative Officer’s appointment; setting a deadline for the Parties to submit any written response to the Investigation Report; and setting a date and time for each Party to meet with the Administrative Officer separately. The Administrative Officer’s meetings with the Parties will not be held any earlier than ten (10) days from the date of transmittal of the written notice specified in this paragraph.
A Party’s written response to the Investigation report must include:
After reviewing the Parties’ written responses, the Administrative Officer will meet separately with each Party to provide the Party with an opportunity make any oral argument or commentary the Party wishes to make and for the Administrative Officer to ask questions concerning the Party’s written response, the investigative report, and/or the evidence collected during the Investigation.
After meeting with each Party, the Administrative Officer will objectively revaluate all relevant evidence, including both inculpatory and exculpatory evidence and ensure that any credibility determinations made are not based on a person’s status as a Complainant, Respondent, or Witness. The Administrative Officer will take care to exclude from consideration any evidence that the Administrative Officer determines should be ruled inadmissible based on the objections and arguments raised by the Parties in their respective written responses to the Investigation report. The Administrative Officer will resolve disputed facts using a clear and convincing standard and reach a determination regarding whether the facts that are supported by a clear and convincing standard of the evidence constitute one or more violations of the policy as alleged in the Formal Complaint.
Thereafter, the Administrative Officer will consult with St. Jude official(s) and the Title IX Coordinator, in the manner specified in Section 8.15.8 “Deliberation and Determination” and will prepare and transmit a written decision in the manner as specified in Section 8.15.10 “Written Decision” which shall serve as a resolution for purposes of Informal Resolution.
Transmittal of the Administrative Officer’s written determination concludes the administrative Adjudication, subject to any right of appeal as specified in Section 8.18 “Appeal.”
Although the length of each administrative Adjudication will vary depending on the totality of the circumstances, St. Jude strives to issue the Administrative Officer’s written determination within twenty-one (21) days of the transmittal of the initiating written notice specified in this Section 8.16 “Administrative Adjudication.”
Other language in this Section notwithstanding, Informal Resolution will not be permitted if the Respondent is a non-student employee accused of committing Sexual Harassment against a student.
8.17 Dismissal During Investigation or Adjudication
St. Jude shall dismiss a Formal Complaint at any point during the Investigation or Adjudication process if the Title IX Coordinator determines that one or more of the following is true:
St. Jude may dismiss a Formal Complaint at any point during the Investigation or Adjudication process if the Title IX Coordinator determines that any one or more of the following is true:
If the Title IX Coordinator dismisses a Formal Complaint pursuant to this Section, the Title IX Coordinator will provide written notice of dismissal to the Parties and advise them of their right to appeal as specified in Section 8.18 ”Appeal.” The Title IX Coordinator may refer the subject matter of the Formal Complaint to other St. Jude offices, as appropriate. A dismissal pursuant to this Section is presumptively a final determination as it pertains to this policy, unless otherwise specified in writing by the Title IX Coordinator in the written notice of dismissal.
Either Party may Appeal the determination of an Adjudication, or a dismissal of a Formal Complaint, on one or more of the following grounds:
No other grounds for Appeal are permitted.
A Party must file an Appeal within seven (7) days of the date they receive Notice of Dismissal or Determination appealed from or, if the other Party appeals, within five (5) days of the other Party appealing, whichever is later. The Appeal must be submitted in writing to the Appeal Officer. The Appeal must specifically identify the determination and/or dismissal appealed from, articulate which one or more of the three grounds for Appeal are being asserted, explain in detail why the appealing Party believes the Appeal should be granted, and articulate what specific relief the appealing Party seeks.
Promptly upon receipt of an Appeal, the Appeal Officer will conduct an initial evaluation to confirm that the Appeal is timely filed and that it invokes at least one of the permitted grounds for Appeal. If the Appeal Officer determines that the Appeal is not timely, or that it fails to invoke a permitted ground for Appeal, the Appeal Officer will dismiss the Appeal and provide written notice of the same to the Parties.
If the Appeal Officer confirms that the Appeal is timely and invokes at least one permitted ground for Appeal, the Appeal Officer will provide written notice to the other Party that an Appeal has been filed and that the other Party may submit a written opposition to the Appeal within seven (7) days. The Appeal Officer shall also promptly obtain from the Title IX Coordinator any records from the Investigation and Adjudication necessary to resolve the grounds raised in the Appeal.
