PharmD Student Handbook & Policy Library

This policy pertains to students originally accepted into the PharmD Class 2025 and prior. For students admitted after 2021, see Academic Success.

UB SPPS respects and welcomes students of all backgrounds and abilities. Within the scope of adherence to the Technical Standards, our school works with students to responsibly approach any barriers to success. In the event you encounter any barrier(s) to full participation in a course or rotation due to the impact of an ongoing or sudden disability, please contact the Accessibility Resources Office. The access coordinators in the Office of Accessibility Resources can meet with you to discuss the barriers you are experiencing and explain the eligibility process for establishing academic accommodations. You can reach the Office of Accessibility Resources at (716) 645-2608; 60 Capen Hall (North Campus) or 1 Diefendorf Hall (South Campus).

1. Contact Accessibility Resources to arrange an initial meeting. Make your request as early as possible.
2. Accessibility Resources may request documentation of your disability or a history of accommodation to help support your current request.
3. Provide a copy of your accommodation memo to each of your instructors by submitting this form. You will need a new Accommodation Memo each semester.
4. Faculty and staff will set up your accommodations.  

Note about service animals: There are service animals that are specifically trained to aid an individual, and there are emotional support or comfort animals. The ADA recognizes service animals. Emotional support animals are not recognized by the ADA. See Service Animals and Emotional Support Animals.

Financial Aid reviews student grades after each fall and spring term. All periods of enrollment are considered for Satisfactory Academic Progress.

Student pharmacists must attain 62.5% of their credits scored as H or S.

For questions about financial aid, please see Financial Aid.

All students are expected to be familiar with and abide by the SPPS Academic Integrity and Professional Conduct Policy. These procedures are to be followed for each and every instance of suspected academic integrity. The University community depends upon shared academic standards. Academic dishonesty in any form by any member of the University community represents a fundamental impairment of these standards.

Violation of this policy

A proven case of an academic/professional conduct violation against a student may result in his/her expulsion from the School of Pharmacy and Pharmaceutical Sciences and the University at Buffalo.

See Academic Progression.

See Academic Success

Class of 2025, see Academic Progression.

Class of 2026 and later, see Academic Success.

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Under extraordinary circumstances, students may petition for total academic withdrawal from a given term. Academic withdrawal is for the entirety of a student's registration in that term (i.e., these cases are considered on an all or nothing basis). 

Academic withdrawal from the term will be indicated on the transcript by the symbol W (withdrawal) next to each registered class. For the purposes of determining good academic standing/satisfactory academic progress, courses given W grades are considered to be attempted credit hours but are not considered to be successfully completed.

Students are required to meet with their advisor at least once a semester during the P1 year. Group advisement meetings are required for P2-P3 students with recommended individual faculty advisor meetings. It is recommended that P4 students meet with advisors once a year. All faculty pharmacists participate in advising.

For more information see: PharmD Advising

The permitted use of generative artificial intelligence (AI) by various software platforms (e.g. ChatGPT, Co-Pilot, other platforms) is governed by each course’s syllabus.  Student pharmacists must consult the syllabus for specific information.  Additionally, specific assignments may have varying permissions regarding allowable resources or tools. When in doubt about the allowable use of AI, resources, or tools, consult the course coordinator or preceptor.

Courses may prohibit the use of generative AI for all or some aspects of the course.  The use of AI, resources or tools when prohibited is a violation of UB’s and SPPS’s academic integrity policies.

See course syllabus for attendance policy.

Billing

• Log in to MyUB to manage billing, financial aid, and course registration transactions.
• Tuition e-bill notifications will be sent to your buffalo.edu email account.
• For any questions, contact Student Accounts.

Cost of Attendance/Tuition

• UB Tuition and Fees
• Financial Aid Cost of Attendance
• PharmD students are considered graduate/professional students. If enrolled in a dual degree program, billing is based on where the majority of credits are taken.
• Non-New York residents may apply to establish New York State residency for tuition purposes. For more information, see  New York State Residency Requirements for Tuition Purposes.

All students are responsible for checking their grades at the end of each term. Should a student discover a "missing grade" they should consult immediately with the instructor or the staff in the associated department. If blank, at the end of the following term an F grade will be recorded on the student’s record.

Audience: All UB SPPS students

Purpose: The purpose of this policy is to describe policies and procedures for the ‘Pharmacy Building’ as it pertains to building access & security, lab spaces, lockers, maintenance, lost & found, and smoking.

Policy:

BUILDING ACCESS and SECURITY:

• All UB Pharmacy Student have access to the School of Pharmacy Building between the hours of 8:00 AM – 5:00 PM. After 5:00 PM (including weekends), students must swipe into exterior doors, elevators and classrooms to be granted access to spaces they are allowed to access within the building.
• Students have 24/7 building access to all exterior doors, elevators and classrooms.
  The exceptions are as follows:
  Gumtow Library #260: 6:00 AM - Midnight
  Student Room #233: 6:00 AM - Midnight
  Computer Lab #268: 6:00 AM – 6:00 PM
  Computer Lab #345: 6:00 AM - Midnight
  
  
• Holidays and school breaks: if students need to access the building, it can only be done through Swipe Access ONLY.
• Students are not allowed in any restricted lab without the presence of a licensed Pharmacist.  Signs are displayed on the entrances to these spaces throughout the school.
• Any students experiencing issues with access to spaces designated to students can contact the school Facilities and Operations Manager, John DiMura (716-645-3002 or johndimu@buffalo.edu).
• Any suspicious activity noticed in the building should be reported directly to UB Police immediately (716-645-2222).
• Do not wait to report any issue that may be noticed.

GENERAL LAB GUIDELINES:

• Lab coats are to be always worn by students during their time within a designated lab space.
• Student should not bring any food or drink into a lab space or place any food or drink items in any fridge or freezer that is labeled “No food or drinks.”
• Walkways and floors must always be clear of debris.
• All containers within a lab space must be labeled – NO EXCEPTIONS.

LOCKERS ACCESS:

• All lockers are provided as is. Locker spaces are located on the first floor outside classrooms #125 & #190. Individuals are responsible for providing their own padlocks and are first come first serve.
• Report all loose bolts, hinges and other physical problems with a locker immediately to the Facilities Planning & Managing Office (716-645-3002 or johndimu@buffalo.edu). Any loss or damage should be reported to the Office of the FPMO immediately.
• Individuals should neither give their locker numbers, keys or combinations to anyone nor attempt to open any locker but their own nor open or tamper with any lockers.
• Individuals must take full responsibility for the items stored in lockers. Students are advised not to store valuable and irreplaceable property in their lockers.
• All perishable food and beverages and all opened or repackaged nonperishable food and beverages must be removed from lockers on a daily basis.
• No interior or exterior alterations or decorations may be added to the lockers. The user agrees not to mount any stickers, labels, or other materials through the use of adhesives, tape, magnets or other means to the exterior or interior surfaces of the locker. No interior or exterior structural modifications may be made to the lockers.

REPORTING MAINTENANCE ISSUES / CONCERNS:

• All maintenance / facility concerns can be reported to the Office of the FPMO directly by contacting John DiMura (716-645-3002 or johndimura@buffalo.edu). Clearly describe the issue in detail (i.e. location in building, description of the issue).
• Do not wait to report any issue that may be noticed.

LOST & FOUND POLICY:

See School of Pharmacy Lost & Found Policy.

SMOKING POLICY:

The University at Buffalo is committed to providing a healthy, comfortable, and safe smoke-free environment for its students, faculty, staff, and visitors. Organizers of and attendees at public events, such as conferences, meetings, lectures, social events, cultural and athletic events using University-managed property will be required to abide by the University at Buffalo Smoke-Free Policy.

• The official university calendar is issued by the Office of the Registrar. 
• Students may obtain a class schedule from the Registrar's website. 
• Students should carefully review syllabi for course dates.
• See instructions for viewing the SPPS Shared Outlook Calendar.
  

Students must keep their name and address updated through MyUB.

As soon as possible (i.e., within one week) following any change of name or address, a student must complete a Student Name Change form or an Address Change/Add Request form.

Audience: PharmD professional students at UB SPPS

Purpose: The purpose of this policy is to direct students to the Pharmacist Code of Ethics.

Policy: Students are encouraged to review the principles of the Code of Ethics for Pharmacists (adopted by the membership of the American Pharmaceutical Association October 27, 1994).

Comprehensive Conduct and Respect Policy (CCRP): Fostering a Safe and Inclusive Community

Audience: All PharmD professional degree students at UB SPPS

Purpose: The purpose of this policy is to provide guidance and resources related to several professional identity issues that students may encounter.

Policy: We not only intend to provide our students with the knowledge they need to succeed as pharmacists, but also to develop their character to graduate pharmacists with a strong professional identity. Thus, it is imperative that the School community upholds the highest integrity among its members, thereby fostering a safe and comfortable learning environment.

Respect for Laws, Policies, and Regulations

Students must recognize that laws are established for the benefit of society as a whole. Specific rules, policies, and regulations have been established for the benefit of the community of the School of Pharmacy & Pharmaceutical Sciences (SPPS). Laws, policies, and regulations at the university, local, state, and federal levels are not to be disregarded or violated. Students who feel that the policies, procedures, or regulations of the School require modification are encouraged to suggest improvements to appropriate administrative, faculty, or student offices.

Social Behavior

As a student pharmacist in a professional degree program, you are held to a higher standard as it relates to your behavior in social situations. You are a direct reflection of UB SPPS and are expected to act accordingly. This includes maintaining a respectful demeanor in all interactions, professional or otherwise, orally, written, and filmed/photographed. This policy is inclusive of student activity online such as email, texting, the use of social media, etc. Student pharmacists must carry themselves with integrity and understand that they alone are accountable for their own actions, always maintaining the highest ethical standards, and respecting confidentiality.

Classroom Etiquette

Attendance: Instruction and learning is optimized in a cordial classroom environment. Student pharmacist attendance in class is dictated by course and faculty, refer to individual course syllabi for details. Student pharmacists may not use outside activities (e.g., employment or social activities) as an excuse to miss a scheduled class. Student pharmacists may not skip classes to study for other exams. Student pharmacists are expected to attend all classes and to be on time, arriving late or leaving early is a disruption to your colleagues and should be avoided.

Demeanor: Faculty and student pharmacists are expected to show common courtesy and respect for each other and be attentive in class. Social discourse should be conducted outside the classroom where it will not interfere with the instruction of the class. Student pharmacists must turn off/silence all electronic notifications during class. Disruptions such as talking, eating, or performing class work for other courses are not allowed.

Hazing

Hazing is a serious issue, that is not permitted nor tolerated at SPPS and UB. See UB’s Hazing Information and Code of Conduct to review UB ’s institutionally recognized definition of hazing, find out more information on misconceptions about hazing, and learn how to report a hazing incident.

Use of Alcoholic Beverages and Drugs

The SPPS recognizes that the use of chemical substances and alcohol occur. Student pharmacists should be careful of the dangers associated with use of these substances and review alcohol and other drug safety awareness for more information.

In situations where they may be viewed as representatives of the university, student pharmacists should not allow their actions to reflect negatively upon the university or upon their profession. If the personal and private use of chemical substances or alcohol occurs in either an unlawful or inappropriate and excessive manner, or if such use could potentially affect patient care or academic performance and responsibilities, intervention and rehabilitation will be required. Self-referral and peer-referral to the Office of Student Success and Engagement is encouraged. Our goals are to recognize chemical dependency and assist impaired students in recovery so that they can return to the safe practice of pharmacy.

