Institute Polices and Procedures

Computer Use Policy

The Institute offers computing, information and technology resources in support of the Institute's mission to pursue the highest standards of learning, research, and instruction. Included in these resources are computers, classrooms, laboratories, and staff offices connected to the Internet through the Partners HealthCare System Inc.’s data network, network printers, proprietary software licensed for use on Institute computers, access to Internet resources, and access to databases and other electronic educational resources; primarily through MGH Treadwell Library. Students, faculty and staff are provided a logon to the Partners network and email address. All users must comply with and are required to sign the Partners’ Electronic Communications & Acceptable Use Policy. The use of these resources is a privilege, not a right of membership in the Institute community, and is non-transferable. It is intended solely for the administrative and educational purposes of the Institute community. These privileges are only made available to current students, faculty, and staff.

State and federal laws as well as official Institute policies govern usage of computing resources. In instances where data is transferred across the Internet or other networks, users are advised that acceptable use policies of those other networks may limit usage. Since March 2010, compliant with state law, all laptop computers and mobile devices connecting to the Partners network must be encrypted or pass code protected respectively.

The Institute reserves the right to change its usage policies and procedures at any time, including setting limits or prohibiting access, and to limit individual storage space on network servers.

User Responsibilities - Users agree as a condition of use to accept personal responsibility for considerate, ethical, and responsible behavior in using available resources including:

Respect for the rights of others including privacy and freedom from offensive intrusion.
Respect for intellectual property and ownership rights.
Adhering to all applicable copyright laws and licenses, copying only software distributed as 'freeware' or 'shareware.' Infringement of copyright laws may subject persons to fines and/or imprisonment.
Understanding and implementing basic user skills.
Insuring account and network security.

Unacceptable Use

Unacceptable use includes but is not limited to:

Use of resources for commercial purposes of any type.
Transferring use to another individual or organization without prior approval of the Chief Information Officer.
Unsolicited advertising.
Promoting or procuring pornography.
Creating, sending, or forwarding electronic chain letters.
Harassment of others.
Violation of state and/or federal laws or Institute policies.
Misrepresentation of identity and/or account.
Creating and/or willfully disseminating a computer virus.
Promoting personal agendas.

Security

Security of systems and data is an issue that the Institute takes very seriously. The Institute will take all necessary measures, within the limits of available resources, to ensure the security and integrity of the system. This includes, but is not limited to, the daily archiving of all data on the network server, the use of firewalls, and the maintenance of system passwords and appropriate user access.

As a matter of policy, the contents of users' files or email are not monitored and individual privacy is respected whenever possible. However, in the event of system failure due to corrupt files, monitoring of data may be necessary to maintain the proper operability of the system. In such an event the owner of the files will be provided notice whenever possible. Because of the proliferation of hackers, the privacy of individual files cannot be guaranteed.

Access to offices may be necessary for troubleshooting and routine maintenance or upgrades. In these instances prior notice will be given whenever possible, but in the event that contact cannot be made within a reasonable amount of time, access may be necessary without explicit consent. In these events, only the Office of Information Technology staff will access such offices.

Addition of Software and Hardware

The Institute will make every attempt to ensure the functionality of standard network hardware and software on available computers. This functionality cannot be guaranteed if the user adds hardware and software after the computer's original configuration. Hardware or software that is incompatible with network resources may be disabled. Workstation users should allow ample free disk space on their hard drives at all times.

In addition, the following policies apply to Institute computers available in classrooms, labs, and study areas:

Use of Institute facilities is limited to current Institute students, faculty and staff. Use by other persons is strictly prohibited.
Academic work by students takes precedence over all other uses of the computers. The primary function of these resources is for work-related academics. All other uses are considered secondary. Persons engaged in recreational usage will relinquish the computer to students needing the computer for academic work.
Files are to be saved to the user's own Partners provided Home Drive (H: Drive) or encrypted USB drives or other similar media and not to the computer’s hard drive. It is the user's responsibility to provide his/her own media. Files saved on the hard drive will be deleted without notice.
Software that is copyrighted may not be copied. Students may not install any software program or utility on Institute computers without written permission of the Office of Information Technology.
Only software that is properly licensed will be installed on Institute computers.
Students may not remove any icons or programs from Institute computers, nor alter any programs.
The Institute assumes no responsibility for lost or corrupted data on any computer.
Students should limit their time on the computers to two hours unless there are no other users waiting.
External storage media should be scanned for viruses each time one is inserted in the computer.
Students are responsible for properly exiting (logging out) any programs and Windows.
If a technical problem occurs with either the hardware or software, users should not try to fix it but contact an Institute Information Technology staff person immediately.