Upon receipt of any opposition, or after the time period for submission of an opposition has passed without one being filed, the Appeal Officer will promptly decide the Appeal and transmit a written decision to the Parties that explains the outcome of the Appeal and the rationale.
The determination of a Formal Complaint, including any discipline, becomes final when the time for Appeal has passed with no Party filing an Appeal or, if any Appeal is filed, at the point when the Appeal Officer has resolved all Appeals, either by dismissal or by transmittal of a written decision.
No further review beyond the Appeal is permitted.
Although the length of each Appeal will vary depending on the totality of the circumstances, St. Jude strives to issue the Appeal Officer’s written decision within thirty (30) days of an Appeal being filed.
8.19 Treatment Records and Other Privileged Information
During the Investigation and Adjudication processes, the Investigator and Adjudicator, as the case may be, are not permitted to access, consider, disclose, permit questioning concerning, or otherwise use:
However, the Investigator and/or Adjudicator, as the case may be, may consider any such records or information otherwise covered by this Section if the Party holding the privilege affirmatively discloses the records or information to support their allegation or defense.
8.20 Sexual History
During the Investigation and Adjudication processes, questioning regarding a Complainant’s sexual predisposition or prior sexual behavior are not relevant, unless such questions and evidence about the Complainant’s prior sexual behavior are offered to prove that someone other than the Respondent committed the conduct alleged, or if the questions and evidence concern specific incidents of the Complainant’s prior sexual behavior with respect to the Respondent and are offered to prove consent. However, a Complainant who affirmatively uses information otherwise considered irrelevant by this Section for the purpose of supporting the Complainant’s allegations, may be deemed to have waived the protections of this Section
8.21 Informal Resolution
At any time after the Parties are provided written notice of the Formal Complaint as specified in “Notice of Formal Complaint,” and before the completion of any Appeal specified in “Appeal,” the Parties may voluntarily consent, with the Title IX Coordinator’s approval, to engage in mediation, facilitated resolution, or other form of dispute resolution the goal of which is to enter into a final resolution resolving the allegations raised in the Formal Complaint by agreement of the Parties. Administrative Adjudication as specified in “Administrative Adjudication” is a form of Informal Resolution.
The specific process for any Informal Resolution will be determined by the Parties and the Title IX Coordinator, in consultation together. Before commencing the Informal Resolution process agreed upon, the Title IX Coordinator will transmit a written notice to the Parties that:
After receiving the written notice specified in this paragraph, each Party must voluntarily provide written consent to the Title IX Coordinator, before the Informal Resolution process may begin.
During the Informal Resolution process, the Investigation and Adjudication processes that would otherwise occur are stayed (that is, paused) and all related deadlines are suspended.
If the Parties reach a resolution through the Informal Resolution process, and the Title IX Coordinator agrees that the resolution is not clearly unreasonable, the Title IX Coordinator will put the terms of the agreed resolution in writing and give them to the Parties for their written signature indicating their agreement. Once both Parties and the Title IX Coordinator sign the written resolution, the resolution is final; the allegations addressed by the resolution are considered resolved and will not be subject to further Investigation, Adjudication, remediation, or discipline by St. Jude, unless otherwise provided in the resolution itself, absent a showing that a Party induced the resolution by fraud, misrepresentation, or other misconduct or where required to avoid a manifest injustice to either Party or to St. Jude.
However, if the form of Informal Resolution is administrative Adjudication (see ”Administrative Adjudication”) there shall not be an agreed resolution requiring the Parties’ signatures; instead, the determination issued by the Administrative Officer shall serve as the resolution and conclude the Informal Resolution process, subject only to any right of appeal.
Except for a resolution resulting from the “Administrative Adjudication” process, all other forms of Informal Resolution pursuant to this Section are not subject to appeal.
A Party may withdraw their consent to participate in Informal Resolution at any time before a resolution has been finalized.