In conjunction with the Drug Free Schools and Communities Act Amendments of 1989, the University at Buffalo and the Student Health System are committed to clear and concise policies on substance abuse and a strong program of counseling, treatment, rehabilitation, and reentry.

A complete copy of the Drug Free Schools and Communities Act statement is available for student review. For further information on University Substance Abuse Programs, contact:

• Office of the Vice President for Student Life, 716-645-2982
• State Personnel Services, 716-645-7777
• Sponsored Programs Personnel Services, 716-645-2977
• University at Buffalo Foundation, 716-645-3013
• Campus Dining and Shops Personnel, 716-645-2521

See additional related policies:

Harassment and Discrimination Policies
Equity, Diversity and Inclusion Policy
UB Student Code of Conduct
Oath of a Pharmacist
Code of Ethics

Student records are confidential and are released only to appropriate faculty and administrative offices. Release of such records to any other college, prospective employer or agency occurs only with the written permission of the student or upon subpoena.

In compliance with the Family Education Rights and Privacy Act of 1974, the State University of New York at Buffalo releases the following directory information upon request: student's name, current address, telephone number, email address, major field of study, dates of attendance and degrees received. The university will routinely release such information unless a student indicates on the Request for Directory & Information Release/Non-Release form that he or she wishes not to be listed in the student directory.

The law requires that students be given reasonable time to request that this information not be released. Students who have previously indicated that they do wish to have their directory information released should notify 1Capen (ground floor of Capen Hall,) if they wish to rescind that permission to release directory information. The law also affords students the right to inspect and review their educational records and to request a hearing to question the contents of those records.

Inquires or complaints may be filed with the Family Policy and Compliance Office, U.S. Department of Education, 400 Maryland Avenue S.W., Washington, DC 20202-5920. Phone: 1-800-872-5327

Continuous registration is required in each fall and spring term until students complete the program. For international students, summer enrollment is also required if a student is using the summer semester as their last semester.

Exemptions: 

If continuous registration is not possible, the student must secure an approved leave of absence. Students may not be on a leave of absence during the semester in which a degree is to be conferred. 

In rare instances, a student may petition for a waiver of the continuous registration requirement for the semester immediately prior to degree conferral. The Graduate School will consider if the student has an incomplete from a previous semester, if the student is an approved candidate for degree conferral, will not be using any university services or faculty time and has submitted all required conferral materials to the Graduate School prior to the first day of the semester. 

See Academic Success.

Graduate students are sometimes presented with opportunities to provide and sell course materials developed by faculty to companies that post and/or sell those materials without the author’s permission.  Posting and selling course materials without the author’s permission violates the intellectual property rights of the author.  In addition, it degrades educational quality and the classroom experience by promoting a lack of direct participation in the class, and encourages students to use the work of others to complete their own course requirements.Therefore, instructors may prohibit the distribution of their course materials by including a notice in their course syllabus.  The prohibition is not effective or enforceable unless an explicit written directive is provided in the syllabus to the students in the course. This policy in no way expands, limits or otherwise modifies any and all rights established pursuant to Article XI, Title J of the SUNY Board of Trustees Policies.

Students who violate this policy will be required to complete an educational sanction about the value of intellectual property. More serious and/or repeat violations of this policy may be treated as acts of "academic dishonesty" under the Academic Integrity Policy or subject a student to disciplinary charges under the Student Code of Conduct.

See Academic Success.

See Academic Success.

Audience: All PharmD professional students at UB SPPS

Purpose: The purpose of this policy is to outline the amount of time you should be prepared to engage with coursework based on credit hours.

Policy: For time management purposes, 1 credit (one semester credit hour) is equal to a minimum of 3 hours of work per week for a semester (1 hour lecture plus 2 hours of homework, or 3 hours of lab) for 15 weeks. Anticipate that some weeks may require more or less effort, depending on content and assignments.

Audience: PharmD professional students at UB SPPS

Purpose: The purpose of this policy is to inform students of the criminal background checks and drug screening requirements of the PharmD program.

Policy: All student pharmacists engaged in experiential activities (e.g., IPPE and APPE) must submit a Criminal Background Check (CBC) from a vendor approved by UB SPPS at the student’s expense as instructed annually. Student pharmacists will be instructed to submit a CBC annually in the spring during their P1, P2 and P3 years (May 1 deadline). If required for Experiential Education, students will be notified to submit a drug screen from a vendor such as Quest or LabCorp and at the student’s expense as instructed annually prior to or during the P2, P3 and P4 years. The Office of Student Success and Engagement (OSSE) and the PharmD Progression Committee (PPC) reserves the right to request and/or repeat a CBC or Drug Screen at any time for any student pharmacist at the student’s expense. Student pharmacists who fail to submit a CBC or Drug Screen may be dismissed from the program.  

See important information on student intern permits and pharmacy practice licensing requirements.

What's Included

CBC’s may include, but are not limited to, any or all of the following:

- Social Security number validation
- Criminal Records: (federal criminal history; state and county criminal history; arrest records; felonies, misdemeanors, deferred adjudications, pending charges, expunged criminal records)
- Civil searches
- Sex offender and predatory registry search
- Adult and child abuse registries
- Office of the Inspector General (OIG) List of Excluded Individuals/Entities
- General Services Administration (GSA) List of Parties Excluded from Federal Programs
- Fraud and Abuse Control Information System
- Nationwide Healthcare Fraud and Abuse scan
- Interpol or country of origin checks for international students
- Patriot Act/Terrorist Watch List

If a drug screen is required for a rotation, the site will determine the requirements.

Results and Offenses

Student pharmacists who refuse to obtain a CBC and/or Drug Screen within the time frame may be withheld from any courses/rotations and may be subsequently dismissed from the PharmD program. Adverse information may lead to dismissal from the program. If the student’s CBC or Drug Screen includes adverse information, the PPC and OSSE will meet to discuss those findings and may request additional information from the student (e.g., court documents, arrest records, prescriber’s confirmation for medication use, etc.). In all cases, student pharmacists whose CBC or Drug Screen reflects adverse activity that is found in violation of local, state, and federal laws concerning drugs and/or alcohol abuse may be permanently dismissed from the program. All other adverse activities that are not criminal convictions or found in violation of local, state, and federal laws concerning drugs and/or alcohol will be considered on a case-by-case basis.

In reviewing the CBC or Drug Screen reports and any information submitted, the PPC and OSSE may consider the following factors in making its decision:

- The nature and seriousness of the offense or event
- The circumstances surrounding the offense or event
- The relationship between duties to be performed as a part of the educational program and the offense committed
- The age of the person when the offense or event occurred
- Whether the offense or event was an isolated or repeated incident
- The length of time that has passed since the offense or event
- Past employment and history of academic or disciplinary misconduct
- Evidence of rehabilitation
- The accuracy of the information provided by the candidate who has received an offer of admission
- The accuracy of the information provided by the student in the application materials, disclosure forms and other materials
- Experiential site or state board licensure policies
-Statement of prescribed medication use by a licensed prescriber

If you engage in activities that are illegal under New York or federal law, despite legalization in another state or country, the school will consider the results of a Drug Screen in determining participation in school and clinical experiences. UB SPPS maintains a zero-tolerance policy regarding drug and alcohol abuse.

Incorrect Records and Right of Appeals

Occasionally, a CBC may contain incorrect information. If a student finds that his/her record is incomplete, incorrect, contains errors and omissions or misidentifies a student for someone else, the student may appeal a decision rendered by the PPC. Follow the process and procedures found under Due Process and Right of Appeal.   

Rationale for the Policy

According to the New York State Education Department Office of the Professions, to be licensed as a pharmacist in New York State you must:

- be of good moral character;
- be at least 21 years of age; and
- meet education, examination, and experience requirements.

The specific requirements for licensure are contained in Title 8, Article 137, Section 6805 of New York's Education Law and Part 63 of the Commissioner's Regulations. You should also read the general licensing information applicable for all professions.

Pharmacists and student pharmacists are required to be of good moral character and work to the highest levels of ethical and legal conduct. They are entrusted with the health, welfare, and safety of the patients they serve. Access to patient confidentiality as well as controlled substances requires pharmacists and pharmacy students to attain the utmost levels of integrity. 

The United States Drug Enforcement Administration requires pharmacy registrants not employ anyone in a position that allows access to controlled substances if the person has been convicted of a felony related to controlled substances. Most employers including independents, chains, health systems and federal and state governments require the use of CBC’s and/or drug testing for employment purposes. Several states require a criminal background check as part of the licensing application process, check the state specific board of pharmacy for specific requirements. Although the Joint Commission of Accreditation of Healthcare Organizations (JCAHO) does not specifically require criminal background checks, their standards reinforce any state, local or organizational policies which do.   

Disclaimer

The CBC or Drug Screen process does not guarantee the safety of students, patients, faculty or staff. An acceptable CBC or Drug Screen does not guarantee the student pharmacist will be eligible for entry into the introductory rotations (IPPE) and advanced rotations (APPE) to complete the PharmD program or obtain a license to practice pharmacy upon graduation. Experiential sites and/or state boards of pharmacy may interpret information differently or uncover newer information not revealed in previous record searches. Some experiential sites may require their own CBC or Drug Screen prior to the start of the rotation.

Confidentiality and Recordkeeping

CBC and Drug Screen reports are confidential and will be kept in CORE ELMS. This information contained in the CBC and Drug Screen section of the student’s file may only be reviewed by university officials, the designated background check provider, and affiliated clinical facilities in accordance with the Family Educational Rights and Privacy Act (FERPA).  

Curricular Policies on Outside Activities

We are committed to fostering professionalism and a sense of community among our student pharmacists throughout our pharmacy program. Curricular, co-curricular and extracurricular activities complement and advance the learning that occurs within the formal curriculum.  These activities may occur outside, alongside or within the curriculum.

Outside Employment

Outside employment activities may enhance the learning experience; student pharmacists are cautioned to engage in no more than 12-15 hours per week when classes are in session. Coursework takes priority over outside employment. Rotation schedules will be complicated and vary by individual preceptor. You should not commit to working during rotations until you have verified your rotation schedule with your preceptor. It is essential to strike a careful balance involving extracurricular activities and/or outside employment with the competing demands of the core pharmacy curriculum.

Absences from Class Attendance

There may be instances of reasonable absence classes due to religious observances, illness documented by a physician or other appropriate health care professional, conflicts with university sanctioned activities (i.e., Professional Conference attendance), public emergencies, and documented personal or family emergencies.

Absences should be communicated in advance to the course coordinator or course administrator.  Refer to the course syllabus for specific details regarding absences from class attendance.

Excused Absence from Class for University / School Approved Activities

During the academic year, there are specific school or professional activities that student pharmacists should be able to participate in without penalty.  For example, student pharmacists are formally excused from attending class for such activities as the SPPS School Picnic, Poison Prevention Outreach and InterProfessional Education sessions.  The school collaborates with course coordinators to ensure that the quality of courses is not compromised during these events.

If new events crucial for co-curricular, service learning, interprofessional activities or other events arise, faculty members can submit a written request to the UB SPPS Associate Dean of Professional Education. This request should outline the event’s significance and relationship to student pharmacist growth and development. Requests for review and approval of the event should be made as soon as possible. The Associate Dean, in consultation with relevant school leadership, faculty, and staff will determine whether the event merits formal excusal from class sessions. If approved, the Associate Dean will work with affected faculty or course coordinators to minimize disruption and maintain academic quality.

