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Policy No: 2161
Responsible Office: Student Affairs
Last Review Date: 04/01/2026
Next Required Review: 04/01/2028
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Policy No: 2161
Responsible Office: Student Affairs
Last Review Date: 04/01/2026
Next Required Review: 04/01/2028
Student Promotions and Evaluations Committee Recusal Policy
1. Purpose
All members of the Student Promotions and Evaluations Committee (hereafter referred to as Committee) are committed to a fair, objective, and impartial review of student performance. To ensure the integrity of the process, any member with a real, potential, or perceived conflict of interest regarding a student under review must recuse themselves from voting concerning that student.
2. Applicability
This policy applies to Whiddon COM M.D. degree-seeking students.
3. Definitions
A conflict of interest (COI) exists when a committee member’s private interests or professional relationships might interfere, or appear to interfere, with their independent judgment. Specific examples include, but are not limited to:
- Personal Relationships: Being a family member, spouse, partner, or close personal friend of the student.
- Clinical Relationships: Having served as the student’s primary care physician, mental health provider, or having provided any medical care to the student.
- Professional/Academic Ties: Serving as a formal research mentor, current employer, or being a direct supervisor for a clinical rotation where the student’s performance is currently being contested.
- Past Grievances: Having been involved in a prior formal grievance or legal action involving the student.
4. Policy Guidelines
This section delineates the principles by which the Committee and a member with a COI must abide in the event such a matter arises.
4.1. Self-Disclosure: It is the responsibility of the Committee member(s) to declare any known conflicts with the students on the agenda at the moment of awareness.
4.2. Recusal: Upon disclosure of a conflict, the member shall leave the room (or virtual meeting) during the voting period, as deemed necessary by the Committee Chair, Student Affairs Representative, and Institutional Representative, for that specific student.
4.3. Determination by Chair: If a member is unsure if a conflict exists, the Committee Chair (or a designated neutral third party), Student Affairs Delegate, and Institutional Spokesperson shall determine whether recusal is necessary.
5. Procedures
The minutes of the Committee meeting shall explicitly record the disclosure of the conflict and abstention from voting during the relevant portions of the meeting. The member(s) in question will not count toward the quorum for that specific vote.
6. Enforcement
N/A
7. Related Documents
The policies, operating procedures, and resources listed below relate to the SPE Committee recusal guidelines.
7.1 Student Promotions and Evaluations Committee Procedures