Unless the Title IX Coordinator provides an extension, any Informal Resolution process must be completed within twenty-one (21) days from the Parties agreeing to the Informal Resolution process. If an Informal Resolution process does not result in a resolution within twenty-one (21) days, and absent an extension, abeyance—that is, a temporary suspension of the Informal Resolution process, or other contrary ruling by the Title IX Coordinator—the Informal Resolution process will be deemed terminated, and the Formal Complaint will be resolved through the Investigation and Adjudication procedures provided in this policy. The Title IX Coordinator may adjust any time periods or deadlines in the Investigation and/or Adjudication process that were suspended as provided in this Section.
Other language in this Section notwithstanding, Informal Resolution will not be permitted if the Respondent is a non-student employee accused of committing Sexual Harassment against a student.
8.22 Relationship with Criminal Process
This policy sets forth St. Jude’s processes for responding to reports and Formal Complaints of Sexual Harassment. St. Jude’s processes are separate, distinct, and independent of any criminal processes. While St. Jude may temporarily delay its processes under this policy to avoid interfering with law enforcement efforts if requested by law enforcement, St. Jude will otherwise apply this policy and its processes without regard to the status or outcome of any criminal process.
Wherever this policy specifies that an audio or video recording will be made, the recording will be made only by St. Jude and is considered property of St. Jude, subject to a right of access that a Party may have under this policy, or other applicable federal, state, or local laws. Only St. Jude is permitted to make audio or video recordings under this policy. The surreptitious recording of any meeting, interview, Hearing, or other interaction contemplated under this policy is strictly prohibited. Any Party who wishes to transcribe a Hearing by use of a transcriptionist must seek pre-approval from the Hearing Officer.
8.24 Vendors, Contractors and Third Parties
St. Jude does business with various vendors, contractors, and other third parties who are not students or employees of St. Jude. Notwithstanding any rights that a given vendor, contractor, or third-party Respondent may have under this policy, St. Jude retains its right to limit any vendor, contractor, or third-party’s access to campus for any reason and St. Jude retains all rights it enjoys by contract or law to terminate its relationship with any vendor, contractor, or third-party irrespective of any process or outcome under this policy.
It is a violation of this policy to engage in Retaliation, retaliate against any member of the St. Jude community who reports or assists in making a complaint of Sexual Harassment or who participates, or refuses to participate, in the Investigation or resolution of a report of Sexual Harassment in any way. Persons who believe they have experienced retaliation in violation of this policy should make a complaint in the manner set forth in this policy.
Reports and Formal Complaints of retaliation may be made in the manner specified in Section 6 “Reporting Sexual Harassment,” and Section 4.7 “Formal Complaint.” Any report or Formal Complaint of Retaliation will be processed under this policy in the same manner as a report or Formal Complaint of Sexual Harassment, as the case may be. St. Jude retains discretion to consolidate a Formal Complaint of Retaliation with a Formal Complaint of Sexual Harassment for Investigation and/or Adjudication purposes if the two Formal Complaints share a common nexus.
St. Jude will keep confidential the identity of any individual who has made a report or Formal Complaint of Sexual Harassment or Retaliation including any Complainant, the identity of any individual who has been reported to be a perpetrator of Sexual Harassment or Retaliation including any Respondent, and the identity of any Witness. St. Jude will also maintain the confidentiality of its various records generated in response to reports and Formal Complaints, including, but not limited to, information concerning Supportive Measures, notices, Investigation materials, Adjudication records, and appeal records.
However, St. Jude may reveal the identity of any person or the contents of any record, if necessary to carry out St. Jude’s obligations under Title IX and its implementing regulations including the conduct of any Investigation, Adjudication, or appeal under this policy or any subsequent judicial proceeding, or as otherwise required by law. Further, notwithstanding St. Jude’s general obligation to maintain confidentiality as specified in this policy, the Parties to a report or Formal Complaint will be given access to Investigation and Adjudication materials as provided in this policy.
While St. Jude will maintain confidentiality as provided in this Section, St. Jude will not limit the ability of the Parties to discuss the allegations at issue in a particular case. Parties are advised, however, that the manner in which they communicate about, or discuss a particular case, may constitute Sexual Harassment or Retaliation in certain circumstances and be subject to discipline pursuant to the processes specified in this policy.