Academic Standing for Leadership Positions

While the School of Pharmacy and Pharmaceutical Sciences encourages student pharmacist involvement in various university, school, professional, social, and school organizations, we emphasize that this should not hinder their ability to meet academic requirements towards graduation. Therefore, student pharmacists receiving an academic intervention / notice shall adhere to the following guidelines:

• The Progression Committee reviews the academic status of all student pharmacists each semester.  Student pharmacists who receive one or more U grades in required courses are in academic difficulty and will receive an academic intervention or notice.  These student pharmacists are ineligible to engage in any leadership role(s), whether it be an elected, voluntary or appointed leadership positions (university, school, professional, social, honorary) currently held or pending.
• Student pharmacists in academic difficulty and their organization advisors receive written notification of ineligibility for leadership positions.  The organization advisor(s) must confirm with OSSE that the student pharmacist(s) resigned from or are not serving in a leadership capacity.
• Student pharmacists may resume leadership roles following the restoration of academic status to good standing, which requires a successful repeat or re-engagement of unsatisfactory courses.
• Membership remains unaffected for students on academic notice / intervention.

Audience: All PharmD Professional Degree students

Purpose:  To ensure a strong foundation in the professional PharmD program and serve patients effectively, students must dedicate their full attention to the PharmD curriculum. The PharmD program is full-time which involves significant time and effort. Simultaneously pursuing an undergraduate degree would potentially compromise their performance in both programs.

Policy: Once enrolled in the graduate/professional PharmD program as a P1, P2, P3, or P4, students may not simultaneously pursue an undergraduate degree program, unless enrolled in an approved Combined UB Degree. Students who wish to earn their Bachelor’s degree are required to complete it prior to enrollment in the PharmD P1 year.

Diplomas will be mailed directly from the Office of the Registrar to the graduate's diploma mailing address on file in that office. When no diploma mailing address is given, the diploma will be mailed to the graduate's permanent mailing address.

Audience: All PharmD professional degree students at UB SPPS

Purpose: The purpose of this policy is to provide notice of what would be considered grounds for dismissal.

Policy: The following represent grounds for removal of a student from the PharmD professional degree program.

• Failure to meet the academic requirements of the PharmD Professional degree (including probation terms) and/or those of the Graduate School.
• Continual unsafe and detrimental conduct, in spite of repeated warnings.
• The student has persisted in unsafe practices, willful insubordination or in refusing to carry out assigned duties without an acceptable reason.
• The student has made harmful threats to others in the School (including but not limited to faculty, staff, administrators and students).
• The student has persisted in using abusive language or behavior with others in the School (including but not limited to faculty, staff, administrators and students).
• The student has failed to make satisfactory progress in the program as outlined in the PharmD Academic Progression policy.
• The student has committed serious infractions of University regulations, including academic dishonesty and/or code of conduct.
• The student has extended unauthorized absences.
• Violation of the Code of Ethics Policy
• Violation of the Comprehensive Conduct and Respect Policy
• Violation of the Oath of a Pharmacist
• Violation of the EDI Policy
• Violation of the Harassment and Discrimination Policy
• Violation of the Professionalism Assurance Policy

Dismissal of a student from PharmD Professional degree program must be approved by PharmD Progression Committee.

Right to Appeal

See Due Process and Right of Appeal Policy

See additional related policies:
Code of Ethics
Comprehensive Conduct and Respect Policy
Oath of a Pharmacist
Code of Ethics
EDI
Harassment and Discrimination
Professionalism Assurance
UB Student Code of Conduct

This policy is subject to revision and review by SPPS.

Audience: All PharmD professional students at UB SPPS

Purpose: The purpose of this policy is to outline due process related to the student appeal process for progression decisions.

Policy:

Students have the right to due process and can appeal a progression decision (such as but not limited to dismissal, academic notice, academic integrity or unprofessionalism) by addressing the PharmD Progression Committee in a letter (not email). If that appeal decision is not favorable to the student, they can appeal to the dean of the School of Pharmacy and Pharmaceutical Sciences. If that appeal decision is not favorable to the student, they can appeal to the dean of the Graduate School.

Process:

Step 1: Students who wish to appeal a progression decision should do so by addressing the PharmD Progression Committee in a letter (delivered via email) with the student’s signature and date indicating the intent to appeal, citing any extenuating circumstances. This letter must be addressed to the Chair of the PharmD Progression Committee in care of the Associate Dean for Student Success and Engagement (or an appropriate designee). This letter would need to be received no later than 10 academic days¹ from the date the progression decision was promulgated to the student pharmacist.

Step 2: In such cases where the PharmD Progression Committee’s decision on the students’ appeal is not accepted and the original sanction/decision is upheld, the student can then appeal to the dean of the School of Pharmacy & Pharmaceutical Sciences by filing a written statement of the appeal, including any additional evidentiary or supporting materials, within 10 academic days¹ of receipt of the PharmD Progression Committee’s ruling. The dean shall consider the appeal and render a final written Statement of Decision (via email to the student's UBIT address), within 10 academic days¹ from when the Statement of Decision was promulgated. The Statement of Decision also includes the student's right to appeal the dean's decision, in writing to dean of the Graduate School.

Step 3 (Due Process): On rare occasions, when all established procedures within the School have been exhausted, it may be appropriate for the dean of the Graduate School to consider a final university appeal. In general, the dean of the Graduate School will consider only those appeals that document violations of applicable due process in prior proceedings or which establish sound cause to believe that prior proceedings have resulted in a decision contrary to law, the Polices of the SUNY Board of Trustees, or policies of the University at Buffalo. In general, the dean of the Graduate School will not consider appeals that merely challenge the appropriateness of a judgment reached following a full and fair review of a matter by the department or program and the dean of the college or school.

The decision/determination of the dean of the Graduate School constitutes the final step in the university review process and may not be further appealed.

Note: Academic days are defined as weekdays when classes are in session, not including the summer or winter sessions.

For additional information on the Graduate School policies, see Academic Grievance

For grade appeals, see Feedback and Grievances.

Audience: All SPPS students

Purpose: In accordance with federal and state laws, no person, in whatever relationship with the University at Buffalo, shall be subject to discrimination on the basis of age, religion or creed, color, disability, national origin, race, ethnicity, sex, marital or veteran status.

Policy: UB does not have a policy that limits or favors current UB students, transfer or out-of-state applicants. All applicants are considered equally. UB SPPS is committed to a nondiscriminatory admission policy and philosophy.

The Office of Equity, Diversity and Inclusion (EDI) ensures UB's compliance with policies covering discrimination, harassment, accommodations, equal opportunity and child protection. Student pharmacists are also encouraged to contact SPPS Assistant Dean for Inclusive Excellence

UB SPPS is dedicated to fostering a safe learning environment that embraces Equity, Diversity, and Inclusion for all students, regardless of their backgrounds. We are committed to the highest standards of decency, compassion and mutual respect towards all, and we are committed to promoting an atmosphere free of abusive and demeaning treatment. We promote understanding and tolerance towards all students and value each student in our classroom.” If SPPS faculty, staff, and students have any questions or concerns pertaining to Equity, Diversity, and Inclusion, you are encouraged to utilize these resource areas.

If SPPS faculty, staff, and students have any questions or concerns pertaining to Equity, Diversity, and Inclusion, you are encouraged to utilize the following resource areas: EDI Resources for SPPS Community or contact SPPS Sexual Harassment Information Advisor.

Learn more about the University at Buffalo’s Equity, Diversity and Inclusion.  

Exam and Assessment Courtesies

1. Faculty, Staff and Teaching Assistant proctors will treat student pharmacists respectfully.
2. Student pharmacists should demonstrate honor, integrity and considerate behavior during exams and assessments.
3. Student pharmacists should arrive before the scheduled assessment time and wait quietly until the room is open for entry.
4. Professors, proctors and student pharmacists have an obligation to maintain a non-disruptive atmosphere during the assessment.
5. Student pharmacists are expected to uphold the principles of Academic Integrity and Professional Conduct  before, during and after the exam/assessment.
6. Student pharmacists shall leave the room quietly and not congregate noisily outside the room.

All student pharmacists may bring into the room only the tools allowed by the section and/or course coordinators for that respective exam/assessment (e.g., pencil, calculator, etc.). No books, backpacks, hats, coats or electrical devices of any kind may be taken to the designated exam/assessment area. Store these items in lockers or at the back or front of the room as indicated by the instructor. Student pharmacists must turn off all electronic devices, including laptops, tablets, and cellular phones during exams/assessments. Wearing smart watches (e.g., Apple watch), is not permitted in the room.

During the course of an exam/assessment, a student may leave the room only to utilize the bathroom facilities after obtaining permission from the course instructor.  The student may be accompanied by an administrative staff or faculty member.

Student Pharmacists Punctuality for Exam or Assessment

All students pharmacists are expected to be present for the exam/assessment at the designated time. It is up to the discretion of the section coordinator/proctor of the exam/assessemt whether to let student pharmacists who arrive late take the exam/assessment. If permitted to take the exam/assessment, it is up to the discretion of the section coordinator/proctor to allow a student pharmacist who is late to complete the exam/assessment within the remaining time allotted or allow additional time if circumstances warrant.

Exam or Assessment Date Change Request

Individual requests for a change in the exam/asssessment date must be submitted with a written justification to course and section coordinators prior to that specific exam / assessment. When prior approval for a later exam / assessment date request is not possible, written documentation must be provided to the section coordinator for absence from the exam/assessment (such as a doctor’s excuse from University Student Health Services or outside medical practitioner, obituary, etc.). The reasons for rescheduling the exam/assessment must be due to extenuating circumstances only, which are limited to illness, immediate family funerals, family deaths, or medical treatments or other extenuating circumstances deemed by the course/section coordinator(s). Student pharmacists who are not excused from examinations/assessments will receive a grade of U (unsatisfactory) or zero for the missed examination/assessment.

The exam/assessment may be moved up no more than 24 hours prior to the scheduled time of the exam/assessment or at the discretion of the course coordinator. Exams/assessments can be given after the scheduled time of the exam/assessmentbut no later than 4 days or at the discretion of the course coordinator.   

Early or late exams/assessments for all courses coordinated by the Department of Pharmacy Practice must be administered in a SPPS building room by an administrative assistant. The exam/assessment must be monitored by a faculty/staff member if given remotely by ExamSoft. Student pharmacists must sign a form stating that they will maintain the confidentiality of the exam/assessment and not divulge the contents of the exam/assessment or discuss the exam/assessment with student pharmacists who have already taken it. Breach of this confidentiality agreement places the student pharmacist in violation of the Academic Integrity and Professional Conduct policy.

Note: Specific courses may have more stringent policies. Student Pharmacists are referred to the course syllabus.

Student Pharmacists with Accommodations

Student pharmacists with accommodations requiring attention to alternate arrangements during an exam/assessment  or other situations must obtain an accommodations memo from the University’s Office of Accessibility Resources. This memo must be submitted via the PharmD Student Portal - Accessibility Resources Form as soon as the memo is issued to the student pharmacist. Submission of this form will notify course coordinators of the accommodation needs.

Exam Grade Challenge

The deadline and method for challenges to specific exams or assessments within a course are governed by the course syllabus.

See Academic Success.

Students enrolled in the PharmD or BS PharmSci programs at the University at Buffalo School of Pharmacy and Pharmaceutical Sciences are required to use electronic testing software (currently ExamSoft/Examplify) for exams and assessments. Students will be required to have a fully charged laptop (PC Windows or MacOS Laptops) to bring and use in the examination room, for the purposes of assessment. Students are responsible for the maintenance of their personal computing devices; the school is unable to provide computing support. The minimum computer specifications to run ExamSoft/Examplify are listed below.   

