Policies and Procedures

Evaluation Process

Peer review and self-evaluation are an integral and ongoing part of being a midwife.  Evaluation of both midwifery knowledge and clinical skills is an essential part of the Maternidad La Luz program.

Students receive a final clinical and academic grade for each quarter. 

Grades given for academic and clinical achievement are S = Satisfactory, U = Unsatisfactory or I = Incomplete.  A grade of Satisfactory is equivalent to 80% or above. 
 

Students may advance into the next quarter with incomplete academic assignments; however there are some assignments that are required, as well as successful completion of the clinical requirements, necessary to advance to the next quarter. 

If a student receives an incomplete clinical grade, she will be placed on probation and will not be able to attend births until the clinical requirements are met.  An Unsatisfactory is given if the student has failed the quarter, in which case it is possible for the student to repeat the quarter with the director’s approval.

Academic Progress Evaluation Components

25% Homework :  Students have reading and homework assignments for nearly every class taught at Maternidad La Luz.  All homework assigned during a quarter must be successfully completed to receive credit for that quarter.

25% Class Participation :  Students are graded on class participation.

50% Examination :  Students have an end of quarter exam for the First and Second Quarters.  At the end of Fourth and Ninth Quarters students take a comprehensive exam. An 80% grade on exams is considered a passing grade.

Failed Exams

If a student fails the end-of-first or second quarter examination, she will be required to complete a list of selected homework assignments that will be turned in and approved by an academic director before scheduling a make-up exam.  The make-up exam must be taken by the end of the following quarter.  There is a fee to take a make-up exam.

If the student fails the make-up exam, she must repeat the academic component of the failed quarter and pay a Repeat of Academic Component fee.  If she fails the exam at the end of the repeated quarter, the student will be asked to leave the program. 

If a student fails the fourth quarter exam, she will be required to satisfactorily complete all homework assignments and take a make-up exam within three months of failing the fourth quarter exam.  If the student fails the fourth quarter make-up exam, she will need to make a plan to stay for an additional quarter for academic tutoring and pay the academic tuition for that quarter.

Clinical Progress Evaluation Components

Birth Reports :  After every birth students write a birth report including a self-evaluation of their role birth.  These are turned in to the Academic Director and become part of the student’s permanent record.  All Birth Reports must be in the student’s file before each end-of-quarter evaluation. 

Birth Reviews :  These forms are filled out by the student for primary and assist births and submitted to the staff midwife for comments and evaluation.  Birth Reviews serve a dual purpose:  They provide feedback to the student and provide the administration with another view of the clinical progress of the student.  After the student has reviewed the staff midwife’s comments, the birth review is turned in to the Academic Director and becomes part of the student’s permanent record.  All Birth Reviews must be in the student’s file before each end-of-quarter evaluation.

Mid-Quarter Evaluation :  Students undergo an evaluation in the middle of the First Quarter.  The staff fill out an evaluation form that is reviewed by the student and the Academic Director or the Assistant Academic Director.  The Academic Director meets with the student at this time to discuss her progress.  If there are any clinical or academic concerns during any other quarter, a mid-quarter evaluation may be required.  If a student is on probation there will be a mid-quarter evaluation.

Clinical Hours Record Book:   Each student is required to keep personal documentation of her clinical experience in a provided documentation book.  To record appointments, students keep record of client’s name, date of visit, the client’s EDD, baby’s DOB, and the midwife signs off the student’s work during each shift.  Students tally the number of prenatal appointments, initial appointments, labor checks, labor sits, hospital transports, newborn exams, and postpartum visits.  For students’ convenience, there are also columns to keep a record of blood draws, Paps, physical exams, breast exams, and pelvimetry.  This document will become part of the student’s records for each quarter.  At the end of each quarter a tally sheet must be turned in to receive credit for clinical hours.

Verification of Births Attended : Students are required to keep a record of all births attended and their role at each birth: primary, double primary, assist, documenter, gofer, active participant, observer, newborn exams, and hospital births and transports.  The record of each birth must be initialed by the supervising staff midwife.  This document serves as the official tally of births attended and must be turned in at the end of each quarter.