Note that certain types of Sexual Harassment are considered crimes for which St. Jude must disclose crime statistics in its Annual Security Report that is provided to the campus community and available to the public. These disclosures will be made without including personally identifying information.
8.27 Other Violations of This Policy
Alleged violations of this policy, other than violations of the prohibitions on Sexual Harassment and Retaliation, will be subject to review under the Student Code of Conduct for students, the Faculty Handbook for faculty, or other applicable St. Jude policies and standards.
8.28 Signatures and Form of Consent
For purposes of this policy, either a physical signature or digital signature will be sufficient to satisfy any obligation that a document be signed. Where this policy provides that written consent must be provided, consent in either physical or electronic form, containing a physical or digital signature, as the case may be, will suffice.
8.29 Deadlines, Time, Notices, and Method of Transmittal
Where this policy specifies a period of days by which some act must be performed, the relevant time period will be calculated as follows:
All deadlines and other time periods specified in this policy are subject to modification by St. Jude where, in St. Jude’s sole discretion, good cause exists. Good cause may include, but is not limited to, the unavailability of Parties or Witnesses; the complexities of a given case; extended holidays or closures; sickness of the Investigator, adjudicator, or the Parties; the need to consult with St. Jude’s legal counsel; unforeseen weather events; and the like.
Any Party who wishes to seek an extension of any deadline or other time period may do so by filing a request with the Investigator, Hearing Officer, Administrative Officer, Appeal Officer, or Title IX Coordinator, as the case may be, depending on the phase of the process. Such request must state the extension sought and explain what good cause exists for the requested extension. St. Jude Officer resolving the request for extension may, but is not required to, give the other Party an opportunity to object. Whether to grant such a requested extension will be in the sole discretion of St. Jude.
The Parties will be provided written notice of the modification of any deadline or time period specified in this policy, along with the reasons for the modification.
Where this policy refers to notice being given to Parties “simultaneously,” notice will be deemed simultaneous if it is provided in relative proximity on the same day. It is not necessary that notice be provided at exactly the same hour and minute.
Unless otherwise specified in this policy, the default method of transmission for all notices, reports, responses, and other forms of communication specified in this policy will be email using St. Jude email addresses.
A Party is deemed to have received notice upon transmittal of an email to their St. Jude email address. In the event notice is provided by mail or similar method of post (like FedEx, courier, etc.), a Party will be deemed to have received notice three (3) days after the notice in question is postmarked or otherwise marked as delivered by the carrier.
Any notice inviting or requiring a Party or Witness to attend a meeting, interview, or Hearing will be provided with sufficient time for the Party to prepare for the meeting, interview, or Hearing as the case may be, and will include relevant details such as the date, time, location, purpose, and participants. Unless a specific number of days is specified elsewhere in this policy, the sufficient time to be provided will be determined in the sole discretion of St. Jude, considering all the facts and circumstances, including, but not limited to, the nature of the meeting, interview, or Hearing; the nature and complexity of the allegations at issue; the schedules of relevant St. Jude officials; approaching holidays or closures; and the number and length of extensions already granted.
8.30 Other Forms of Discrimination
This policy applies only to Sexual Harassment. Complaints of other forms of sex discrimination are governed by St. Jude’s Non-Discrimination Policy.
St. Jude offers educational programming to a variety of groups such as: campus personnel; incoming students and new employees participating in orientation; and members of student organizations. Among other elements, such training will cover relevant definitions, procedures, and sanctions. To learn more about education resources, please contact the Title IX Coordinator
8.32 Outside Appointments, Dual Appointments, and Delegations
St. Jude retains discretion to retain and appoint suitably qualified persons who are not St. Jude employees to fulfill any function of St. Jude under this policy, including, but not limited to, the Investigator, Hearing Officer, Administrative Officer, Informal Resolution Officer, and/or Appeal Officer.
St. Jude also retains discretion to appoint two or more persons to jointly fulfill the role of Investigator, Hearing Officer, Administrative Officer, Informal Resolution Officer, and/or Appeal Officer.
The functions assigned to a given St. Jude official under this policy, including but not limited to the functions assigned to the Title IX Coordinator, Investigator, Hearing Officer, Administrative Officer, Informal Resolution Officer, and Appeal Officer, may, in St. Jude’s discretion, be delegated by such St. Jude official to any suitably qualified individual and such delegation may be recalled by St. Jude at any time.