Also note:
- A privacy screen is required to take an exam
- Tablets or iPads will not support ExamSoft/Examplify
- Beta operating systems are not supported

- Tablets and iPads are incompatible with Examplify/Examsoft.
- Windows and MacOS operating systems are compatible with Examplify/Examsoft.
- Other operating systems, including Linux and Android are not supported.
- Examsoft may update requirements periodically.

You will receive an email that will provide information on how to install and register Examplify/ExamSoft. It is stronglyrecommended that you do not use your UBIT password for your Examplify/Examsoft password.

The Institution identifier, which is necessary for initial registration, for UB SPPS is ubpharm.

• An up-to-date version of Adobe Reader is required and must be set as the default PDF program for exams containing PDF attachments
• Disable antivirus prior to opening Examplify
• UB CIT provides access to Symantec antivirus, as well as other programs such as Microsoft Office, free to students: UB CIT Software for Personally Owned Devices

Carefully review:

Audience: All students at UB SPPS

Purpose: The purpose of this policy is to outline the process for submitting feedback about the School or its degree programs.

Policy: Below you will find procedures for anonymous student feedback, use of the grievance form, general feedback, course/faculty feedback, grade changes/appeals, student services, administration, admissions, ACPE, and Middle States.

Anonymous ‘Student Feedback Form’

This anonymous form is an effort to increase communication between our faculty, staff and our PharmD and Pharmaceutical Sciences undergraduate and graduate students. We want to hear your opinions and ideas about any and all aspects related to your educational experience: curriculum, rotations, labs, student organizations, advisement, scheduling, and more.

Click here for the Anonymous Feedback Form

Provide Feedback or Report on an Issue

For academic and non-academic grievances or complaints for matters within the University at Buffalo (UB) School of Pharmacy and Pharmaceutical Sciences (SPPS), please use the Grievance Form. This is not anonymous, if you wish to report a grievance anonymously, contact a Class Officer in person or by email or use the above Anonymous Feedback Form.

In the case of student complaints/grievances, when all established procedures within the School have been exhausted, either principal may file an appeal. The UB Graduate School may be contacted for information on applicable policies and procedures. See UB Academic Grievance Policy. Grievances resulting from decisions of the Committee and the Dean may be appealed. The student has ten academic days following formal notification of the action taken by the Dean of the School to appeal.

Click here for the Grievance Form

General Feedback

UB SPPS openly welcomes feedback from its faculty members, staff members, and students in all aspects related to the educational and professional activities in all the programs. Students, faculty members, and staff members should use the proper channels to provide their comments and opinions and to express any complaints. Comments and/or complaints that are in writing (not email) will be addressed and a response will be sent to the appropriate person in a timely manner, but no later than thirty days from when the communication was received. A record of the comment/complaint and its response will be made and archived in the School.

Faculty and Course Feedback

All students will be given the opportunity to evaluate both the course and faculty instructing the course. Student pharmacists on experiential rotations are also given the opportunity to evaluate the rotation and the rotation preceptor. If other than this process, students should utilize their class officers, specifically the Curriculum Coordinator (specific to the PharmD program) when lodging any complaint or comment as other students may have similar comments.

Problems concerning a particular course must be in writing (not email) and forwarded to the appropriate person in the following order:
1. The instructor of the section of the course.
2. The course coordinator
3. The Chair of the Department of Pharmacy Practice and/or Pharmaceutical Sciences
4. The Associate Dean for Student Success and Engagement, who will forward the course complaint to the appropriate person(s) and an appropriate response will be issued.

Grade Changes/Appeals

Grade changes are made at the discretion of the instructor only. Appeals are not permitted.

Student Success and Engagement Center

Issues regarding student services comprise a multitude of areas. These include but are not limited to: student life, student organizations, academic integrity, grades, scholarships, professional affairs, harassment, emergencies, illness, and family issues. Students should forward comments and/or complaints to the Office of Student Success and Engagement. The issue will be addressed, and an appropriate response will be issued in a timely manner.

Administration Issues

Comments regarding the policies and procedures of the UB SPPS should be sent in writing to the Associate Dean for Student Success and Engagement. The issue will be forwarded to the appropriate person(s) and an appropriate response will be issued.

Admissions Issues

Comments or complaints regarding the policies and procedures related to admissions should be sent in writing to the Associate Dean for Student Success and Engagement. The issue will be forwarded to the appropriate person and an appropriate response will be issued in a timely manner.

Comments or Complaints Against Standards of Policies and Procedures of Accreditation Council for Pharmacy Education (ACPE)

Student pharmacists may also contact the Accreditation Council on Pharmacy Education (ACPE) with comments or complaints. Complaints from students against the school of pharmacy, including tuition and fee policies, and as related to ACPE standards, policies, or procedures must be in writing in detail by the complainant and submitted to the ACPE office. The complaint shall be submitted to the institution for response. Requests for confidentiality shall be respected to the extent any such information is not necessary for the resolution of the complaint. See www.acpe-accredit.org/complaints.

Comments or Complaints Against Standards of Policies and Procedures of Middle States Commission on Higher Education

UB SPPS students enrolled in undergraduate or graduate programs governed by the Middle States Commission on Higher Education (Commission) may also contact the Commission with comments or complaints. The Commission accepts complaints involving an applicant or member institution’s compliance with the Commission’s Standards for Accreditation, Requirements of Affiliation, Commission policies and procedures, or the institution’s own policies and procedures. See: https://www.msche.org/complaints/

Confidential Reporting (UB EthicsPoint)

Confidential reporting for Student Pharmacists about several academic and professional issues such as academic misconduct, sexual harassment, and professionalism.

Click to Report an Issue.

You will be directed to EthicsPoint, a comprehensive and confidential reporting tool. UB and EthicsPoint are focused on cultivating a positive work environment.

- Select the category that most closely matches your situation. This is not an exhaustive list, the category is simply used for administrative purposes.
- Complete your report with as much detail as you can provide
- After completion, you will be assigned a unique code called a "report key." Write down your report key and password and keep them in a safe place. After 5-6 business days, use your report key and password to check your report for feedback or questions.

Or, call EthicsPoint at (844) 678-0455.

Do not use this site to report events presenting an immediate threat to life or property. Reports submitted through this service may not receive an immediate response.

For an emergency mental health crisis, call Crisis Services of Erie County at (716) 834-3131.

Concerns of Discrimination or Harassment

Report your concerns to the UB Equity, Diversity and Inclusion (EDI) office at (716) 645-2266 or submit an Information Intake Form.

Additionally, you may consult with an EDI representative about the situation without revealing your name.

Audience: All students at UB SPPS.

Purpose: The purpose of this policy is to define FERPA and outline procedures to request release of information.

Policy:

What is FERPA?

FERPA is the Family Educational Rights and Privacy Act to protect student information. Students' education records are protected under FERPA. It mandates that students are allowed to inspect their education records and limit others from reviewing that information without their permission. See FERPA.

Request for Release/Non-Release

Students must submit the FERPA Information Disclosure Consent form to authorize or revoke authorization to release academic and financial information to others. Students must complete the form in the presence of a university employee who must validate the student’s identity or be notarized if the student is unable to come to campus. The form can then be submitted to the Office of the Registrar, Student Accounts, or Financial Aid, or advising office and will be recorded in HUB. A positive service indicator in HUB will appear to communicate this release.   

Financial Aid
Financial aid is available for students. To discuss financial aid and/or for questions about loan options, call 716-645-8232 or email ubfa@buffalo.edu.  

Loans
Graduate students will qualify for the Federal Direct Unsubsidized Loan. Students may also apply for a Graduate PLUS loan. Additionally, students can apply for a private loan (see Alternative/Private Loans).

FAFSA
The FAFSA is an application for student aid that collects the basic information needed to determine your eligibility for all of the financial aid programs sponsored by the federal government. If you need additional help financing your education, U.S. citizens should apply for financial aid by filling out a FAFSA (Free Application for Federal Student Aid) online (school code 002837).

Students can begin the FAFSA application process in October and we encourage prior to March 1 (late submissions may still qualify).

Changes to previously recorded grades must be submitted within 12 months following the end of the term during which the student was registered for the class. After one year, grades are considered final.

Changes are made by faculty using the electronic grade change tool and must include a justification. The request must be approved by the instructor, the department chair and then submitted to the Graduate School for formal review.

Faculty are to maintain copies of student exams, reports and other assignments submitted to the course instructor but not returned to the student that are determinants of a student’s course grade for six months following the term in which the course is offered. Faculty are to maintain records of all graded assignments and other student assessments that are determinants of a student’s course grade for 12 months following the end of the term in which the course is offered.

Faculty must submit grades for all courses by the due date scheduled for each term, which shall be no less than seven days (including weekends and holidays) after the last day of the term's final examination sessions or the last day of classes of a term not having separately scheduled final examination sessions.

Courses offered in a non-standard term, e.g., a non-standard summer session, may have a shorter time for grade submission.

Grades may be obtained by students and advisors through the HUB Student Center available through the "MyUB" portal the day after they are submitted. They are also available in Navigate.

Faculty can review the Registar's Critical Dates.

See Academic Success.

See Academic Success.

For the Class of 2026 and beyond:

Student pharmacists must satisfactorily complete a minimum of 142.5  credit hours in the required pharmacy program for a PharmD degree. All sections of the Academic Advisement Report must be satisfied.

For program requirements, see Curriculum and Requirements - School of Pharmacy and Pharmaceutical Sciences - University at Buffalo

The School of Pharmacy reserves the right to make appropriate requirement changes to the pharmacy PharmD program in response to educational and accreditation requirements.

Audience: All students at UB SPPS.

Purpose: The purpose of this policy is to outline that all forms of harassment and discrimination are strictly prohibited.

Harassment Policy:

Harassment of any form is prohibited.

Harassment creates a hostile or intimidating environment, which interferes significantly with an individual's work or adversely affects an individual's living conditions. Such an atmosphere can be created by verbal or physical conduct.

Physical harassment constitutes unwelcome physical contact or verbal threats, menacing or otherwise.

Sexual harassment is defined as unwelcome acts of a sexual nature including sexual advances, requests for sexual favors and/or other verbal or physical conduct, including written communications, of an intimidating, hostile or offensive nature, or action taken in retaliation for the reporting of such behavior.  

This policy applies to all faculty, staff, administrators, and students on the university grounds or at university affiliated functions. Sexual harassment is prohibited by Title IV Civil Rights Act of 1964 and by title IX of the Education Amendments of 1972.  See Sex Discrimination and Sexual Harassment. 

Non-Discrimination Policy:

In accordance with federal and state laws, no person, in whatever relationship with the University at Buffalo, shall be subject to discrimination on the basis of age, religion or creed, color, disability, national origin, race, ethnicity, sex, marital or veteran status.

UB does not have a policy that limits or favors current UB students, transfer or out-of-state applicants. All applicants are considered equally. UB SPPS is committed to a nondiscriminatory admission policy and philosophy. 

For more information visit UB’s Discrimination and Harassment Policy.

Audience: All Professional PharmD students at UB SPPS.

Purpose: The purpose of this policy is to outline UB’s Health Insurance Policy.

Policy: UB’s Health Insurance requirements for all students can be found here.

Note: Health insurance coverage is required for all international students and optional for domestic students. Experiential sites may require students to have health insurance, for which compliance is the student's responsibility. Student pharmacists will be made aware of that requirement through CORE ELMS prior to preferencing a rotation site.

Audience: All Professional PharmD students at UB SPPS.