Self-Evaluations :  Students have the opportunity to do a self-evaluation at mid-quarter in the first quarter, and at the end of each quarter thereafter, using the same evaluation form that staff use to evaluate the students.

End of Quarter Evaluations :  The staff fill out a form to evaluate if the student is at the expected level for clinical skills and a recommendation either to advance or repeat the quarter.  The form is reviewed by the student and an Academic Director at the end of every quarter to discuss the progress that has been made during that quarter. Students are given a copy of their written evaluation at the end of each quarter.

Completion of Assignments

Students have a grace period of three months after the end of their program to complete outstanding assignments.  If a student has not turned in all homework by the end of the grace period, there is an administrative fee charged at the beginning of each month that homework is outstanding within the time frame stated below. 

Time Frame

Completion of attendance in the program may be extended over a reasonable time frame.  The One-Year Program may be extended to a maximum of two years, and the Three-Year Program to a maximum of five years.  If a student interrupts her program for a significant amount of time, she will need to attend one week of reorientation per quarter of absence when she returns.  There is a fee for this reorientation and the time spent is in addition to the normal program time.  The majority of students complete their program within the three-month grace period mentioned above.

If a student goes beyond the stated timeframe for her program, she will be sent official notification to inform her that she is no longer enrolled.  This student may request reinstatement, in which case, a plan will be made for her to complete her program.  She must abide by the policies, requirements, and fees of the most current catalog.

Enrollment

Students are considered enrolled only when they are on-site at Maternidad La Luz, with the exception of vacation or short-term emergency leave.  Students who take a leave of absence or who have completed their clinical and classroom requirements and are in the grace period to complete assignments are not considered as enrolled and may not represent themselves as Maternidad La Luz graduates or current students. 

Graduation & Official Documents

Diploma:  A diploma is provided upon successful completion of the accredited One- or Three-Year Program.  The student must have passing grades on homework, class participation, examinations and clinical experience, as well as the approval of the Academic Director.  Upon graduation, Maternidad La Luz cannot guarantee any certification, licensing or employment in any jurisdiction.

Certificate of Attendance :  A certificate of attendance is provided to those students who attend Maternidad La Luz on short-term placements or a Midwifery Practicum, or to students who do not successfully complete at least the One-Year Program.  Students participating in these non-accredited courses will not be graduates of a MEAC-accredited program.  They may not advertise themselves as graduates of Maternidad La Luz, nor will they necessarily be eligible for NARM certification or Texas documentation as result of their short course at Maternidad La Luz.   
           

Transcripts :  Transcripts include academic and clinical grades and credits and official verification of clinical tallies and births.  Transcripts are available for any student completing any quarter for a fee of $25.

Official Verification :  Official verification of clinical tallies and births attended is available to students who attend MLL for any length of time.  Official verification is available for a fee of $25.00.

top
Grievance and Disciplinary Policies

Complaint / Resolution Policy

The following policies were written to help students deal with complaints about the school, clinic, staff or between individuals, or in the event of dismissal.

The ability to deal with a complaint in a positive manner is part of being a good midwife.  Students will not be discriminated against in any way for making an informal or formal complaint.  The complaint will remain as confidential as possible among the people involved.  Students may begin the complaint process at any of the levels described below.  They are encouraged first to talk with the person involved or ask someone to help mediate.

Informal Resolution

This process will preferably be used as the first step in resolving a conflict in the belief that people can solve their own problems. 

If a student at Maternidad La Luz has a grievance with something to do with the functioning of the school or clinic, she should speak to a director. 

If a student has a grievance with any individual at Maternidad La Luz, she should speak directly to that person and attempt to resolve the problem.  If this does not satisfactorily resolve the grievance, a third party may be asked to assist via consultation or mediation.

A student with a grievance may write to a director to make her aware of a problem and the intent to resolve it without going through the formal complaint process.
Some other means for informal resolution include Birth Talks, Birth Reports, and evaluations.