St. Jude will ensure that St. Jude officials acting under this policy, including but not limited to the Title IX Coordinator, Investigators, Hearing Officers, Administrative Officers, Informal Resolution facilitators, St. Jude provided Advisors, and Appeal Officers receive training in compliance with 34 C.F.R. § 106.45(b)(1)(iii) and any other applicable federal or state law.
St. Jude will retain those records specified in 34 C.F.R. § 106.45(b)(10) for a period of seven years after which point in time they may be destroyed, or continue to be retained, in St. Jude’s sole discretion. The records specified in 34 C.F.R. § 106.45(b)(10) will be made available for inspection, and/or published, to the extent required by 34 C.F.R. § 106.45(b)(10) and consistent with any other applicable federal or state law.
Words used in this policy will have those meanings defined herein and if not defined herein will be interpreted according to their plain and ordinary meaning.
8.36 Discretion in Application
St. Jude retains discretion to interpret and apply this policy in a manner that is not clearly unreasonable, even if St. Jude’s interpretation or application differs from the interpretation of the Parties.
Despite St. Jude’s reasonable efforts to anticipate all potential circumstances in drafting this policy, it is possible unanticipated or extraordinary circumstances may not be specifically or reasonably addressed by the express policy language, in which case St. Jude retains discretion to respond to the unanticipated or extraordinary circumstance in a way that is not clearly unreasonable.
The provisions of this policy and the Hearing Procedures referenced in “Hearing ” are not contractual in nature, whether in their own right, or as part of any other express or implied contract. Accordingly, St. Jude retains discretion to revise this policy and the Hearing Procedures at any time, and for any reason. St. Jude may apply policy revisions to an active case provided that doing so is not clearly unreasonable.
8.37.1 Confidential resources
If a Complainant or Witness, other than a mandatory reporter or Reporting Official, desires to talk confidentially about an incident of Sexual Harassment or other sexual misconduct, there are resources available. The confidential resources listed below will not further disclose the information provided, unless otherwise required to do so by law (e.g., if the victim is a minor). In the case of St. Jude Spiritual Care Services, non-identifiable aggregated data may periodically be provided to the Title IX Coordinator so that St. Jude can analyze whether there are patterns or systemic problems of sexual misconduct in educational programs and activities.
|St. Jude Spiritual Care Services||262 Danny Thomas Place, Leading, 2212, Chili’s Care Center
901-595-3672 or 901-595-3670
|RAINN (24-hour Rape, Abuse & Incest National Network)||National Sexual Assault Hotline: 800-656-4673
https://hotline.rainn.org/ (online hotline)
8.38 Related Policies
8.39 External References
Title IX of the Education Amendments of 1972, 20 U.S.C. §1681 et seq.
8.40 Forms And Other Documents
Responsible Conduct of Research (RCR) is vital to conducting science in a rigorous manner. The St. Jude Graduate School of Biomedical Sciences provides appropriate RCR training for its enrolled students. Each degree program in the St. Jude Graduate School of Biomedical Sciences has specific RCR training requirements for enrolled students.
The PhD in Biomedical Sciences program follows the National Institutes of Health’s RCR mandate for scientific trainees. All students enrolled in the PhD in Biomedical Sciences program must complete at least eight (8) hours of RCR training every 4 years. Qualifying RCR training is administered by the Academic Programs Office (APO) in St. Jude Children’s Research Hospital. APO will record attendance for all RCR sessions and forward attendance rosters to the Assistant Dean. The Assistant Dean will notify the Registrar when students have completed their RCR training requirements. The Registrar will note RCR training completion on the student’s official transcript. Completion of RCR training is a mandatory entry on the student transcript.
Students enrolled in the MSc CI program who are concurrently postdoctoral trainees or otherwise subject to an RCR training mandate separate from their status as a MSc CI student will be responsible for fulfilling RCR training requirements outside of the Graduate School. A student who receives federal funding subject to RCR training mandates will be responsible for fulling that RCR training requirement outside of the Graduate School.