Purpose: The purpose of this policy is to define HIPAA, discuss mandatory training and consequences of violation.

Policy:

What is HIPAA?

HIPPA is the Health Insurance Portability and Accountability Act. Additional context for professional students can be found at HIPAA for Professionals.

HIPAA Training

In order to participate in any experiential education rotations (IPPE and APPE), all student pharmacists must complete HIPAA training annually.  Student pharmacists are not permitted to be on any experiential education rotation unless an updated HIPAA training (CORE Readiness video) is completed and logged in CORE ELMS annually. The Office of Experiential Education is tasked with managing and tracking this requirement.

Site Specific HIPAA Training

Students should also anticipate having to complete site-specific HIPAA training at some or all of their experiential education rotation sites.

HIPAA Violation Consequences

To enforce maintenance of patient confidentiality, the Office of Experiential Education personnel or course coordinator will fail a student pharmacist on rotation if HIPAA is violated in any way (e.g., verbal, written, recorded).

As student pharmacists at the School of Pharmacy and Pharmaceutical Sciences, we recognize the utmost importance of honesty, integrity, and professionalism in our pharmacy profession. We pledge to uphold unwavering standards of ethical conduct as healthcare providers. With integrity and honesty, we will honor our profession, our institution, and our responsibilities towards our patients in upholding the Oath of a Pharmacist.

See Academic Success.

Assignment of an incomplete grade is at the discretion of the instructor. Faculty may assign an incomplete grade, with a default grade if not completed (e.g., I/F = incomplete, fail if not completed). A default grade is the letter grade the student will receive if no additional coursework is completed and/or a grade change form is not filed by the instructor.  

Any course graded with incomplete that will count toward a graduate degree must be changed to a permanent grade before that degree is conferred. Faculty can update the grade using the Grade Change Tool.

When assigning an incomplete grade, the instructor may set an earlier deadline for completion of the outstanding course requirements. If an earlier date for completion is set, the instructor shall inform the student thereof in writing.

If an extension to the incomplete timeframe is sought, the above chart indicates the due date for the corresponding Petition for Incomplete Extension Download pdf form to be filed with the Graduate School.

See Academic Success.

Definition: Informal courses include registration in independent study; project, thesis or dissertation guidance; directed or supervised reading; and directed research coursework.

A formal Independent Study Agreement (see section below regarding Independent Study Agreements) must be established in writing between the instructor and the student for each registered independent study course by the end of the first week of classes. It is the responsibility of the student and the instructor to see that all Independent Study Agreements are maintained in the student’s file within the student’s home department. Independent Study Agreements are to become part of the student's permanent academic record.

Informal courses associated with final project, portfolio, thesis, research or dissertation completion do not require the establishment of formal Independent Study Agreements.

With the exception of Introductory Language Courses, use of undergraduate courses below the 400 level, as the criteria for creating an informal graduate course, is strictly prohibited.

Independent Study Agreements
Independent Study coursework agreements should contain the following components:

• The student and the instructor’s names and signature.*
• Name and number of the course.
• Number of credits for the independent study.
• Description of work required to complete the course.
• Tentative schedule for when/how often the student and instructor will meet during the given term.
• Course objectives.
• Intended learning outcomes.
• Method of assessment.
• Clearly delineated grading type (e.g., pass/fail, letter grade).

*If the Independent Study Agreement is filed electronically, some indication of acceptance of the agreement from both the instructor and the student.

Audience: All Professional PharmD students at UB SPPS.

Purpose: The purpose of this policy is to outline the requirements, timeline and process for obtaining a New York State intern permit.

Policy:

New York State Intern Permits

Requirements

• Students are required to obtain a New York State (NYS) intern permit after completing the first professional year and prior to working as an intern in any pharmacy or pharmacy related area.
• Students must carry their original copy of their current intern permit to all rotation sites.
• An intern permit is good for five years from the date of issue. If a student pharmacist takes a leave of absence, they should contact OSSE so we can submit notice to the NYS Board of Pharmacy to revoke the permit, which effectively pauses the time limit while on leave. If a student pharmacist is dismissed from the program and appeals denied, OSSE will submit notice to the NYS Board of Pharmacy to revoke the permit. If a student pharmacist is off-track such that their intern permit will expire and will need a new one, student must show compliance with active participation in immunizing privileges or retake the APhA Pharmacy-Based Immunization Delivery course at its next offering and rotations may be delayed. As per NYS, this course must be taken within 3 years of applying for an intern permit.

Timeline

• December: Log into your APhA account to upload your completed immunization injection technique assessment form.
• January: Log into CORE ELMS to upload your APhA immunization certificate (available to download from your APhA account). Keep a copy in a safe place.
• January-April: Log into CORE ELMS to upload your completed CPR certification form.
• March: Submit Form 5 to the Office of Student Success & Engagement (we will send to NYSED).
• June: Obtain permit and provide copy to Experiential Education Office by uploading into CORE ELMS.
• Note: Student pharmacists are not permitted to engage in experiential education rotations until they have their intern permit “in hand”, therefore most IPPE-2 rotation experiences will not start until July. Student pharmacists are all required to have successfully completed all P1 coursework before obtaining an intern permit, therefore, if a student pharmacist is required to complete summer re-engagement, completion of  IPPE rotations during the summer modules is not permitted. If a student pharmacist is required to complete summer re-engagement of P3 courses, progression to APPE will be delayed and graduation may also be delayed.

Process

• Attend required Pharmacy Series session in February regarding intern permits. Copies of Form 5 will be distributed. Important notes on Form 5:
  - Complete the section that requires a notary ONLY in presence of notary, otherwise it will be invalid.
  - Be sure to enter your official name (no nicknames).
  - Indicate your country (not county).
  - Enter the following for school name: University at Buffalo School of Pharmacy and Pharmaceutical Sciences.
  - Check to make sure you have completed all relevant sections.
• Submit completed permit forms to our office by March 15, or date communicated by Office of Student Success and Engagement. A check or money order for required amount, made out to the NY State Education Department, must accompany the application. Fees are subject to change without notice.
• We will forward the applications to the New York State Department of Education (NYSED) Board of Pharmacy by April 1.
• After spring grades are reviewed, we will forward a list of students who successfully completed the P1 year. Certification cannot be made until June 1.
• The Board will make any determination on individual applications for an intern permit and will prepare the permits and mail them to students. Students' names will also be posted on the NYSED website to confirm their eligibility as an intern.
• The beginning date on intern permits will be dated effective the day the School notifies the Board of Pharmacy that students are eligible to receive permits.
• When you receive your permit (by mail in mid to late June), provide a copy to the Office of Experiential Education by uploading to CORE ELMS and be sure to carry the original copy to your IPPE and APPE rotation sites.

Out of State Intern Permits

Requirements

Students may need to obtain an intern permit in the state they will be completing their out of region rotation, and it is the responsibility of the student to seek out and comply with all applicable pharmacy state laws and regulations. 

Process

Each state board of pharmacy has a different set of requirements. Applications must be obtained by the student.

Students are encouraged to apply early as each state has a different application process and some may be lengthier than others.

• You are responsible for mailing the original application with the appropriate fee directly to the Board of Pharmacy.
• Visit the State Board of Pharmacy website in which you are seeking licensure (as a pharmacist or an intern): https://nabp.pharmacy. 
• Read application instructions carefully and complete the appropriate application. Do not complete any of the School’s section. Use your official conferral date of May 16 on any application.
• Each application will require documentation to be completed by our office. Scan a copy of your completed application to: pharm-advise@buffalo.edu.
• If you complete the application online, please make sure you print a copy to send to the school and/or send a pdf or receipt of application. Also keep a copy for your records.
• Note for P1’s: we will not sign off on intern permit forms until after the spring grade review and successful completion of all required P1 coursework and requirements.

This guidance is for International (F-1) Students enrolled in the Doctor of Pharmacy program at UB. This policy may change without notice, to comply with local, state and federal mandates and regulations. International Student Services (ISS) is the authority for current policy.

CPT authorization is required for Introductory Pharmacy Practice Experiences (IPPEs), Advanced Pharmacy Practice Experiences (APPEs) and any pharmacy related employment. One cannot work without CPT authorization. CPT requirements are specified fully here: Curricular Practical Training for F1 International Students

Curricular Practical Training (CPT) for IPPEs and APPEs

The Office of Experiential Education will apply for IPPE and APPE CPT on your behalf. Depending on the IPPE rotation assignment, one may be approved for part time (<20 hours per week) or full time (40 hours/week) CPT. APPEs require full time CPT authorization.

To preserve eligibility for Optional Practical Training (post graduation employment authorization), one must not exceed 364 days of full time CPT authorization. The current maximum full time days for all IPPEs and APPEs is 322 days in the revised integrated curriculum (as of July 2024).

It is strongly recommended that international students with CPT authorization maintain independent records of full time days worked for IPPEs, APPEs and part-time days worked for employment.

Curricular Practical Training (CPT) for Employment

One requirement for employment CPT is that international student pharmacists must be registered for an approved course that requires a work experience related to their academic studies. CPT authorization is required even if one volunteers. Not all student pharmacists can qualify. For off-campus work, students are considered eligible after they complete the P1 year. 

IMPORTANT NOTES:

• No employment CPT will be authorized during the specific dates of required IPPE rotations. That is, one cannot have two CPT authorizations for the same scheduled dates / time period.
• No employment CPT will be authorized during the P4 Experiential year; ie no employment authorization during APPE rotations or APPE “off blocks”.

In brief, an employment CPT application requires:

• An employer’s letter with the following information:  the employment letter must be on business letterhead, include a date, the student's name and a position title.  
• Employment must be part-time, less than 20 hours per week.  Full time authorization for employment CPT will not be approved.
• Submission of the CPT application via UBGlobal. See the following documents for important information to properly submit your application:
  • Download Responses to UBGlobal questions – P1, P2, P3 years

NOTE: The deadline for submitting the CPT application is the last day of Drop/Add of the semester. This deadline is strictly enforced by International Student Services. If one receives an employment offer during the semester, the earliest employment start date would be for the next semester. See CPT Application Deadlines.

• One must register for PHM 696 (winter), PHM 697 (summer), PHM 698 (fall) or PHM 698 (spring) for each semester one has a work experience. Email Dr. Boje for force registration and syllabus.
• The required 1 credit elective course has several requirements and is graded H/S/U.
• CPT semester time limits:
  • with CPT prior authorization, one can
    • begin work as early as the day after final exams of the preceding semester
    • work up until the last day of exams of the semester where CPT is authorized
• Summer and Winter tuition and fees are assessed for the 1 credit course.  A modest CPT scholarship is available to defray the tuition and fee expenses.
• See Curricular Practical Training (CPT) for time frames and deadlines.

Post Completion Optional Practical Training (OPT) Authorization

OPT is available to newly graduated international PharmDs. For details see:  Optional Practical Training for Graduates.

As of July 2024, PharmD graduates with a Masters degree in Pharmaceutical Sciences or Clinical Translational Therapeutics are eligible for a STEM OPT extension. For details see: OPT Stem Extension  

Audience: All students at UB SPPS.

Purpose: The purpose of this policy is to outline the requirements and process for seeking a leave of absence.

Policy: Students who will not be enrolling at the university should file a Leave of Absence Form to secure their status. Students who did not submit a Leave of Absence form and wish to return to SPPS, please contact the Office of Student Success and Engagement regarding the re-admission process.