Formal Written Complaint and Resolution

This process will be used if the informal resolution process was not successful in resolving a grievance or may be used as the first step in resolving a grievance.
The grievant(s) will fill out and give to a director the Formal Complaint Form. The director receiving the complaint will respond within 15 days acknowledging receipt of the complaint.  The director who received the complaint will convene a directors’ meeting to review and act upon the complaint within 6 weeks.  The complainant(s) will be informed of actions taken.  If any of the parties involved are not satisfied with the directors’ plan, a Resolution Committee will be convened.

Resolution Committee

The Resolution Committee will be composed of the director who received the complaint, one other director, one staff, and two students, all to be elected by their peers.  Family members, partners, or housemates of either complainant(s) or complained against may not serve as members of the committee. 

Each member of the Resolution Committee will receive a copy of the book, On Conflict and Consensus to prepare to be an effective participant and to use as a guide to govern the resolution process.  This committee will review all information and documentation relating to the complaint.  Both the complainant(s) and the complained against may request to speak to the Committee individually.  The Resolution Committee will develop written recommendations within 6 weeks of the date of being convened.

Appeal Process

If any party involved is dissatisfied with the recommendations or outcome of the Resolution Committee, they may go to the Appeals Committee.  The committee will be convened to attempt to develop another plan acceptable to all parties involved. 

Appeals Committee

The Appeals Committee will be established by the Board on an ad hoc basis and includes the Board of Directors, Deborah Kaley and Steve Barowsky, and a Staff Midwife to be chosen by her peers.  They will review all appeals and make a final decision. 

If this process is unsuccessful, student complainant(s) may contact MEAC at P.O. Box 984, La Conner, WA 98257.
 

All written complaints are kept for at least 7 years in a Complaint File along with the decisions or actions taken.

Warnings

When a student problem is identified, a written warning will be given by a Director to notify her of the problem.  A copy of the warning will be kept in the student’s file.  
top

Probation

A student will be placed on probation when a serious problem is identified.  Any discussion, suggestions for remedying the problem, and a timeframe for solution of the problem will be kept in the student’s file.  If the problem is not remedied within the stated timeframe and conditions established by the Director and the student, the student may be dismissed.

Grounds for Probation or Dismissal

A student may be placed on probation or asked to leave the program for the following reasons:

·         Failure to comply with the requirements, rules and policies of the school as described in the Student Handbook

·         The student’s actions put a client or Maternidad La Luz in danger.

·         Unsatisfactory clinical progress at the end of a quarter as determined by the Director and/or two clinical Staff Midwives.

·         Unsatisfactory academic progress at the end of a quarter as determined by failure to pass the end-of-quarter exam, failure to complete the assignments     required to advance to the next quarter, and habitual absences or tardiness.

·         Disrupting a class, impeding or otherwise hampering the educational process of other students in the School or Center

·         Failure to comply with the conditions of a warning or probation.

·         Failure to attend classes or clinic shifts without approval by the Director.

·         A charge of plagiarism or cheating.

·         Failure of a student to pay tuition within two weeks of the date it is due.

·         A felony conviction related to midwifery or failure to be rehabilitated from prior felony convictions.

·         Has a conviction involving a crime of moral turpitude.

·         Has been successfully sued for a midwifery act, fraud, or deceptive trade practice within the last 10 years.

·         Is currently in violation of any midwifery regulation in Texas or any other state or province.

·         Falsification of records.

·         Determination by the Academic Director that a student is conducting herself in an unprofessional manner either in a clinical situation or in any situation in which the       the student is representing herself as a Maternidad La Luz student.

·         Inability to act in the role of a student midwife, as determined by the Director.

·         A recommendation for probation or dismissal from the Resolution Committee.

The Academic Director has the authority to dismiss a student immediately under any of the conditions described above.  The student may appeal within 30 days of the date of dismissal, in which case the Resolution Committee will be convened. 

During the period of appeal and after dismissal, the person shall neither participate in school activities nor represent herself as a Maternidad La Luz student, nor should she represent herself as a former student in good standing.  She will surrender her school identification card to the director.

top

Access to Student Records

Maternidad La Luz maintains an open record policy.  Student records are stored in fire resistant file cabinets in the locked office of the Academic Director to prevent unauthorized access and are protected against potential fire and water damage.

