Policies and Procedures
Evaluation Process
Peer review and self-evaluation are an integral and on-going
part of being a midwife. Evaluation of both midwifery knowledge and
clinical skills is an essential part of the Maternidad La Luz program.
Students receive a final grade for each quarter for the clinical and academic component of each Quarter.
Grades given for academic and clinical achievement are S = Satisfactory, U = Unsatisfactory or I = Incomplete. A grade of Satisfactory is equivalent to 80% or above.
Successful completion of the clinical requirements are necessary to advance
to the next Quarter. Students may be permitted into the next Quarter with incomplete academic assignments. If a student receives an incomplete clinical grade, they will be placed on probation and will not be able to attend births until the clinical requirements are met. An Unsatisfactory is given if the student has failed the Quarter. It
is possible for the student to repeat the Quarter after reapplying for admittance.
Academic Progress Evaluation Components
25% Homework : Students have readings and homework for every class taught at Maternidad La Luz. All
homework must be successfully completed to finish a quarter.
25% Class Participation : Students are graded on class participation.
50% Examination : Students have an end of quarter exam for the
First, Second and Third Quarter. At the end of Fourth Quarter the student
takes a comprehensive exam. An
80% grade on exams is considered a passing grade.
Clinical Progress
Evaluation Components
Birth Reports : After every
birth students write a summary and a
self-evaluation of each birth. These are turned in to the Academic
Director and become part of the permanent student record. All
Birth Reports must be in the students file before each end quarter evaluation.
Birth
Reviews : These forms are filled out by the students and
turned in to the staff midwife for comments and evaluation. Birth
Reviews serve a dual purpose. They provide feedback to the student
and provide the administration with another view of the clinical progress
of the student. These are turned in to the Academic Director and become
part of the permanent student record. All
Birth Reviews must be in the students file before each end quarter evaluation.
Mid-Quarter
Evaluation : Students undergo an evaluation in the middle of the
First Quarter. The staff fills out an evaluation form that is reviewed
by the student and the Academic Director or the Assistant Academic Director. The
student's progress is discussed at this time. If there are any clinical
or academic concerns in any other quarter, a mid-quarter evaluation may be
required. If a student is on probation there
will be a mid-quarter evaluation.
Clinical Hour Record Book : This booklet is kept by the students
for recording clinical hours. It gives students and administration an
easy way to review the quantity of clinical experience gained by each student. Statistics
from the record book are turned in at the end of each quarter.
End of Quarter Evaluations : The staff fills out an evaluation
form that is reviewed by the student and the Academic Director or the Assistant
Academic Director at the end of every quarter to discuss the progress that
has been made during that quarter. The same evaluation form is also filled
out by the student. A completed tally sheet of all attended appointments
and births, birth reports and birth reviews are a required component
of the evaluation. * Students
are given a copy of their written evaluation at the end of each quarter.
Completion
of Assignments
All unfinished assignments must be completed and turned
in within three months of leaving the program regardless of the student completing
one or nine Quarters. An extension may be granted on a case-by-case
basis.
Time Frame
Due to the intensity of the clinical component
of Maternidad La Luz, most students need the additional three months to complete
their academic assignments and receive a diploma. Completion of attendance
in the program may be extended over a reasonable time frame. The One
Year Program may be extended to a maximum of two years. The
Three Year Program may be extended to a maximum of five years.
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Graduation
Diploma : A diploma is provided upon successful completion of the accredited One
or Three Year Program. A student must successfully complete the One Year
or Three Year MEAC accredited program to receive a diploma. The
student must have passing grades on homework, class participation, examinations
and clinical experience.
Transcripts : Transcripts include academic
grades, clinical hours, clinical grades and a total of births attended. Transcripts
are available for any student completing any Quarter for a fee.
Certificate
of Attendance : A certificate
of attendance is provided for those students attending Maternidad La Luz on
short term placements, for those who are attending the Midwifery Seminars
or for students who do not complete the One Year Program. Students participating
in these non-accredited courses will not be graduates of a MEAC accredited
program. They
cannot advertise themselves as graduates of Maternidad La Luz nor will they
necessarily be eligible for NARM certification or Texas documentation as result
of their short course at Maternidad La Luz.
Upon graduation, Maternidad La Luz cannot guarantee any certification, licensing or employment in any jurisdiction.