Requirements

• Students seeking a leave of absence must contact the Office of Student Success and Engagement by the last day of classes of the term in which the leave is to begin.
• A leave of absence may be granted for a maximum of one year but may be extended for up to one additional year if circumstances warrant.
• Students returning early from a leave of absence must contact the Office of Student Success and Engagement.
• Students approved for a leave of absence remain liable for any outstanding tuition and fee charges on their student account.
• Students approved for a leave of absence will have their pharmacy intern permit placed “on hold” by the NYS Board of Pharmacy, making them ineligible to work as a pharmacy intern during that time.
• Any existing “incomplete” grades are held to the regular default time limit for completion.

International Students

• F-1 and J-1 international students must obtain approval from International Student Services (ISS) before their leave of absence request will be processed. Contact International Student Services, 210 Talbert Hall, North Campus, 716-645-2258, prior to applying for a leave of absence.
• Review Requesting a Leave of Absence on the ISS website.
• Submit the LOA form to ISS by logging in to UB Global. Do this BEFORE dropping courses during the semester. Be sure to select "F-1 Student Services" then "Graduate Student Leave of Absence." ISS will then update the SEVIS record and forward the LOA form to Registrar with the ISS advisor signature.
• If your leave of absence is approved, contact ISS (iss@buffalo.edu) 4-5 months before you plan to return to the U.S to determine eligibility for a SEVIS re-activation or if an initial I-20 is required. You will be asked to submit documents required for returning to UB. Please read Returning from a Leave of Absence for more information.

After successful completion of a PharmD degree, any graduate seeking to practice pharmacy is required to obtain a license to practice pharmacy from the state in which the graduate intends to practice pharmacy. The NAPLEX, or North American Pharmacist Licensure Examination, is required in all 50 states. Students must carefully follow the instructions provided by the state boards.

See Licensure Requirements

Purpose:

This procedure list steps to take when reporting or turning in lost property.  It is intended to provide a standardized, efficient and controlled process for the handling, storage and final disposition of lost and found items throughout the School of Pharmacy and Pharmaceutical Sciences.

Procedures:

The Facilities and Operations Manager’s Office in SPPS will serve as a repository for lost and found property.  The office is in 160 Pharmacy Building and is open M-F 8:00am-4:30pm.

Items may also be turned into Campus Police in Bissell Hall on North Campus. This location is open 24 hours a day, 7 days a week.

Found property will be held as follows:

• Items of no obvious or sentimental value can be returned to the facilities office located on the first floor in the designated storage totes outside office #160. These items will be held for two weeks.
  
• Items found of estimated value of $100 or with obvious sentimental value (jewelry, electronics, id’s, wallets etc.) can be turned into the school Facilities and Operations Manager, John DiMura, in 160 Pharmacy Building between 8:00 AM – 4:30 PM Monday – Friday. These items will be kept for 90 days.
• Items found of estimated value of $100 or with obvious sentimental value after 4:30 PM or later can be turned in the next day or turned into University Police in Bissell Hall on North Campus.

If no owner can be located, or if the property is not claimed by the owner after the time period listed above, the found property will be either donated to a charitable organization or turned over to University Police.  

Individuals seeking lost property:

• For items less than $100: Check storage totes outside of 160 Pharmacy Building
  
• For items with estimated value greater than $100: Please contact, John DiMura, Facilities and Operations Manager at: johndimu@buffalo.edu or call 716-645-3002. If the item has not been turned into that location, please call University Policy non-emergency line at 716-645-2227.
• For items left on a UB Bus: Call Parking and Transportation Services at 716-645-3943, M-F; 9am to 5pm Lost items will only be released to the owner; photo ID is required.  

Please contact John DiMura with any questions regarding these procedures or if you come across a lost item. 

Audience: All Professional PharmD students at UB SPPS

Purpose: The purpose of this policy is to inform student pharmacists about the need for and type of malpractice insurance they must carry as student pharmacists.

Policy: All student pharmacists must be compliant with the University's health and malpractice insurance requirements throughout all IPPE and APPE experiential rotations (e.g., updated immunization records within the past twelve months and liability coverage at the $1 million/$3 million level). Failure of the student to meet health or malpractice coverage requirements will result in a cancellation of any scheduled experiential rotation or other site-based training activities.

The policy should have the dates 6/1/___ to 6/1/. Students must upload their updated Malpractice Insurance Policy to the Student Requirements section of CORE ELMS. The deadline for student pharmacists to turn in their malpractice insurance is May 1^st of each year.

Please note: student pharmacists doing an APPE rotation in Canada must have $2 million/$4 million coverage.

All admitted students will be deemed an out-of-state resident for tuition billing purposes until sufficient documentation is provided to verify New York State residency in advance of class registration.  

If you are a US citizen or permanent resident, you should apply for New York State Residency as soon as possible (usually after one year of residency). Failure to do so may require you to pay the difference between in-state vs. out-of-state tuition.  

To be eligible, students must have had a New York State domicile (i.e., a permanent and principal home in New York) for a 12-month period prior to registration. 

Factors relevant to the determination of domicile include:

• Federal and state income tax returns.
• Utility bills.
• Rent receipts or lease agreements.
• Status of motor vehicle or other personal property registration.
• Place of voter registration.
• Residence of parents or spouse.
• Military orders requiring transfer to New York State.
• Address listed on bank statements.
• Any other documents that tie a student to New York State.

Audience: PharmD Professional students at UB SPPS

Purpose: The purpose of this policy is to inform student pharmacists of the Oath of a Pharmacist.

Policy: Students recite the Oath of a Pharmacist at the White Coat Ceremony (The revised Oath was adopted by the AACP Board of Directors and the APhA Board of Trustees in November 2021). Student Pharmacists are expected to uphold this Oath in all personal and professional activities whereby UB SPPS is being represented.

Respect for Patients

The student pharmacist’s foremost duty is to the patient. It is essential to maintain respect, confidentiality, humility, and honesty for all patients encountered in every aspect of care during experiential rotations, working hours, and other school activities.

• Confidentiality: It is crucial to always maintain the confidentiality of patient information. Medical and personal details about patients should only be shared with health professionals directly involved in the patient’s care. To prevent accidental breaches of confidentiality, student pharmacists should avoid discussing patient care in public areas such as hospital elevators, cafeterias, lounges, and hallways. Medical records and patient notes must be kept in a secure location. Student pharmacists must comply with the Health Insurance Portability and Accountability Act (HIPAA) and the New York State Confidentiality law.
• Humility: Student pharmacists should adhere to the medical principle of "first, do no harm." They must demonstrate humility and respect for patients through their language and actions. Student pharmacists should use compassionate, professional, and non-judgmental verbal and non-verbal behavior(s) in all patient encounters. Student pharmacists should seek consultation whenever needed or requested by the patient or the patient's caregiver(s). Relationships with patients and their caregiver(s) should remain professional and ethically appropriate. Student pharmacists must maintain a patient's privacy and modesty as much as possible during medical history, taking physical examinations, and any other patient contact.
• Honesty: Honesty is essential in the student pharmacist’s relationship with patients, preceptors and supervisors. It is crucial to be truthful and not intentionally mislead or provide false information. Student pharmacists are encouraged to seek guidance from their supervising preceptor / pharmacist when they feel uncomfortable answering patient questions or do not have the requested information. While honesty is vital, students should avoid disclosing information that should be communicated by the patient's physician.

Truthfulness, Legibility, and Completeness in All Written Communication Regarding Patients and Their Care

It is crucial to maintain the integrity of medical records and documents.  The written or electronic medical record is not only important for effective patient care and communication among health care providers, but it is also a legal record and available to the patient for review.  Therefore, all medical records regarding patients and their care must be legible, truthful, complete, and accurate to the best of the student pharmacist’s knowledge and ability.  Records should not contain offensive or judgmental statements.

Accuracy In All Verbal Communication Regarding Patients and Their Care

In the clinical setting, medical information about patients is often communicated verbally.  The information that student pharmacists communicate verbally to physicians, preceptors, peers, and other health care providers may influence patient care and the learning process.  Communication regarding a patient should be neither offensive nor judgmental.  It is crucial to maintain the integrity of patients' medical information by reporting only accurate information, information of which the student pharmacist has direct knowledge, and all pertinent information of which the student is aware, all to the best of the student pharmacist’s ability.

Respect for Faculty, Staff, Colleagues, and Health Professional Personnel

Student pharmacists must exhibit respect and humility for all those whom they come in contact with, including faculty, staff, colleagues, health professional personnel, other personnel, guests, and the general public. Respect and humility can be demonstrated by promptly following reasonable instructions and showing deference to those with extensive knowledge, experience, or capabilities. Disagreements with faculty members should be expressed in a calm, mature, and professional manner. Additionally, student pharmacists should maintain an even overall temperament, respect others' time and efforts, and responsibly manage private / confidential information.

Student pharmacists are obligated to attend all required classes, sessions or other professional obligations dressed appropriately.  It is respectful to arrive on time for courses, clinical rotations, and other professional obligations. Arriving late or leaving early without the instructor's express consent is inappropriate and disruptive to others. Students should behave professionally and courteously.

Inappropriate behavior, including unwanted and/or inappropriate sexual contact, touching, or verbal abuse, is prohibited. This includes inappropriate verbal communication, body language, or attire in a professional environment.

Respect for Property

The student pharmacist must abide by all hospital, institutional and pharmacy policies during their clinical experiences and training. Property, including computers, electronic devices, equipment and medications, are not for the student pharmacist’s personal use. Student pharmacists should use tools and equipment responsibly to prevent damage or misuse.

Audience: All PharmD professional degree students at UB SPPS.

Purpose: The purpose of this policy is to define professionalism and outline the procedures to be used to assure adherence.

Policy: Any dispute that may arise regarding a breach of professionalism should be addressed in an informal forum between the dissenting parties before any report is made to the Student Success and Engagement Committee (OSSE).  If these measures fail, the dissenting parties and OSSE will refer to the UB Code of Conduct and the Graduate School Policy Library.

Professionalism

The PharmD curriculum places a strong emphasis on professionalism, considering it a fundamental aspect of pharmacy practice and a PharmD Program Outcome. Upon completing their studies, student pharmacists are required to exhibit the essential personal qualities and behaviors integral to the field. These guidelines have been crafted to delineate the crucial standards of professionalism, ensuring the education and growth of PharmD graduates are aptly equipped to become leaders, valuable team contributors in healthcare, and lifelong experts in the responsible and effective utilization of medications.

Essential to pharmacy practice and integral to the PharmD curriculum, professionalism is a core competency. The fostering of professionalism is championed by faculty, staff, and administrators, who provide support through advisory roles, mentoring, and constructive feedback, serving as exemplars in the process. This interactive approach aims to assist students in refining their professional skills when needed.

Faculty, staff, or administrators who are concerned about the behavior of a pharmacy student are expected to meet with the student pharmacist informally, to make suggestions for improvement. If the behavior is repeated or is of a serious nature, SPPS faculty or staff will notify the Office of Student Success and Engagement or other relevant university offices or services to address the behavior and ensure the student receives appropriate feedback and support. If a student has a professionalism concern or otherwise related to peer pharmacy student, communication can be shared through the Grievance Form.

• First-Semester Courses Registration: Students will be registered for required first-semester courses only.
• Service Indicator Holds: Students with a service indicator (holds) on their account will not be able to register.
• Course Registration Process: Register via MyUB (refer to UB's Web Registration Tutorial for assistance).
• Faculty Advisor Consultation: Meet with your Faculty Advisor to obtain guidance.
• Course Resignation:
  - Do not resign from courses after the Add/Drop deadline without discussing your reasons with the Office of Student Success and Engagement.
  - Per SUNY policy, you assume responsibility for paying all tuition and fees associated with your enrollment/registration. See Financial Liability Deadlines.
  - Resignations can affect the visa status of foreign students.
• Registration Assistance: Email pharm-advise@buffalo.edu for registration assistance.