Consensual Relationships Policy

Consensual Relationships Policy regarding Faculty or Staff and a Student

I. INTRODUCTION:

As a center of academic excellence and professional integrity, it is the goal of MGH Institute of Health Professions to ensure the opportunity for students to learn and inquire freely. For productive learning and the work that supports it to occur, members of the Institute community – faculty, staff and students – should pursue their responsibilities guided by a strong commitment to principles of mutual trust, respect and confidence, as well as professional codes of conduct.

Students should be free to develop relationships that supplement formal classroom instruction, and employees should be free to develop friendships and engage in social contact with supervisors and fellow employees. In most cases, social interaction among supervisors and employees, between fellow employees, and among faculty and students will benefit the entire academic community by promoting interchange of ideas, building mutual trust and respect, facilitating communication, and reducing misunderstandings.

However, dating, romantic, and/or intimate relationships between Institute students and faculty or staff employees, even if consensual, can negatively impact the educational environment for students. Power differentials---whether real or perceived---can diminish a student’s ability to give meaningful consent to such a relationship. An employee’s ability to provide services without partiality is suspect when the employee and the student have a dating, romantic or intimate relationship. Furthermore, the dissolution of these relationships can create discord and significantly impair the normal operations of the Institute.

Dating, romantic, and/or intimate relationships between employees, even if consensual, in which one employee exerts authority or influence over the other employee in the working relationship, can negatively impact the work environment for other employees. Furthermore, friendships and romantic relationships conducted outside of the workplace between two employees when there is a power differential in their employee-employee relationship can create problems including conflicts of interest, favoritism, and low morale.

II. POLICY

A. Definitions
1. Consensual Relationship --- Dating, romantic, and/or intimate relationships willingly undertaken by both parties. The Consensual Relationships Policy does not alter, but is in addition to all federal and state laws regulating interpersonal conduct.
2. Faculty --- An employee of the Institute who has instructional, advisory, evaluative, supervisory and/or other professional responsibilities. The category of Faculty includes but is not necessarily limited to: Instructor, Assistant Professor, Associate Professor, Professor, Faculty Emeritus, Part-Time, Term Lecturer, Teaching Assistant or Administrative Faculty.
3. Staff --- An employee of the Institute other than Faculty.
4. Student --- An individual enrolled, or eligible to continue, in any full-time or part-time coursework or program of the Institute.

B. Prohibition of consensual relationships between faculty or staff and a student
The Institute prohibits consensual relationships of a dating, romantic and/or intimate nature between faculty or staff and any student. This policy is rooted in the recognition that faculty-or staff-student relationships are inherently unequal and contain an element of superiority or power. Consensual relationships between faculty or staff and students may give rise to the perception that there is favoritism or bias in educational decisions affecting students. These perceptions undermine the spirit of mutual trust, respect, and confidence, as well as professional codes of conduct that are an important part of the Institute community. This policy further ensures the provision of a learning environment free from sexual harassment.

On occasion, an employee will have a dating, romantic, or intimate relationship---or marriage or domestic partnership---with an individual who then becomes a student, or an individual with a pre-existing relationship with a student becomes an employee. It is the obligation of the employee to disclose this relationship with a current IHP student to Office of Human Resources and the Office of Student Affairs. It is the obligation of Human Resources, in consultation with appropriate academic or administrative personnel and the Office of Student Affairs, to take the steps that he or she deems necessary to ensure that the educational experience of the respective student---as well as other students in the Institute---is not materially affected by the dating, romantic, and/or intimate relationship. Since individual cases may vary, Human Resources, in conjunction with the respective academic or administrative personnel, has discretion to consider specific circumstances---the nature of the relationship, the specifics of the student’s academic program, the employee’s duties, and constraints on the Institute---in fashioning these steps. The steps can range from no action, to the recusal of the employee from matters involving the student, to changes in the duties of the employee.

D. Violation of the Policy:
Failure to disclose that a consensual relationship developed or exists will be deemed a violation of an ethical obligation to students, employees, colleagues, and the Institute.

Employees who violate this policy are subject to disciplinary action up to and including termination of employment. Complaints of violation of this policy should be reported to the Office of Human Resources.

