Professionalism Feedback Forms (PFFs) Policy

Authorizing Body:

Student Performance Review Committee (SPRC)

Date Issued:

August 1, 2011

Last Update:

June 16, 2025

Rationale:

One of the responsibilities of the School of Medicine is ensuring the professional education of all of its students. When behavior falls distinctly above or below expectations of professional conduct, faculty, and staff should submit Professionalism Feedback Forms (PFFs).

These forms may be used to highlight exemplary behavior and growth of a student or provide feedback as early as possible, for areas in which the student needs to improve. It is particularly important to formally address and document these issues because it creates a record that allows OUWB Student Affairs to detect patterns of either exemplary or problematic behavior that might otherwise be perceived as an isolated incident by individual faculty or staff.

Scope and Applicability:

All students enrolled in the School of Medicine

Standard Practice Guideline:

All OUWB faculty or staff who observe unprofessional conduct of a medical student or who wish to acknowledge exemplary professional behavior of a medical student who is enrolled in the School of Medicine, should complete a PFF (either an Acknowledgement of Exemplary Behavior PFF or Notice of Unprofessional Behavior PFF).

Staff, including residents, course and clerkship coordinators, etc., who encounter either exemplary or unprofessional behavior may submit PFFs and are encouraged to provide direct feedback to students. Faculty and staff are also strongly encouraged to meet with and provide direct feedback to students regarding their professional conduct. The Director of Student Professionalism will read and monitor these forms, notify students receiving PFFs for exemplary behavior, and meet with students who receive PFFs for unprofessional behavior to provide guidance and mentorship.

Procedures:

1. Student Notification: The author of the PFF is strongly encouraged to meet with the student to discuss the behavior of concern and to notify the student that a PFF will be submitted to the Director of Student Professionalism. The Director of Student Professionalism will notify and meet with the student to discuss the issue addressed in the unfavorable PFF.
2. The Director of Student Professionalism may choose not to take any further action after meeting with the student, or may refer the issue to the Associate Dean for Student Affairs & Career Development for possible referral to the Student Performance Review Committee (SPRC) based on the severity of the issue, multiple issues, or the persistency of the issue. The Director of Student Professionalism will maintain the PFF record.
3. In general, a student will be referred to SPRC if he or she receives three or more PFFs or for one egregious concern. The student may or may not be requested to appear in person before the committee.

Related Policies and Forms:

Academic Probation
Dismissal
OUWB Professional Code of Conduct
Student Performance Review Committees

Appendix:

Professionalism Feedback Form