Students enrolled in the MSc in Global Child Health program will fulfill the Graduate School’s RCR training requirements by the successful completion of the “Research Methods in Global Health” course.
Students must complete the Collaborative Institutional Training Initiative (CITI) online courses on the protection of human participants and RCR before they can conduct research, see patients or review patient data.
Students must complete CITI RCR Training Program in Biomedical or Social & Behavioral Research, which provides a detailed overview of 10 core areas involved in RCR, within the first four months of the program.
The Graduate School follows St. Jude policy 10.04.013 without exception.
The Graduate School follows St. Jude policy 70.05.002 without exception.
Derived from St. Jude policy 10.04.002 (Owner, Katherine B. Steuer)
All agreements with vendors must comply with Graduate School policies on Relationships with Vendors (80.91.05) and St. Jude policies on Fraud and Abuse Compliance in Contracting (70.02.003). Agreements should contain applicable language pertaining to discounts, rebates, free items, and details on the value of the discount received. Any Graduate School employee with a question about whether an agreement complies with these policies should consult OLS for advice.
Contracts must be uploaded in CLM for review and approval prior to being signed by the Authorized Signatory (see signatory matrix).
|Title||Dollar Limits (Annually)||Limited to:|
|St. Jude CEO||Over $1,000,000||Within the approved budget. Exceptions require St. Jude Board approval.|
|EVP or CFO||Up to $1,000,000||Within the approved budget.|
|Graduate School Dean
||Up to $200,000||Within the approved budget.|
|SVP/COO||Up to $100,000||Within the approved budget.|
|Assistant Dean/Director of Institutional Research||Up to $75,0000||Within the approved budget.|
|Coordinator of Graduate School Operations
||Up to $5,000||Within the approved budget.|
Derived from St. Jude policy 10.04.006 (Owner, LaKeisha Sisco-Beck)
The SJERMT, with input from the GSERMT is responsible for providing information about the following:
Derived from St. Jude policy 10.04.009 (Owner, McGehee Marsh)
Derived from St. Jude policy 10.04.017 (Owner, McGehee Marsh)
i. Is the dog’s presence required because of a disability?
ii. What work or tasks is the dog trained to perform?
A. Once identified as a service dog, the Security Coordinator or designee will confirm with the handler that the dog is house broken.
B. If the dog is not house broken, the Security Coordinator or designee will advise the handler that for health and safety reasons institutional policy does not permit dogs who are not house broken on Graduate School or St. Jude campus or in the St Jude Graduate School or St. Jude housing.
C. If the dog appears ill or unclean, will be staying in St Jude Graduate School housing, or will be on the St Jude Graduate School or St. Jude’s campus for an extended period, the Nursing Coordinator and Security Coordinator or designee may request the handler to provide veterinary records verifying the dog’s health.
D. If veterinary records are provided, the Security Coordinator or designee will review the records for completeness and scan the records into Milli under the legal tab. The Security Coordinator or designee will also send a summary email to the Service Animal distribution list, the SVP/COO and the Graduate School Coordinator.
E. If veterinary records are not available, the Security Coordinator or designee will advise the handler that for health and safety reasons, including those of the dog, institutional policy requires that all vaccination records be up-to-date and completed at the handler’s expense. The Security Coordinator or designee will require that records be brought in prior to allowing the dog access to the Graduate School and St. Jude campuses or housing and will provide the handler with a list of local veterinarians and boarding kennels, if needed.
F. The Security Coordinator will scan the Service Animal Evaluation form into Milli under the legal tab for all patients and caregivers.
G. If the service dog belongs to a student or staff member, the Security Coordinator or designee will issue a St. Jude badge for the service dog to wear at all times while on the St Jude Graduate School and St. Jude campuses and in the St. Jude Graduate School or St. Jude housing. This badge ensures staff that the dog has been identified as a service dog and decreases the chances of the owner being approached about clearance repeatedly.
H. If the service dog belongs to someone other than a student or staff member, the Security Coordinator or designee will issue a temporary, 24-hour St. Jude visitor service dog badge for the dog to wear while on the St Jude Graduate School and St. Jude campuses.