Faculty and Student Travel Policy

This policy establishes approval policy for faculty and student travel 25 miles beyond their home or Institute area that is within the scope of the faculty and students duties but not part of a course requirement or clinical affiliation.

Application: All faculty and students

Compliance Responsibility: Program directors

Policy and Procedure:

When a faculty member and/or student travels 25 miles beyond their home or Institute area for activities related to the faculty member and/or student(s) scope of responsibility (e.g. a research project), but not part of a course requirement or clinical affiliation, the faculty member submits the Faculty and Student Travel Form to her/his Program Director for approval in advance of the travel.

It is filed in the faculty member(s) program file and a copy is submitted to the Office of Enrollment Services to the attention of the Registrar for filing in the student(s) file.

Fundraising Policy

Regulations for Student Organization Fundraising

Must have official status to raise funds or use the Institute logo or banner
Will register events with the Office of Student and Disability Services and have them listed on the Institute calendar
May use only ONE table of goods on the third floor hallway for a period of five consecutive school days on three occasions per semester
Will return any tables or furniture used for their sale to the appropriate places at the end of each working day
May not sell on the third floor during other Institute or Institute-hosted events
Will be responsible for storing all goods

Injuries or Illness during Educational Activities

In the event of any injury or illness that occurs to a student during any educational activities, the Institute will assist the student in finding appropriate medical care, however, the student will be responsible for any medical expenses through his or her health insurance policy or otherwise. The MGH Institute of Health Professions assumes no responsibility for the costs of health care associated with activities that are part of its educational programs.

Latex Allergy Policy

Policy:

Provide an environment that is as latex-free as possible for employees and students.

Purpose:

To assure learning and working environment that is as latex-free as possible. Latex-free environments are seldom available in either clinical or academic settings. Therefore, the following information is being presented to inform employees and students of the potential risks associated with exposure to latex.

Definition:

Latex allergy is a reaction to proteins which are in natural rubber. Allergic reactions to these proteins are usually immediate but may be delayed in some instances. Approximately 8-12% of health care workers are sensitized to latex. People who are most at risk are people who have tendencies toward allergic conditions, people with spina bifida and people who have food allergies. Risk is minimized by using powder-free gloves and avoiding using oil-based hand creams when wearing latex gloves.

A person is still exposed to latex residue of others working in the area or to latex present in the equipment, models and mannequins while wearing alternative vinyl or nitrile gloves. Although latex gloves are the most prominent source of latex allergen, many other products contain latex including, but not limited to:

Stethoscopes, catheters, respirators, and goggles
Blood pressure cuffs, medication vials, syringe connectors and wound drains
Endotracheal tubes, syringes, IV tubing and tourniquets
Erasers, paint, computer terminals, etc.

Program:

Employees and students who may have developed symptoms matching the definitions of latex allergy are encouraged to consult their primary care physician. Such consults are at the expense of the employee or student.

The responsibility of understanding the risks associated with exposure to latex during a clinical education and healthcare career, even when reasonable precautions are made lies with the employee or student who has the latex sensitivity. Such precautions may include carrying of an epi-pen by the individual or other recommendations made by the healthcare provider.

Use of latex gloves is prohibited within campus facilities of MGH Institute of Health Professions. In addition:

Latex-fee and powder-free gloves will be provided in all lab areas.
Use / display of latex balloons is prohibited on campus
Educational material on latex allergies will be provided to students / employees on an annual basis by human resources and office of student affairs (student catalog/faculty handbook). Included will be participating in Latex Allergy Awareness Month each October.
Personnel should be aware and help to identify existing items on campus that contain latex that may need to be eliminated or have warning labels posted
As existing equipment is replaced, non-latex equipment should be considered when purchased, if available. If non-latex materials are not available, skin contact precautions will be utilized with anyone who has a latex allergy or sensitivity.
Departments needing to use latex products should communicate accordingly to constituents and label or post warnings as needed about the use of latex and allergy sensitivities
The Institute is not responsible if a clinical affiliation site does not provide a latex free environment.
For Institute events employees are to use caterers who confirm non-use of latex gloves with food preparation. A list of current vendors who do not use latex gloves is located on the Intranet under Event Planning.
Latex restrictions in planning events are listed within the Event Planning Guide located on the Intranet and are to be followed by all employees.

For more information on latex sensitivity, i.e.,

What are the symptoms of latex allergy?
Who is at risk?