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Grievance and Disciplinary Policies
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Complaints Process
Sometimes complaints occur about the school, clinic or between individuals. The
following policy was written to help students deal with their complaints.
Being able to deal with a complaint in a positive manner is part of being a good
midwife. Students are encouraged to first talk with the person involved
or may ask someone to help mediate.
Oral Complaints:
Students may make a formal complaint to any of the Directors at any
time. Oral
complaints are considered confidential.
Action on the complaint is dependent on the discussion between the Director and
the student. If the result is unsatisfactory, the written process may
begin.
To facilitate open communication, discussions at Birth Talks are not considered
part of the formal complaint process. A student may choose to make a
formal complaint about anything brought up at Birth Talks.
Written Complaints:
Students may write a formal complaint and give it to any Director
at any time. Written
complaints are not considered confidential.
Birth reports are confidential between the student and the Academic Directors. These
reports are kept in a locked office. Birth Reports are kept confidential
to enable students to express anything. Complaints written in the Birth
Reports are not considered part of our formal grievance process. A student
may choose to make a formal complaint about anything brought up in the Birth
Report.
All written complaints are addressed as soon as possible and no later than the
Quarterly Administrative meeting. The Director who received the complaint
will respond to the complainant with a letter stating that the complaint was
received and will be reviewed within 90 days. The complainant will be
notified of any actions taken.an request that the Grievance Committee be convened.
If the complaint involves individuals, the Director will mediate a discussion
between those involved. If this meeting does not resolve the situation,
the Grievance committee will be convened.
Students may begin the complaint process at any of the described levels.
All written complaints are kept in a "Complaint File" along with the decisions
or actions taken.
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Warnings
Warnings are an official notification to a student of a serious problem.
When a student problem is identified, a warning will be given by the Academic Director.
The warning, as well as any discussion and suggestions for remedying the problem will be noted in the student's file.
If the problem is not remedied within the time frame and conditions established by the Academic Director and the student, the student will be put on probation.
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Probation
A student may be placed on probationary status for the following reasons:
Failure to remedy a written warning.
Failure to complete any course/project on time without prior notification/discussion with the instructor and/or Administrative Director.
Failure to comply with the requirements, rules and policies of the school as described in the Student Handbook.
Determination by the Academic Director that a student is conducting herself in an unprofessional manner either in a clinical situation or in any situation in which the student is representing herself as a Maternidad La Luz student.
Disrupting the class, impeding or otherwise hampering the educational process of the School or Center.
Inability to act in the role of a student midwife, as determined by the Academic Director.
Unsatisfactory clinical progress at the end of a quarter. This is determined by the academic director and/or two clinical staff midwives. This will result in the student being placed on probation for the following quarter.
Unsatisfactory academic progress at the end of a quarter. Unsatisfactory academic progress means the student has not satisfactorily completed academic requirements. This does not refer to completion of all homework. A grade of incomplete is given in the case of incomplete homework.
Failure to pass an end of quarter exam.
An unexcused absence or continued tardiness.
A recommendation for probation from the Grievance Committee.
When a student is placed on probation, the student will be counseled regarding the terms of the probation, which shall be clearly documented in her file. The length of the probationary period and its terms will be determined by the Academic Director and/or the Grievance Committee on an individual basis.
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Suspension and Expulsion
A student may be suspended or expelled from the school for the following reasons:
The student's actions put a client or Maternidad La Luz in danger.
Failure to comply with the conditions of probation or to remedy the problems described under reasons for probation.
Failure to attend classes or show up for clinic work hours without approval by the Director.
Failure of the student on probation to achieve satisfactory progress for the probationary quarter.
Convicted of a felony related to midwifery or has not been rehabilitated from any other felony convictions.
Has a conviction involving a crime of moral turpitude.
Has been successfully sued for a midwifery act, fraud, or deceptive trade practice within the last 10 years.
Is currently in violation of any midwifery regulation in Texas or any other state or province.
Falsification of records.
The Academic Director has the authority to suspend a student immediately under any of the conditions described above. The Grievance Committee works with the student and the Academic Director to determine the conditions for reinstatement in all cases of suspension. This will be done within 30 days of the date of suspension.