I. All handlers will be provided with the educational handout, ‘Service Animals on the St Jude Graduate School and St. Jude Campuses’. The handout is also available on the Graduate School website
J. When a student or staff member needs to access an area from which service dogs are restricted or must be removed, an alternate room will be made available for the service dog and handler.
K. Due to strict infection control guidelines, additional requirements are needed for service dogs to be outside the outpatient setting. These requests will be evaluated individually and may not be allowed if it is determined the presence of the dog may compromise patient health or safety in any way.
A. A Graduate School student or staff member who requires a service dog or requests the use of an emotional support animal should contact Occupational Health to request the appropriate forms. The forms are to be completed by the student or staff member’s physician and any trainer and returned to Occupational Health. Occupational Health will submit the completed forms to the ADA/Workplace Accommodation Committee for reasonable accommodation review, according to St Jude Policy 200.150.
B. If the ADA/Workplace Accommodation Committee determines that the animal will be permitted on campus as a reasonable accommodation, the owner is required to provide a copy of the dog’s veterinary records. Once that process is successfully completed, the handler will be referred to Security for the appropriate badge, and provided with the educational handout, Service Animals on St. Jude Graduate School and St Jude campuses.
C. If a person in the student’s or staff member’s work area has an allergy to or is fearful of the dog, the person should contact either Employee Relations or Occupational Health. The ADA/Workplace Accommodation Committee will consider the needs of both individuals in seeking an efficient resolution.
A. Upon arrival at the Graduate School and St. Jude, a person with a service dog will be provided with the educational handout, Service Animals on the St Jude Graduate School and St. Jude Campuses.
B. At all times the care and supervision of the service dog is the responsibility of the dog‘s handler. Arrangements with friends or family to care for the dog are the responsibility of its handler. Graduate School and Hospital staff are not responsible for the care of a service dog and are not allowed to supervise, walk, water, feed, or clean up after a service dog at any time.
C. Service dogs must be house broken, and elimination must occur outside a St. Jude building along the perimeter fencing or in an unobtrusive area. The handler must pick up, and if necessary, clean up after the dog and dispose of waste in trash receptacles outside of St. Jude buildings.
D. If a service dog has an elimination accident (urine, feces, or vomit) inside a Graduate School or St. Jude building, the handler must remove the elimination immediately and clean the area using protective gloves and a St. Jude-approved disinfectant. Environmental Services will be contacted for access to an approved disinfectant. Environmental Services is not responsible for cleaning but is responsible for ensuring the cleaning was properly conducted. All materials used in the cleaning process must be disposed of properly per Environmental Services' Standard Operating Procedure (SOP).
E. If the service dog is suspected of posing a direct threat to the health or safety of others, or fails to remain under its handler’s control, Occupational Health should be contacted to complete an Individualized Service Animal Assessment form. This assessment is presented to the Graduate School and St. Jude Administration to determine within 24 hours whether the service dog will be allowed to remain on the Graduate School or St. Jude Campus.
Embedded in the core values of the St Jude Children’s Research Hospital Graduate School of Biomedical Sciences (“Graduate School”) is a commitment to ensure equal access to a quality higher education experience for a diverse student population. The Graduate School recognizes disability as an aspect of diversity that is integral to society and the Graduate School community. The Graduate School serves as a partner in fostering an inclusive and equitable environment for all Graduate School students.
The Graduate School is committed to providing equal access to educational opportunities for qualified students with disabilities or disabling condition, in accordance with state and Federal laws. To ensure equality of access for students with disabilities or disabling condition, reasonable accommodations, including auxiliary aids and services, are provided case-by-case through an interactive process with the Graduate School ADA Coordinator (“ADA Coordinator”). As a student with a disability receiving accommodation, it is important to know your rights and responsibilities outlined below.
Student understands that the Graduate School has the right and responsibility to:
F. Requesting Additional Accommodations
Accommodations are approved initially based on the needs and access barriers the student is encountering at that time. However, needs and barriers can change and/or evolve as a student progresses through an academic program. If a student encounters new barriers, emergent needs, or seeks to modify a current accommodation, the student can request additional accommodations by notifying the ADA Coordinator and completing a new Americans with Disabilities Act Student Accommodation Form and Americans with Disabilities Act Medical Accommodation Request Form, after which the ADA Coordinator will review and reengage in the interactive process.