Students have access to their records during end-of-quarter and mid-quarter evaluations, or by appointment with an academic director.  Students are given a copy of their clinical evaluations at the end of each quarter.

Maternidad La Luz considers all student records to be confidential in nature; therefore a written release is required before information can be transferred to another institution in accordance with the Family Educational Rights and Privacy Act (FERPA).

top

Confidentiality

A midwife deals with clients’ current and past medical and psychosocial history and other information of a personal nature.  It is important to remember that all information about a client is of a confidential and sensitive nature.  None of this information should be discussed outside of the MLL clinical setting.  Caution should be maintained when speaking on the phone so that no breach of confidentiality is made.  Maternidad La Luz does not permit students to make copies of client charts. 

The same respect for confidentiality should apply to personal relationships at the center and in classes.  The environment at Maternidad La Luz fosters open communication; students are expected to respect the privacy of sister students and staff.

The names, addresses and phone numbers of clients, students and staff are never released without permission of the individual concerned. 

top
Student Attendance Policies

It is expected that students will attend all scheduled clinical shifts and classes.  On occasion events arise that require an absence or tardiness.  It is the responsibility of the student to inform the Staff Midwife and a Clinical Director or Academic Director of any absence.

Maternidad La Luz attempts to accommodate students’ observance of religious practice.  The birth center operates 24 hours a day seven days a week and must be adequately staffed at all times.  An applicant who has religious restrictions must explain their needs during the application process to see if it is possible to work out a plan with Maternidad La Luz. 

Clinic

Each clinic day is important for both student learning and for the smooth running of the clinic at Maternidad La Luz.  Students are expected to be present at clinic 15 minutes before the scheduled shift so that they are settled in before starting the day.  Shift begins promptly at 8:00 a.m. with a circle of students and staff who were on the previous shift.  Clinical staff keep attendance of students who are scheduled for the day, reporting anyone who is absent or tardy to the Clinical Director.  Students are expected to work until 8:00 a.m. the following day or until their postpartum clients have gone home and the birth rooms have been completely cleaned and restocked.  Primaries with an early morning catch may hand over the postpartum at 10:00 AM to a student on the new shift once the newborn exam and paperwork are completed.

A student who is ill may need a day or part of a day to recuperate. This must first be cleared with a Clinical Director.  Students are responsible for arranging their own substitutes for clinical shifts when possible.

Any unexcused absence may constitute review and probation or expulsion.  A student who is late three times will be given a written warning.  Being late a fourth time may result in probation.  Being late while on probation may be grounds for suspension or expulsion.

Classes

Classes for the first and second quarter students are usually held on Mondays and Thursdays from 1 to 4 PM.  Third and Fourth Quarter classes are usually held on Wednesdays from 9 AM to 4 PM.  Sixth through Eighth Quarter Classes are scheduled individually with the Assistant Academic Director.  All students and interns attend Birth Talks/Peer Review on Tuesdays from 1 to 4 PM.

Academic faculty keep class attendance and record P (present), A (absent), T (tardy) or B (attending a birth during all or part of the class).  They also record class participation as S (satisfactory) or U (unsatisfactory).        
      
In an excused absence or when missing a class because of attendance at a birth, the student will be expected to turn in a filled-in class outline if one was provided in the class—or make an outline of the readings if no outline was provided—within two weeks of the class.

Students planning to eat in class must prepare food ahead of time.  
 

These rules must be followed for the smooth and safe functioning of the clinic and school, and out of respect for staff, teachers and sister students.

top

Emergency and Personal Leave Policy

We understand that students may need to be absent from the program for some time in the case of an emergency or for personal reasons.  The Emergency and Personal Leave Policy was written for situations of family emergencies, severe illness, or personal reasons. A student may take no more than two weeks of non-vacation leave during the one-year program.