In the case of expulsion, the Academic Director must consult with the Grievance Committee, who ultimately determine if a student is to be expelled. This decision takes into account the report and recommendation of the Academic Director, Staff Midwives, the student's overall performance in the program including clinical performance, general compliance with school policies and/or extenuating circumstances as appropriate.
During the period of suspension and after expulsion, the person shall neither participate in school activities nor represent herself as a Maternidad La Luz student, nor should she represent herself as a former student in good standing.
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Decision Process and Appeal
Any request for exception to stated policy or appeal of a decision should be submitted in writing to the Academic Director. The Academic Director will raise the issue with the appropriate committee for a decision.
If a student wants to appeal a decision made by the Academic Director and/or committee, a written request should be submitted to the Board of Directors. Ultimately, the Board, or, if the student requests, a Resolutions Committee established by the Board which includes a Staff Midwife chosen by the student, will review all appeals and make a final decision. This decision stands unless the Board determines it needs further discussion
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Verification of Clinical Experience
Many students need to verify their clinical experience for licensing or certification. Students are responsible for maintaining their clinical hours and numbers and documenting them in their Clinical Hour Record Book. Each student turns in the tally sheet from the Clinical Hour Record Book at the end of each quarter. This tally sheet is kept in the student's file as part of their records.
Maternidad La Luz will not permit students to make copies of client charts. Maternidad La Luz only verifies total numbers. Students turn in a tally of total numbers at the end of their course at Maternidad La Luz.
Official verification is available upon request for a fee.
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Access to Student Records
Maternidad La Luz maintains an open record policy. Student records are stored in a file cabinet in the office of the Academic Director to prevent unauthorized access and are protected against potential fire and water damage.
Students have access to their records during Quarterly and Mid-Quarter Evaluations. Students are given a copy of their clinical evaluations at the end of each quarter. Any student who wishes to review her file other than during evaluations needs to make an appointment with a Director.
Maternidad La Luz considers all student records to be confidential in nature; therefore a written release is required before information can be transferred to another institution.
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Confidentiality
A midwife deals with a client's current and past medical history and other information of a personal nature.
It is important to remember all information about a client is of a confidential and sensitive nature. None of this information should be discussed outside of the clinical setting. Caution should be maintained when speaking on the phone so that no breach of confidentiality is made.
The same respect for confidentiality should apply to personal relationships at the center. The environment at Maternidad La Luz fosters open communication and students are expected to respect the privacy of sister students and staff.
The names, addresses and phone numbers of clients, students and staff are never released without permission of the individual concerned. To respect client confidentiality when recording a client's information for student records, students are instructed to use the client's initials only.
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Student Attendance Policy
It is expected that students will attend all clinical shifts and classes. On occasion unpredicted and serious events arise that require an absence or a tardiness. It is the responsibility of the student to inform the Staff Midwife and a Clinical Director or Academic Director of any absence.
Clinic:
Each clinic day is important for both student learning and for the smooth running of the clinic at Maternidad La Luz. A monthly student clinic schedule is made up by the associate clinical director. The schedule is distributed to students approximately three weeks in advance. Students can make changes in the schedule by trading shifts with other students. This needs to be approved.
There is no time off scheduled during the First, Second and Fourth Quarters of the program. There is a two week vacation during the third quarter.
Students are expected to be present at clinic 15 minutes before the scheduled shift so that they can be settled in before starting the day. Shift begins at 8:00 am starting with a circle of students and staff who were on the previous shift. Clinical staff keeps attendance of students who are scheduled for the day, reporting anyone who is absent or tardy to the Clinical Director. Students are expected to work until 8:00 am the following day or until their clients have gone home and the birth rooms have been completely cleaned and restocked.
A student who becomes ill may need a day or part of a day to recuperate. If so, this must first be cleared with an Associate Clinical Director.
An unexcused absence may constitute review and probation or expulsion. A student who is late three times will be given a warning. Being late again may result in probation. Being late while on probation may be grounds for suspension or expulsion.
Classes:
Classes for the first and second quarter students are usually held on Sunday, Tuesday and Thursday form 1-4pm. Intern classes are usually held on Tuesday 1-4 and Wednesday 9-4pm.
A written record of absence or tardiness is kept. Absence from a class due to attendance at a birth is also noted on the attendance record. Academic staff keeps attendance at class and record P=present, A=absent, T=tardy or B=attending a birth during all or part of the class. Academic staff also record class participation as S=satisfactory or U=unsatisfactory. Students must remain alert and not sleep in class. Students who sleep during class will be given an unsatisfactory for class participation.