Repeating Courses – Class of 2025

If a student pharmacist repeats a course, all grades earned will be used to calculate the grade point average associated with the graduate degree program requirements and progression policy. The student's official graduate transcript will record all courses attempted (including repeated courses).

All resulting grades are calculated in the cumulative GPA reflected on the student's final official transcript (including any D’s or F’s). Depending on the course remediation or repeat policy, student pharmacists who have earned a D or F grade must repeat or remediate the course the next time it is offered. This may delay the anticipated graduation date.  

Course Repetition Effects on Financial Aid

Repeat courses affect academic progress and financial aid. To determine the UB GPA for Financial Aid eligibility (a minimum of a 2.50 for all terms enrolled in Pharmacy), a student must successfully complete at least 75 percent of all cumulative attempted credit hours. Repeat courses will be counted as attempted credit hours. The following designations are considered to be attempted credit hours but are not considered to be successfully completed: W, I, J, R, U and F grades. For more information, see UB Financial Aid Satisfactory Academic Progress for Pharmacy.

Repeating Courses – Class of 2026 and beyond

Commencing with the Class of 2026 and future classes, all resulting grades  are recorded on the student's final official transcript (including any U’s). Student pharmacists who earned a U grade must repeat or re-engage (remediate) the course the next time it is offered. This may delay the anticipated graduation date.  

Course Repetition Effects on Financial Aid

Retaking courses a second time has implications for academic progress and financial aid. The “Unsatisfactory” grade is denoted as U1, U2, U3, depending on the extent of student participation in the course. Financial aid is dependent on a student maintaining satisfactory academic progress towards the degree, and dependent on satisfactory completion of ≥ 75% of their course credits scored as Honors (H) or Satisfactory (S).

For more information, see UB Financial Aid Satisfactory Academic Progress for Pharmacy.

Students should also consult with a UB financial aid advisor.

Student pharmacists shall not resign from required courses after the university add/drop deadline without discussing the underlying reasons with the Office of Student Success and Engagement. Resignations can affect the visa status of international students.

Student pharmacists who resign/withdraw from required courses after the add/drop deadline without prior approval will receive an academic intervention/notice and are not eligible for course re-engagement. An unapproved resignation/withdrawal from a required course may result in a delayed graduation date.

See also: Academic Term Withdrawal and Withdrawal/Non-Returning

Revisions to the pharmacy curriculum leading to the PharmD degree offered by the University of Buffalo, State University of New York were approved by the University of Buffalo Graduate School, the State University of New York and the New York State Education Department. Final approval of the most recent curriculum was July 25, 2023 with official curriculum implementation on August 23, 2023.

Registration:  Program - Pharmacy; Degree - PharmD; SED 21484, HEGIS 1211

Audience: All professional PharmD students at UB SPPS

Purpose: The purpose of this policy is to discuss the use of animals used in service for a person with a documented and accommodated disability.

Policy: The University at Buffalo Animals on Campus policy can be found here.

While student pharmacists are at a clinical site engaging in experiential education rotations, they must follow the specific site requirements. Clinical training sites may prohibit use of animals on premises, so students must proactively consult with Office of Experiential Education to identify eligible and available rotations sites. Due to limitations in sites permitting animals graduation can be delayed. Contact the Office of Experiential Education for further information.

Audience: All students at UB SPPS

Purpose: The purpose of this policy is to define sexual violence and outline the process for reporting misconduct.

Policy:

UB is committed to providing a safe learning environment free of all forms of discrimination and sexual harassment, including sexual assault, domestic and dating violence and stalking. If you have experienced gender-based violence (e.g., intimate partner violence, attempted or completed sexual assault, harassment, coercion, stalking), UB has resources to help. This includes academic accommodations, health and counseling services, housing accommodations, helping with legal protective orders, and assistance with reporting the incident to police or other UB officials if you so choose. Please contact UB’s Title IX Coordinator at 716-645-2266 for more information. For confidential assistance, you may also contact a Crisis Services Campus Advocate at 716-796-4399.

Please be aware UB faculty are mandated to report violence or harassment based on sex or gender. This means that if you tell me about a situation, I will need to report it to the Office of Equity, Diversity, and Inclusion. You will still have options about how the situation will be handled, including whether you wish to pursue a formal complaint. Please know that if you do not wish to have UB proceed with an investigation, your request will be honored unless UB's failure to act does not mitigate the risk of harm to you or other members of the university community. You also have the option of speaking with trained counselors who can maintain complete confidentiality. UB’s Options for Confidentially Disclosing Sexual Violence provides a full explanation of the resources available, as well as contact information. You may call UB’s Office of Equity, Diversity, and Inclusion at 716-645-2266 for more information, and you have the option of calling that office anonymously if you would prefer not to disclose your identity.

Audience: All students at UB SPPS

Purpose: The purpose of this policy is to outline the definitions and types of student organizations and the steps needed to develop a new organization.

Policy:

Students at the School of Pharmacy and Pharmaceutical Sciences are encouraged to get involved in student-led initiatives through professionally affiliated organizations and special interest groups (SIG) to develop not only their professional identities but enhance collegial networks and sense of well-being.

Student-run organizations and groups seeking the privileges and benefits of recognition by the SPPS Student Government, School of Pharmacy Student Association (SPSA), must receive approval per the process outlined below.

Student Professional Organizations
Steps for approval for new Student Professional Organization

Assemble Documentation & Establish Executive Board

1. Obtain professional parent organization mission and relevant information for organization bylaws, policies and membership dues.
2. Assemble a full Executive Board (E-Board) for your organization (President, Vice President, Treasurer, etc.) as dictated by the parent organization.
   a. E-Board members must be in good academic standing.
   b. President/Chair & Treasurer are minimum required positions
3. Confirm interest of current SPPS faculty member to serve as advisor to organization.
4. Collect 15 current SPPS student signatures to demonstrate interest.
5. Create a budget for the organization including estimates on expenses, revenue and total requested funding from SPSA.
6. Draft a constitution that includes:
   a. Description of the organization.
   b. Mission statement(s) for what the organization hopes to accomplish.
   c. Planned activities, outreach, events and/or meetings.
   d. Outline of all executive members and their duties.
   e. Outline of how elections shall be conducted and when (end of spring term preferred).
7. Include a list of drafted activities, outreach, events and/or meetings.

Approval Process

1. Submit all documentation and materials listed above to the Office of Student Success
   & Engagement (OSSE) for initial review; send to pharm-advise@buffalo.edu
2. After initial review and following approval from OSSE, proposals will be directed to the SPSA Executive Board, who will call for a vote among SPSA membership for approval
3. Following approval, the student professional organization proposal will then be reviewed by the advisor’s Division and Department.
4. Following approval from said Division and Department, the proposal will then go before the SPPS Executive Committee.
5. If approved by the Executive Committee, the newly approved organization will submit their constitution and by-laws to the University at Buffalo Student Engagement Office to be onboarded with respective privileges of a recognized organization.

Appeal Process

If an organization is not approved at any stage of the review – approval process, the organization has the option to appeal a declination and direct it to the School Dean. If declined, the organization is permitted to revisit the approval process in the future.

Good Standing
Article XIII, Sec. 3 of SPSA Bylaws

Section 3. Good Standing.  For an organization to possess and maintain a “good standing” status, the following items must be followed:

1. Organizations must abide by the schedules prescribed by The SPSA for officer elections and budget proposals.
2. Organizations must maintain an up-to-date summary of the organization on UB Formulary and UB Linked. This must be completed and reviewed annually by June 1st. Including reconciled member list, updated board members and updated constitution.
3. Organizations must carry out all financial transactions using The SPSA account in accordance with the State University of New York Board of Trustees Policy.  Copies of this policy are available from The SPSA Treasurer.  No outside accounts (separate from the aforementioned account) shall be established at any time.
4. Organizations must ensure that all their activities are open to all Pharmacy students, with a substantial effort made to advertise to all four Pharmacy school classes.
5. Organizations must be active and hold a minimum of 1 meeting per semester.
6. Maintain UB Box folder with club documents, processes and calendar for events throughout the year.
7. Stay up to date with UB Formulary and UB Linked
8. Provide adequate notice of events and communication with the student body.
9. Board members will meet with SPSA Budget Committee in the Spring semester to provide a budget proposal for the next fiscal year including anticipated events.

Sanctions
Article XIII, Sec. 4 of SPSA Bylaws

Sanctions may be levied against any student organization that fails to maintain a “good standing” status. Sanctions require a simple majority vote of the voting members of the Board of Directors. Any of the following sanctions may be enacted in a particular circumstance; they do not need to be applied in any particular order.

Types of Sanctions:

1. Warning. Organization is provided a written warning containing the violation of “good standing” status and direction for improvement. Organization is still able to spend funds subject to the Mandatory Budget Guidelines. A Warning may only be levied once per violation. Failure to heed the Warning may result in further action such as Suspension or Loss of Recognition.
2. Suspension. Temporary measure that freezes the ability of the organization to spend funds. Conditions shall be set that will allow the club to remove the suspension, upon approval by a simple majority vote of the voting members. Organization is not eliminated unless Loss of Recognition is subsequently applied.
3. Loss of Recognition. The organization is officially defunct and has been eliminated from the roster. Organization may reapply for recognition status at a later time. All club finances are reabsorbed into the general account at the discretion of the Co-Treasurers.

Special Interest Group (SIG) Organization
Steps for approval for new SIG/non-professionally affiliated student club

Assemble Documentation & Establish SIG Executive Board

1. Draft a Special Interest Group mission and constitution that includes:
   a. Description of the organization.
   b. Mission statement(s) for what the organization hopes to accomplish.
   c. Outline of all executive members and their duties.
   d. Outline of how elections shall be conducted and when (end of spring term is preferred).
2. Include statement of how this organization aligns with the mission, vision and values of the School of Pharmacy and Pharmaceutical Sciences
3. Assemble a full Executive Board (E-board) for your organization (President, Vice President, Treasurer, etc.)
   a. E-Board members must be in good academic standing.
   b. President/Chair & Treasurer are required positions.
4. Confirm potential faculty OR staff to serve as sponsor for SIG.
5. Collect 15 current SPPS student signatures to demonstrate interest.
6. Create a budget for the organization including estimates on expenses, revenue and total requested funding from SPSA.

Approval Process

1. Submit all documentation and materials listed above to the Office of Student Success
   & Engagement (OSSE) for consultative review; send to pharm-advise@buffalo.edu
2. After consultative review from OSSE, SIG proposal will be directed to SPSA Executive Board, who will call for a vote from SPSA membership for approval.
3. If approved, the organization will submit constitution and by-laws to University at Buffalo Student Engagement Office to be onboarded with respective privileges of a recognized organization.

Appeal Process

If declined, the organization is permitted to revisit the approval process in the future. They should keep in mind the revisions and suggestions that were advised prior to create changes to their documents.

The course schedule may be changed as needed.  The course requirements, assignments, assessments, and grading policy may be changed with advance notice, and with consideration of fairness to all students.

Audience: All PharmD professional students at UB SPPS

Purpose: The purpose of this policy is to discuss computers, IT support, listserv and email policies at UB SPPS.

Computing and IT Support Policy:

The UB SPPS Office of Information Technology provides technical support for students, faculty and staff. A full listing of the support they provide can be found on the Office of Information Technology website.