A student who needs to take leave must fill out a Request for Leave Form and submit it to the Academic Director for approval.  Students taking leave must make up classes as described above in the Missed Classes Policy.  Missed clinical shifts will be made up at the end of the student’s program.  A student missing more than two weeks in a single quarter during her program will need to repeat the quarter or make individual arrangements with the Academic Director.

top

Missed Birth Policy

Maternidad La Luz has a policy to fairly distribute students’ presence at births. 

If a student decides that she cannot be primary at births for whatever reason during a shift, she will put an “X” in the next primary box on the Birth Rotation Chart.  The student needs to discuss her reasons for missing the birth with a Director.  If this happens repeatedly, the student may be placed on probation.

Students who are on vacation will take an “X” for each week of vacation. 

Students who are in the extended program will take an “X” at the beginning of every three weeks.

Interns in the Fifth through Ninth Quarters will take an “X” every other week if doing the equivalent of three 12-hour shifts, or every three weeks if doing two 24-hour shifts.

top
Dress Policy

We have found the need to establish a very specific dress protocol in order to respect the comfort level of our clientele and to have a professional appearance.  Students must keep in mind that during their 24-hour shift at Maternidad La Luz they may be accompanying a client to the hospital.  Other health care professionals see students as representatives of the El Paso midwifery community, and in a broader sense, all midwives.  We recognize and appreciate diversity of expression and understand that it may be difficult to adapt to this policy.  Nonetheless, students are asked to observe the following:

Students on shift or at the birth center for on-call clients may wear their choice of scrubs that come in many colors and styles.  They must be clean, ironed and presentable.  Scrubs will be worn both during the day and at night at MLL, when going to the hospital, and when on MLL field trips.  Scrubs with a printed hospital name may not be worn at the clinic.  Students should keep spare scrubs at the clinic in case of accidental splashes.

Closed-toed shoes must be worn at all times in the clinic and must be clean and professional looking.

Hair must be neat and pulled back.

Fingernails must be cut short.

Deodorant should be used, especially during warm weather.

Bras should not be showing.

Sleepwear for the night consists of scrubs.

Our clients view staff and students as professional caregivers; therefore students should be mindful of their appearance whenever they come to the clinic, even when not on shift. If students are unsure about the appropriateness of their clothing, they may ask a Director.  If a student’s attire is found to be inappropriate for the clinic, a Director or Staff Midwife will ask the student to change.

top

Legal Responsibilities

Although students will be working under the direct supervision of a licensed midwife, they must be aware of the rules and regulations guiding midwives and birth centers in Texas.

Policies for student midwives involve adherence to several official documents, the most important being the Texas Birth Center Rules, Texas Midwifery Standards, and Maternidad La Luz Protocols.  A copy of the Texas Midwifery Standards is located in the Protocol Book that is kept in the clinic so students may refer to it easily.  All MLL protocols must be followed.   During orientation, every student receives a copy of the Protocol Book that contains the Texas Midwifery Standards.

Car

All students on shift are responsible for having a car in good working condition in case they are required to accompany a transport to the hospital.  Car insurance is required by the state of Texas. 

Visitors

MLL welcomes visitors to the center for a 24-hour shift.  All visitors must be approved by the Director before coming to the center.  Visitors may attend births only if a client agrees.  Students’ children are not allowed at the center or the school without prior approval.  Students’ pets are not allowed at the center or the school.

top

Student Services

Clinical Placement:  Maternidad La Luz provides 100% of the clinical experience that students need to complete their program.

Equipment and Materials:  All clinical equipment and materials for use during shifts are included in tuition fees. 

Student Housing:   Maternidad La Luz offers help to accepted applicants in finding housing and roommates.

Library : Maternidad La Luz has a lending Library.  The school library contains all of the most recent editions of books in the required reading list and current periodicals such as Midwifery Today, Journal of Midwifery and Women’s Health, The Canadian Journal of Midwifery Research and Practice, and Mothering Magazine .  There are ample references and additional resources such as current midwifery legislation and all books required by NARM.

Computer :  A computer located upstairs in the clinic is available for student use.  It is Internet accessible, so students can access their e-mail and conduct Internet research with this computer.