Students planning to eat in class must prepare food ahead of time.
These rules must be followed for smooth, safe functioning of the clinic, and out of respect for the staff, teachers and sister students.
In an excused absence or when missing a class because of attendance at a birth, the student will need to arrange to view the video of the missed class. The student will be expected to turn in the homework for the class and complete the readings.
An unexcused absence may result in a warning, probation or expulsion. A student who is late three times will be given a warning. Being late again may result in probation. Being late while on probation may be grounds for dismissal.
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Emergency Leave Policy
The Emergency Leave Policy was written for situations of family emergencies and for severe illness. We understand that students may need to be away from the clinic for some time in the case of an emergency. Students must first contact the academic and/or clinical directors to make arrangements.
A student can take Emergency Leave up to two weeks during the program. Emergency Leave is granted by either the Academic Director or a Clinical Director. Students taking the two week Emergency Leave must make up classes but do not have to make up clinical time. Class makeup is to be arranged between the student and the Academic Director. Some classes can be completed by watching a video, by making individual arrangements with an approved teacher or by taking the class when it is offered again. A student missing more than two weeks during a program will need to repeat the Quarter or make individual arrangements with the Academic Director.
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Missed Birth Policy
A student who decides not to attend a birth as primary, assist or documenter for any reason that has not been approved by the director forfeits her turn in the rotation. This means the student must mark an "X" in the next box on the Birth Rotation Chart.
The student needs to discuss her reasons for missing the birth with a Director. If this continues to happen, the student may be placed on probation.
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Dress Policy
We have found the need to establish a very specific dress protocol in order to respect the comfort level of our clientele and to have a professional appearance. Students must keep in mind that during their 24 hour shift at Maternidad La Luz they may be accompanying a client to a doctor's office or the hospital . Students are seen by other health care professionals as representatives of the El Paso Midwifery Community, and in a broader sense, all midwives. We recognize and appreciate diversity of expression and understand that it may be difficult to adapt to this protocol. However, students are asked to observe the following:
Students on shift wear their choice of scrubs. These come in many colors. They must be clean, ironed and presentable. Scrubs will be worn both during the day and at night. Scrubs with a printed hospital name may not be worn at the clinic. It is a good idea to keep spare scrubs at the clinic in case of accidental splashes.
Closed-toed shoes have to be worn at all times in the clinic and must be clean and professional-looking.
Hair needs to be neat and pulled back.
Fingernails must be cut short.
Deodorant should be used, especially during warm weather.
Bras should not be showing.
Tattoos must be covered.
Any piercing other than in the nose and ears may not be shown.
Sleep wear for the night consists of scrubs.
Be aware of Infection Control Procedures. These measures have been adopted for student and staff protection as well as the client's protection.
Students need to be mindful of their appearance whenever they come to the clinic. Students need to be aware that clients view staff and students as professional care-givers. If students are unsure about the appropriateness of their clothing, they are to ask the Director. If a student's attire is found to be inappropriate for the clinic, the Director or staff midwife will ask the student to change.
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Legal Responsibilities
Although students will be working under the direct supervision of a documented
midwife, they must be aware of the rules and regulations guiding midwives and
birth centers in Texas. Policies for student midwives involve adherence to several
official documents, the most important being the Texas Midwifery Standards . A
copy of the Texas Midwifery Standards is located in the Protocol Book.
A copy of the Protocol Book is kept in the clinic so students can refer
to them often. All protocols must be followed. All students receive a
copy of the Protocol Book at the beginning of classes.
Car
All students on shift are responsible for having a car in good working
condition in case of a transport to the hospital or doctor visit.
Car insurance is required by the state of Texas.
Visitors
MLL welcomes visitors to the center for a 24 hour
shift.
All visitors must be approved by the director before coming to the center.
Student's children are not allowed at the center
Pets are not allowed at the center
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Student Services
Library: Maternidad La Luz has a lending Library. The school library includes all
required books, ample references and additional resources. All classes
are videotaped and stored in the library. The school subscribes to current Midwifery
journals. The El Paso Public Library has branches in several parts of town. The
University of Texas at El Paso Library as well as the Texas Tech University
Health Science Center and Library are within a few minutes from the center.