Please visit the following web sites:

American Latex Allergy Association: www.latexallergyresources.org

Center for Disease Control: www.cdc.gov/niosh/latexalt.html

Malpractice Insurance

Students who are officially enrolled participate in the MGH malpractice insurance plan, which covers them for their clinical experiences.

Smoking Policy

The MGH Institute of Health Professions, as an academic affiliate of Massachusetts General Hospital, accepts and endorses the conclusion reached by the Surgeon General of the United States and the Massachusetts Commissioner of Public Health regarding the hazards of smoking, and recognizes the limitations on smoking established by Massachusetts law. It also recognizes that as an institution of higher education dedicated to health care, it has an especially visible role in seeking to minimize those hazards.

The Institute campus is smoke free. Smoking is prohibited in the interior as well within 15 feet around the perimeter of buildings. Individuals who wish to smoke must do so at least 15 feet from buildings, doorways, and sidewalks.

If an individual has a complaint with respect to the smoking policy it should be sent in writing to:

MGH Institute of Health Professions

Manager of Operations

Charlestown Navy Yard

36 1st Avenue

Boston, MA 02129

Social Media Policy

Building community through social media

Social media is online media networks which foster relationships, conversations, and information sharing to connect and build virtual communities. There is a wealth of social media networks today, but most popular are Facebook, Twitter, LinkedIn, YouTube, Pinterest, Instagram, and Google+. The communication landscape has changed with the use of these digital tools. People can communicate among large groups of people online with common interests and goals, and in turn create valuable dialogue among community members.

The MGH Institute of Health Professions encourages the community to take part in these conversations and welcomes online discussion. It is important with the evolving digital landscape to provide guidelines and update them as appropriate, to promote best practices and consistent brand messaging regarding the use of online media. Below we’ve provided some Institute guidelines on the use of social media.

Best practices when contributing to and consuming social media

Professional Communication

When posting on social networks, blogs, and websites, keep in mind this is an additional vehicle of communication that lives permanently on the web. You are not only representing the MGH Institute of Health Professions community, but also your personal brand. We encourage dialogue and sharing opinions and ideas, but please be professional and respectful when communicating online as a member of the MGH Institute community.

Blogging, Websites, and Social Media Networks
It is common practice for those who work in a profession to discuss and write about their expertise or experience online in a professional blog or various social media networks, such as Twitter. The Institute requires that you provide a statement on any professional social media profile, blog, or website that states, "The views expressed on this [blog, website] are mine alone and do not necessarily reflect the views of the MGH Institute of Health Professions."

Sharing online creates valuable conversations, from which we can all learn, but please keep in mind that this is an extension of your role within the MGH Institute community and will be viewed by the public. If you are interested in blogging for the Institute, please click here for more information.

Note: When participating in a personal blog, website, or social media network, remember to adjust your privacy settings accordingly and use discretion.
Content Review

The Office of Communications and Marketing continues to monitor media content on the web to ensure the MGH Institute of Health Professions online reputation is consistent with our brand and represents the community accurately. Please be mindful that content posted is subject to review and should adhere to the Institute’s Computer Use Policy for students and the Partners' Acceptable Use Policy for all faculty, staff, and administrators. The Institute does not endorse or take responsibility for content posted by third parties.

Please use the MGH Institute Web Style Guide as a reference.
Consuming Media

Remember to listen to comments and think about conversations before posting online. Posts will be viewed by numerous audiences, should evoke thought and be relevant to the discussion. It can be easy to react with a quick post, but the posts remain permanently online and can be shared with ease.

Partners HealthCare - Social Media Policy

The MGH Institute of Health Professions is an academic affiliate of Partners HealthCare. All employees must comply with the Partners HealthCare Social Media Policy which outlines policies in reference to HIPAA, patient care, and the MGH community.

Official Social Media Sites at the MGH Institute of Health Professions

Request to Create Official Social Media Sites or a Blog

If you are interested in blogging for the MGH Institute or using a social media site to build an online community, please feel free to contact the Office of Communications and Marketing for further information.

Substance Abuse Policy

The MGH Institute of Health Professions is a drug-free workplace. As such, the Institute is committed to maintaining a safe, healthful, and efficient educational environment in which students can learn through a variety of experiences. It is the policy of the Institute to maintain an environment that is free of impairment related to substance abuse by any of its students.

Each student must notify the Institute of any state or federal drug-related charge for a violation occurring in the workplace or school, whether or not resulting in a conviction, no later than five business days after such charge. The Institute must notify the appropriate government agencies of any employee or student conviction.