Tutoring : The Assistant Academic Director is available by appointment for individual didactic tutoring.  Clinical tutoring is available by appointment with the Associate Clinical Directors.  Spanish tutoring is available by appointment as well.

Advising and counseling :  The Academic Director will be available by appointment for individual advisement or counseling.  All directors are available if a student has an issue that needs to be discussed.  A resource list is given to all new students during orientation.
 

Student ID Card :  Students receive a Maternidad La Luz Student ID card that may be used for student discounts at businesses that offer such discounts. 

Financial aid:  Maternidad offers one woman of color scholarship as well as some work-study opportunities as discussed in the section on financial aid.

Job opportunities, conferences and other educational opportunities :  MLL maintains a bulletin board where employment and educational opportunities are posted.  The MANA News is also posted to give the students information on current political issues and job opportunities. The midwifery journals that MLL subscribes to also regularly list job opportunities. The extensive circle of MLL alumnae, including the website www.maternidadlaluz.ning.com , provides students with a large number of midwives and former students with whom to network. 

top

Student Input

Student input is very important and valued, and leads to continual improvement at Maternidad La Luz.  The following are some of the formal ways in which students can be assured of their input into the academic and clinical program at Maternidad La Luz.

Every Birth Talks class begins with a request for student input in terms of clinic, classes or personal issues.  This input is welcome and respected and, as a result, many changes have been implemented at Maternidad La Luz.

Students are members of all committees at Maternidad La Luz.

Students complete evaluation forms for each class.

Students complete evaluation forms once a year for all MLL employees.

Students complete an end of course evaluation.

Students are involved in the process of accepting new students.

Students are involved in hiring new staff.  Prospective staff spend at least one shift at the center.  Students’ opinions are solicited and documented in consideration of the hiring.

Every year a telephone survey is conducted with students who have graduated in the past three years to review what progress they have made since leaving the program.   

top

Maternidad La Luz Committees

The midwifery program at Maternidad La Luz provides opportunities for representation of staff and students on in-house committees.  All students may serve on any of the following committees at Maternidad La Luz:

Academic Program Improvement Committee

This committee reviews suggested revisions to the syllabus, curriculum, and teaching methodologies. The process of curriculum review and revision is done to ensure consistency with the philosophy, goals and objectives of Maternidad La Luz, MANA Core Competencies, NARM certification requirements, updated MEAC guidelines and Texas midwifery rules. Committee members are expected to integrate new developments in health and education and current standards in midwifery into the program at Maternidad La Luz. This committee also reviews current learning material for its appropriateness for the educational program.  Suggestions from all staff, students and graduates are reviewed and incorporated where possible.  This committee meets at least once a year.  All Maternidad La Luz students, staff and instructors are invited to attend; but at minimum, members of the committee include one director, one staff and at least one student and intern.

Admissions Review Committee

All current Staff Midwives and currently enrolled students are members of this committee that meets on an ad hoc basis to review applications, as they are received throughout the year.  An Academic Director and a staff midwife review the application, a staff midwife reviews it as well.

Current students participate in the admissions process by conducting prospective student phone interviews.  The students ask questions of applicants from a standardized form, fill it out and answer any questions they may have.  This completed form, as well as a general impression of the applicant, is documented and placed in the applicant’s file.  Students also evaluate prospective students who do a 24-hour visit.  The Academic Director takes all comments from staff and students into consideration when making a final admission decision.

Clinic Improvement Committee 

The purpose of this committee is to make suggestions for physical improvements of the center as well as suggestions to improve the operation of the clinic, especially as it impacts client care.  This committee, which meets at least once a year, also revises protocols for the clinic, handouts for the clients and miscellaneous paperwork used at Maternidad La Luz. All Maternidad La Luz students and staff are invited to attend; but at minimum, members of the committee include one director, one staff and at least one student and intern.

Appeals and Resolution Committees

These committees are described above in the Complaints and Resolution Policies.

All committees submit their minutes to the Academic Director.  Minutes are reviewed during the Biannual Administrative Meeting where decisions and plans are made to implement suggestions. The Biannual Administrative Report documents any decisions made regarding committee recommendations.