Program Policies

Attendance

Students are required to attend all assigned lectures, laboratories, seminars, and clinical assignments. Absences are excused only for illness or personal emergency, and students must notify the program director in advance of an expected absence. Students with three unexcused absences or late arrivals will be dismissed. An unexcused absence or late arrival is one where the student fails to notify the program director in advance. Each student is allowed twelve personal days that may be used for vacation, sickness, or interview days. In addition, the Duke Eye Center is closed for eight holidays yearly as follows: New Year's Day; Martin Luther King, Jr. Day; Memorial Day; Juneteenth; Independence Day; Labor Day; Thanksgiving Day; and Christmas Day.

Registration and Drop/Add Policy

Registration in the Ophthalmic Technician Program is offered on a full-time basis only and part-time enrollment is not allowed. All required course registrations are processed in the Office of the Registrar in the School of Medicine. As the program is only offered full-time, and all courses are mandatory, dropping and adding courses is not permitted.

Grading Standards/Satisfactory Progress

Final grades for all courses are assigned on the following basis:

A	90-100%
B	80-89%
C	70-79%
F	69% or below
P	Pass
F	Fail

Letter grades are earned on a percentage basis. The student must maintain a minimum of C in all coursework. The initial three-month period is considered probationary. Students may be dismissed for any breach of the Duke School of Medicine Code of Professional Conduct or the Duke Ophthalmic Technician Program General Policy Statement. The student must maintain a C in all coursework to continue on to the clinical portion of the program.

In didactic sections, a minimum grade of C (70%) will be required on all assignments and examinations. If the student does not achieve a C, one retake may be allowed, at the discretion of the instructor. To achieve a score of C (70%), the student must earn a minimum grade of B (80%) on the retake. If a C is still not achieved the student will be placed on academic probation. Academic probation is a condition where the student is warned that he/she/they must study and bring up the grade through individual effort. If the student fails to achieve a C a second time, while on academic probation, he/she/they will be withdrawn from the program. The Office of the Registrar in the School of Medicine will be notified in writing of the student’s status of academic probation and the status will be noted on the student’s academic transcript at the completion of the semester(s) during which this status is assigned.

Laboratory skills will be evaluated on a Pass/Fail basis. The student may have one retest if initial testing is not successful. Retests are at the discretion of the instructor.

Professionalism

Students will also be evaluated based on reliability, appearance, professional conduct, and compliance with the Duke School of Medicine Code of Professional Conduct as well as the Duke Ophthalmic Technician Program’s General Policy Statement. Failure in any of these areas may result in dismissal from the program. Students with any issues about coursework or rotations are to follow the hierarchy of program director, then medical director, then School of Medicine authorities.

Appeals of Course Grades

A student may appeal a course grade by writing the program director and medical director, providing factual evidence for changing the final course grade. Appeals will be considered individually on their merits and will not be considered precedent. The program director will notify the student in writing of the appeal decision within three weeks of the appeal.

Appeals of Academic Status (Academic Probation or Withdrawal)

A student placed on academic probation or withdrawal from the program may appeal by indicating in writing to the program director reasons why he/she/they did not achieve minimum academic standards and factual evidence to support changing the academic standing. Appeals will be considered individually on their merits and will not be considered as precedent. The program director will notify the student of the decision of the appeal in writing within three weeks of receipt of the appeal.

Leave of Absence

The Duke Ophthalmic Technician Program is an accelerated program. Time away will result in missing necessary hours, and important information. Excessive time away must be made up. A leave of absence is discouraged, however may be considered on an individual basis. Requests must be submitted in writing to the program director.

Withdrawal

If a student withdraws, including involuntary withdrawal for academic reasons, tuition may be prorated according to the following schedule:

Before classes begin:	Full amount
During first or second week:	80%
During third to fifth week:	60%
During sixth week:	20%
After sixth week:	none

Student fees are nonrefundable after classes begin.

Historically, voluntary withdrawals are initiated at the request of the student. Working with the program director, a mutual decision is reached with regard to the effective date of the withdrawal and any academic penalty to be assessed. Per letter, the program director will notify the offices of the registrar and financial aid in the School of Medicine. The Office of the Registrar will process the withdrawal and remove the student from any current enrollments. The Office of Financial Aid may revoke any financial aid that has been awarded and/or disbursed. The student should also contact these offices to ensure the student has fulfilled all responsibilities with regard to this process. The student’s permanent academic record will reflect that he/she/they was enrolled for the term and that he/she/they withdrew on the specific effective date. A student, in good academic standing, who withdraws from the program may return to the program at a future date at the start of the semester corresponding to the semester from which they withdraw.

Code of Professional Conduct

Students enrolled in the Ophthalmic Technician Program are expected to adhere to the program’s General Policy Statement and to the Duke University School of Medicine Code of Professional Conduct as detailed in the Policies for all School of Medicine programs found elsewhere in this bulletin.

Academic Probation and Suspension

Academic probation may become necessary if a student’s academic performance falls below the minimum standard of the program. The program requires a minimum of a C on all course work. Good academic standing may be restored if, after a predetermined length of time, the student’s grades improve to an acceptable level. Academic probation may also be necessary if a student fails to comply with the program’s General Policy Statement or the Duke School of Medicine Code of Professional Conduct. The Office of the Registrar in the School of Medicine will be notified of the student’s status of academic probation or suspension and the status will be noted on the student’s transcript at the completion of the semester during which the status is assigned. If the student successfully returns to good academic standing from academic probation, the student will be removed from academic probation; if the student is suspended, however, the statement will remain permanently on the transcript. Good academic standing may be restored if the student’s conduct improves and meets the standards established by the program’s General Policy Statement and/or the Duke SOM Code of Professional Conduct. Failure to improve grades or conduct may result in suspension from the program. Egregious or unlawful conduct will result in immediate suspension.

Computer Technology

A personal computer and a personal cell phone are necessary tools for success in the program. Four computers are available in the classroom for student use. A shared calendar is used to communicate the week’s activities, assignments, and clinical rotations. All students receive a Duke email account to use during their time in the program. To minimize disruptions during the clinical rotations, cell phone text messages are often the communication method of choice.

Transportation Required

Students will rotate to clinical sites located away from the university campus. The student is responsible for reliable transportation to these sites.

A-OPT-C - Ophthalmic Medical Technician Certificate

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