The Institute expects students to be in a condition free of the influence of alcohol and drugs, and to remain so while they are at the Institute and carrying out educational responsibilities. Employees and students shall refrain from drug and alcohol abuse use as well as possession, sale, or unlawful distribution on Institute or MGH property. Violation of this policy may result in corrective action up to and including dismissal or discharge.

The MGH Employee Assistance Program (EAP) provides complete confidential help to students who suffer from alcohol or drug abuse and other personal or emotional problems. However, it is the responsibility of each student to seek assistance from EAP before alcohol and drug problems lead to corrective action, which can include dismissal for a first offense.

Non Discrimination and Title IX (Sexual Harrassment/Assault) Policies

The MGH Institute of Health Professions is committed to creating and maintaining a community in which all its members including students, faculty, staff, educational supervisors and visitors can live and work together in an environment free from discrimination.

Statement of Non-Discrimination

The MGH Institute of Health Professions does not discriminate on the basis of color, race, creed, sex, sexual orientation, gender identity or expression, age, disability, veteran status, marital status, status as a parent, or national origin. The Institute respects and values the diverse backgrounds of all people and welcomes them to fully participate in campus life.

This policy incorporates, by reference, the requirements of Title VI of the Civil Rights Act, Title IX of the 1972 Educational Amendments, and all relevant federal, state, and local laws, statutes, and regulations.

Title IX of the Education Amendments of 1972

Title IX is an all-encompassing federal law that prohibits discrimination on the basis of the sex of students and employees at educational institutions which receive federal financial assistance. Sexual harassment of students, which includes acts of sexual violence, is a form of sex discrimination. A number of different acts fall into the category of sexual violence including rape, sexual assault, sexual battery and sexual coercion. All such acts of sexual violence are forms of sexual discrimination covered under Title IX. The United States Department of Education's Office for Civil Rights (OCR) is in charge of enforcing Title IX. It states:

No person in the United States shall, on the basis of sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any education program or activity receiving Federal financial assistance. 20 U.S.C. § 1681

Title IX Coordinators

The Institute’s primary concern is ensuring the safety of students, employees and visitors and providing access to services. Duties and responsibilities include monitoring and oversight of overall implementation of Title IX compliance at the Institute such as coordination of training, education, communications, and administration of grievance procedures for students, faculty and staff. While compliance with this law is the responsibility of all members of the Institute community, any person who believes that discriminatory practices have been engaged in based upon gender may discuss their concerns informally or file a formal complaint of possible violations of Title IX with the following Title IX Coordinators:

Dean of Student and Alumni Services/Title IX Coordinator for Students
Bldg. 34, 2nd Floor, 1^st Avenue
Boston, MA 02129

Refer to Title IX (Sexual Harassment/Assault) Reporting Procedures for resolution of student complaints.

Please note that the IHP has long-standing policies to ensure that all members of its community work and learn in a safe, respectful and productive educational environment that is free from any type of discrimination and safety concerns. All IHP and DPT program policies are applicable whether students are participating in academic or clinical work on or off campus. Any student who has concerns about their safety may discuss them with their program advisor and/or the Dean of Student and Alumni Services who also serves as the IHP’s Title IX Coordinator for Students.

Director of Human Resources/Title IX Coordinator for Faculty and Staff
Bldg. 34, 2nd Floor, 1^st Avenue
Boston, MA 02129

Staff and faculty should also refer to the IHP’s Intranet HR Policies & Procedures’ Sexual Harassment Policy for resolution of complaints.

In addition, individuals may also file a formal complaint with the following Commonwealth and Federal agencies:

United States Equal Employment Opportunity Commission (EEOC), John F. Kennedy Federal Building, 475 Government Center, Boston, MA 02203; (1-800- 669-4000; http://www.eeoc.gov)

Massachusetts Commission Against Discrimination (MCAD), One Ashburton Place, Sixth Floor, Room 601, Boston, MA 02108; 617-994-6000; http://www.mass.gov/mcad

Office for Civil Rights (OCR), United States Department of Education, 33 Arch Street, Suite 900, Boston, MA 02110-1491; 617-289-0111; email: ocr.Boston@ed.gov; web: http://www.ed.gov/ocr

Unauthorized Use of Institute Name Policy

The Institute name and/or logo may not to be used for any event or by any organization without the permission of the Chief Communications and Marketing Officer. Anyone using the name and/or logo of the Institute for any commercial or personal endeavor without prior approval is liable to disciplinary action.

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