Computer: A
computer is available for student use upstairs in the clinic building. It
is internet accessible. Students with an E-mail address can access their
mail with this computer.
Tutoring and Advising: The assistant academic director will
be available one day a week for individual tutoring.
All directors are available if a student has an issue that needs to be discussed. A
resource list is accessible to anyone who may need professional counseling.
Job opportunities, conferences and other educational opportunities: MLL
maintains several bulletin boards where employment and educational opportunities
are posted. The MANA News is also posted to give the students information
on current political issues and job opportunities. The midwifery journals
that MLL subscribes to also regularly list job opportunities. The large circle
of MLL
alumni provides students with a large number of midwives with which to net
work . The library keeps a current book of midwifery legislation.
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Student Input
Student input is very important and valued at Maternidad La Luz. The following is an outline of some of the formal ways in which students can be assured of their input into the academic and clinical program at Maternidad La Luz.
Each Birth talk class begins with a request for student input in terms of clinic, classes or personal issues. This input is desired and respected and, as a result, many changes have been implemented at Maternidad La Luz.
Students are members of all committees at Maternidad La Luz.
Students complete evaluation forms for classes.
Students complete evaluation forms for each clinical and academic instructor
Students complete an end of course evaluation.
Students are involved in hiring new staff. Potential staff spend at least one shift at the center. Student's opinions are solicited and documented in consideration of the hiring.
Every three years an evaluation is sent to past students reviewing their time at Maternidad La Luz and what progress they have made since leaving the program.
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Maternidad La Luz Committees
The midwifery program at Maternidad La Luz provides opportunities for representation
of staff and students on in-house committees. All students may serve
on the following committees at Maternidad La Luz:
Grievance Committee
The purpose of the Grievance Committee is to respond to written complaints. It is composed of one Director, one Staff and one student. The Director who received the written complaint convenes the committee. Committee members are elected by their peers. The Grievance Committee hears the complaint and makes a decision. Everyone involved must abide by the decision of the Grievance committee. There is an appeal process. To make an appeal, an appointment must be made with the Board of Directors, Deborah Kaley and Steve Barowsky.
Program Committee
This committee reviews suggested revision to the syllabus and the curriculum. The process of curriculum review and revision is done to ensure consistency with the philosophy, goals and objectives of Maternidad La Luz, MANA Core Competencies, NARM Certification requirements, updated MEAC guidelines and Texas midwifery rules. Committee members are expected to integrate into the program at Maternidad La Luz new developments in health and education and current standards in midwifery. This committee also reviews current learning material for its appropriateness for the educational program. Suggestions from all staff, students and graduates are reviewed and incorporated where possible. This committee is scheduled to meet at least once in February and in August. Additional meetings will be scheduled as needed. Members of the Program Committee include: The Academic Director or Clinical Director, and/or Assistant Academic Director, one staff and at least one student.Admissions Review Committee
This committee reviews all new applications. All current Staff Midwives and currently enrolled students are members of this committee. This committee meets on a regular basis as new applications are received frequently throughout the year. After the Academic Director checks the application, staff midwives review it. The staff make their recommendations and document their comments in the applicant's file.
The students participate in phone interviews. The students fill out a form asking and answering questions of all potential new students. This completed form, as well as a general impression of the new applicant is documented and placed in the applicant's file. The Academic Director takes all comments from staff and students into consideration when making afinal admission decision.
Clinic Improvement Committee
The purpose of this committee is to make suggestions for the physical improvements of the center as well as to assist in the every day running of Maternidad La Luz. Special attention is focused on how this impacts client care. This committee also revises protocols for the clinic, handouts for the clients and miscellaneous papers used at Maternidad La Luz. This committee is scheduled to meet at least once in February and in August. Members of the Clinical Improvement Committee are the Clinical Director, a staff and two or more students.
All committees submit their minutes to the Academic Director. Minutes are reviewed during the Quarterly Administrative Meeting where decisions and plans are made to implement suggestions. The Quarterly Administrative Report documents any decisions made regarding committee recommendations.
Resolution Committee
The Resolutions Committee will be established by the Board it includes the Board of Directors , Deborah Kaley and Steve Barowsky, and a Staff Midwife chosen by the student. They will review all appeals and make a final decision.
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