Computer and Technology Policies:

Laptop Requirement:

• It is mandatory for students to possess a laptop that runs on PC or Mac operating system. iPads are not supported.
• See UB Student Computer Standards for the University at Buffalo's minimum recommendations for student owned computers.
• Students are required to acquire and utilize a privacy screen.

Requirements for ExamSoft:

Students enrolled in the PharmD program at the University at Buffalo School of Pharmacy and Pharmaceutical Sciences are required to use electronic testing software (currently ExamSoft/Examplify) for exams and assessments. Students will be required to have either a laptop (PC or Mac) to bring and use in the examination room, for the purposes of assessment. Students are responsible for the maintenance of their personal computing devices; the school is unable to provide computing support. The minimum computer specifications to run ExamSoft/Examplify are linked below.  

See ExamSoft Minimum System Requirements

See ExamSoft Installing and Registering

Installing and Registering:

You will receive an email that will provide information on how to install and register Examplify. It is recommended that you not use your UBIT password for your Examsoft password.

The Institution identifier, which is necessary for initial registration, for UB SPPS is ubpharm.

ExamSoft Minimum System Requirements (MSRs) Requirements change periodically, therefore it is recommended that students review these at the start of each semester.

UBIT Software
Find UB-licensed and UB-recommended software to download and install for free: UBIT Software for Personally Owned Devices.

Listserv and Email Policy:

UB SPPS uses listservs to communicate with students, faculty and staff. LISTSERV® is a commercial mailing list management system and each subscriber of a listserv receives a copy of every message sent to that list via email. A students’ class listserv is the MAIN venue for communication pertaining to professional information for everyone in your class as well as faculty and staff. All students are automatically subscribed to their class listserv.

User Guidelines and Expectations

• The listserv is "open" which means anyone receiving messages from the list can send messages to the list. The list contains members of the class as well as faculty, staff and school leadership, including the Dean.  
• You have been assigned a UB email address. Check this email every day for important messages. All messages will be sent to this UB email ONLY. If you have another email (e.g., Gmail) you can have messages forwarded BUT it is your responsibility to ensure you are receiving the messages. It is best to check your UB email directly. UB IT has mentioned that some outside email services can confound the listserv so please be sure to use your UB address when communicating on listservs. 
• Listserv messages are for information related to pharmacy, the school, or your class. They are not intended to be used to sell any products, services, or to promote non-school related gatherings/events.
• Listserv messages should not be utilized to direct complaints, grievances, or venting. We encourage students to voice concerns, address issues and ask for assistance through the appropriate channels in the school. See Feedback & Grievances or email the Office of Student Success & Engagement.
• No profanity or "bad" language (or angry tones).
• If you are composing an email and you are emotional (i.e., angry, sad, agitated), wait 24 hours before sending the email. Re-read it before sending to ensure the tone and language are professional.
• You may refer to the UB Student Code of Conduct for email policies as well.
• You are strongly encouraged to develop a professional email signature.
  

You are now considered professionals, and school emails/listserv communication, is a place where professional communication should be aptly practiced and adhered to. 

A professional email is similar to a professional letter and is not informal or overly casual such as when communicating by text message/direct message in social media apps.

Be kind, courteous and to the point. Always preface it with "Hi" "Hello" or "Dear." Always end your email with your name and class:
Sincerely, (or similar)
Mary Smith, PharmD
Class of 2027

Note: If you are elected to a student organization or office positions, such as president of your class, you may include this title in your email signature.

Example Email:

Hello Dr. (or Mr./Ms.) Last Name,

Introduce yourself if this is your first communication with this contact. Politely make your request, comment or reason for your outreach.

Sincerely, (or Thank you, Best)

Your Name (First and Last)
Class of 2028

Students are responsible for checking their UB email regularly to track and manage all school, course, student organization and program information. SPPS faculty and staff will communicate through email messaging, so make a habit of checking your email daily.

For official transcripts, request from the Registrar's Office. See Transcripts.

For unofficial transcripts, see the HUB Student Center via the MyUB portal.

Transcripts cannot be issued for any student whose financial obligations to the university have not been met.

Audience: All PharmD Professional students at UB SPPS

Purpose: The purpose of this policy is to make students aware of the 90-mile radius allocated for Experiential Education training sites.

Policy: Student Pharmacists are responsible for providing their own transportation throughout professional years 2*, 3 and 4. Students are made aware of this policy pre and post admission through SPPS websites. Transportation to and from experiential rotation sites is the responsibility of each student pharmacist. The school cannot guarantee that students will be placed at rotation sites accessible from UB transportation. The City of Buffalo does have public transportation but it does not cover the entire 90 mile radius allocated for Experiential Education training sites. The Experiential Education Office cannot give site preferences to students who lack transportation. Therefore, a personally owned vehicle is the preferred mode of transportation for all students. There are transportation alternatives (e.g., ride share), but due to distances they may be expensive, and students should budget appropriately.

^*IPPE rotations begin immediately in July after having successfully completed the P1 year, and therefore transportation will be needed during the summer between P1 and P2 years.

Audience: All Professional PharmD students at UB SPPS.

Purpose: The purpose of this policy is to outline what vaccinations are required as a “health related” student and the process to keep the records updated in a HIPAA compliant manner.

Policy: Student Pharmacists are considered “health related” students and therefore need to complete the entire Annual Immunization Review (AIR) form and self-attestation every year. This form includes TB screening, Hepatitis B immunity, Tetanus/Diphtheria, Varicella immunity, and Influenza vaccine. Additionally, as an incoming UB student you must complete a Health Background Form which attests to having had Measles, Mumps Rubella (MMR) vaccination or titer.

Process:

Student pharmacists must complete their annual immunization update with either their private physician or UB Student Health.

• If you go to your private physician, you must present them with the “Annual Immunization Review Form” posted in CORE.
  
• If you go the UB Student Health Center (SHS) you do not need to provide them with a copy of this form.

When student pharmacists update their records at Student Health they will be provided with an “Immunization History Form”. These forms are a record of current immunizations and include proof of updated MMR, TB Screening, Hepatitis B immunity, Tetanus/Diphtheria, Varicella immunity, yearly Influenza Vaccine, and COVID-19 vaccine. Your self-attestation and this information must be on file with the University at Student Health by November 1st in order to participate in any experiential training activities. Student Health will verify all information is up-to-date and indicate compliance on Brightspace in the “Student Health Information for Pharmacy Students” UBLearns site.

Students must upload their updated “Immunization History Form” to the Student Requirements section of CORE ELMS.

PLEASE NOTE: Submission of records to Student Health does not automatically equal compliance. Records need to be reviewed by SHS staff to ensure all requirements have been met before a student can be marked compliant in UBLearns. This can take days to weeks depending on the time of year, staffing levels, etc. Precedence is given to student pharmacists in programs who are amid their deadline times.

Compliance with any additional experiential education policies and procedures is also expected.

COVID-19

See Health and Safety Guidelines for university updates. The federal government and New York State have repealed the COVID-19 vaccination requirement for healthcare workers; therefore, the COVID-19 vaccine is no longer required for health-related program students at UB. The Centers for Disease Control and Prevention (CDC) continues to recommend that everyone in the U.S. be up to date with Covid vaccination. Certain experiential education rotation clinical sites may still require that students have this vaccination.

HEPATITIS B

Health-related students must begin the vaccine series prior to starting their health-related academic program and must complete the series by the end of their program’s first year. Positive blood titer results (Hepatitis B Surface Antibody) are also acceptable proof of immunity (must provide copy of lab report with reference range).

INFLUENZA

Health-related students must receive an influenza vaccine annually during the current flu season. Student pharmacists MUST keep a copy of the proof of influenza vaccine that is given to Student Health Services as individual rotation sites will/may ask for proof of the influenza vaccine.

Student must upload proof of yearly influenza vaccine to the Student Requirements section of CORE ELMS.

MEASLES/MUMPS/RUBELLA (MMR)

All students must provide documentation of their MMR (measles, mumps and rubella) immunity and meet the meningitis information requirement. This is done using the Health Background Form as a new incoming UB student (and is only done once).

MENINGITIS

Students must read the required information regarding meningococcal disease and provide documentation of vaccination or decline the vaccination. Documentation of vaccination can be either a dose of meningitis A/C/W/Y vaccine within the last 5 years or a full series of meningitis B vaccine.

TETANUS/DIPHTHERIA/PERTUSSIS

Health-related students must have received a tetanus booster within the last 10 years; at least one adult dose must have contained pertussis.

TUBERCULOSIS (TB) SCREENING

Health-related students, including those with a history of positive TB testing, must be screened for Tuberculosis annually, please see Annual Immunization Review (AIR) Form for more information.

If the test is not read within the specified time period, the test is invalid and must be re-administered. For a PPD to be considered valid, it must have the date placed, date read and the reading in numeric form. Student pharmacists who have had a BCG vaccination should check with their physician before submitting to the TB test.

VARICELLA

Health-related students must demonstrate immunity through one of the following:

• Two doses of Varicella vaccine at least 28 days apart and given after 1st birthday; OR
• Medical provider documented history of disease; OR
• Positive blood titer result (Varicella antibody IgG). Must provide copy of laboratory report with reference range.

NOTE: For more information regarding University at Buffalo health requirements for student pharmacists in Health-Related Programs, please go to the Student Health website at www.buffalo.edu/studentlife/health. The required AIR form can be found at that website.

Related policies can be found in the most up to date EE Manual, found in CORE ELMS.

Students choosing to withdraw from the program should consult with their faculty advisor and the Office of Student Success and Engagement.

Continuous registration is required in each fall and spring semester until all degree requirements have been completed.

Leave of Absence: If you wish to temporarily leave the university, you may request a leave of absence to maintain your current program and registration eligibility by contacting the Office of Student Success and Engagement. See the Leave of Absence Policy for more information.

Resign (R): Dropping a course after the add/drop period through the end of the 11 week of the fall or spring term. An 'R ' notation will be on all grade reports, transcripts and other official university documents. Resignation from all courses should be done through the HUB Student Center, which students may access through the MyUB portal. Students must consult with the Office of Student Success and Engagement.

Academic Term Withdrawal: Under extraordinary circumstances with proper documentation, students may petition for total academic withdrawal from a given term. A 'W' will remain next to each registered class.  

Checklist

Use this checklist as a guide as you prepare to exit the program.

1. Consult with your faculty advisor and the Office of Student Success and Engagement.
2. Email a statement to indicate your reason(s) for withdrawing to pharm-advise@buffalo.edu.
3. Drop or resign your classes using your HUB Student Center (via MyUB) before the published deadlines. If dropping after the deadlines, you will receive a grade.
4. Please complete the not returning to UB form. The Office of the Registrar will update your record once this form is submitted.
5. Consider filing an Academic Term Withdrawal if you've experienced extenuating circumstances.
   
6. If you are receiving financial aid, contact the Office of Financial Aid at 716-645-8232 or UBFA@buffalo.edu.
7. If you are an international student, contact the Office of International Student Services at 716-645-2258.
   
8. If you are residing on campus, students with an active housing agreement must submit a housing cancellation request.
9. Resolve all service indicator/holds applied to your account, which will prevent the university from releasing your records and transcripts.
10. Consider filing a leave of absence in case you change your mind.
11. To reactivate your undergrad career, please complete Withdrawal from a Combined Degree Program (PDF). This form is also used for students who would like to convert graduate credit to undergraduate credit (approval granted by undergraduate major).
12. If you reassess your plans in the future and wish to return to SPPS, please email us regarding the re-admission process.