Frequently Asked Questions | Office of the Learning Environment

General Questions

What constitutes the learning environment at UPSOM?

The learning environment includes any individuals, experiences, and settings that shape our educational and practice culture at UPSOM.

Who monitors the learning environment?

The learning environment is monitored at multiple levels with a variety of approaches.

For medical students:

Students report their experiences through evaluations, PAIR reports, surveys, and direct communication with faculty.
Course and clerkship directors monitor the learning environment through student evaluations of their educational experience.
OMED monitors the learning environment with evaluations, surveys, feedback from course/clerkship directors, direct student input.
OLE monitors the learning environment through PAIR reports, evaluations, surveys, committees, and direct communication with students.
The Curriculum Committee monitors the learning environment through presentations from course/clerkship directors, presentations from block directors, and student presentations of surveys.
UPSOM monitors the learning environment through monthly Town Halls with the students and regular meetings with department/office leadership.

For graduate students:

Students report their experiences through climate surveys, PAIR reports, and by direct communication with faculty.
OLE monitors the learning environment though PAIR reports, survey results, faculty committees, student committees, and constant communication with the Dean of Graduate Studies, the SOM Graduate Council, and the BGSA.
UPSOM monitors the learning environment through monthly Town Halls with the students.

What is PAIR?

The PAIR (Professionalism Accolade and Incident Report) System is an online system that allows SOM med students and grad students to submit Accolades (recognizing individuals who demonstrate outstanding professionalism or service on behalf of others) or report Incidents (of lapses in professionalism or mistreatment/harassment).

Does the OLE share data on the reports they receive?

Starting in 2024, the OLE releases an annual report on the data we have received on our Data page.

Whom should I go to if I have concerns?

Please call Pitt Police, 412-624-2121, or 911 for emergencies.
If you have a non-emergent safety concern for you or someone else, please contact someone who is in a position to take swift action, such as your course, clerkship, or program director.
Dr. Reis and Dr. Mars are available by email, phone, or in-person meetings. You may report directly by emailing them or make a PAIR form submission.
See our Resources page for a full list of ways to report concerns.

How can I contribute to the discussion about the learning environment at Pitt Med?

Whether you are in a graduate student, medical student, or faculty member, you can participate in one of the OLE sponsored Learning Environment Committees, which meet regularly to discuss learning environment concerns.

What other resources are available to me?

Our Resources page has a complete and comprehensive list of resources available to faculty, staff, and students.

Accolade Reporting Questions

What is the difference between anonymous and confidential submission of accolades using PAIR?

You can submit an accolade with your name and email address (confidential submission) or without (anonymous submission) when using PAIR. When you submit confidentially, you can elect remain anonymous to the individual you are recognizing. Submitting confidentially allows the OLE to follow-up with you to gather more information, if necessary, and to thank you for recognizing an individual in your learning community.

The PAIR system allows anonymous submitters to create an account to receive updates on their submission. The account information is stored by the PAIR case management system (Case IQ) and not shared with the OLE.

Can I submit an accolade for someone who is not a member of Pitt Med?

Yes. We are pleased to recognize any individual who helps create a positive learning, practice, and research environment, including faculty, fellows, residents, staff, and students.

Can I submit an accolade if I’m not a medical or graduate student in the School of Medicine?

Yes. We encourage all members of the Pitt Med community to recognize those individuals who go above and beyond to make the learning experience at UPSOM exceptional.

How can I make sure my students know about the Accolades Program?

The OLE has made several infographics highlighting PAIR and UPSOM Mistreatment Policies for you to share on our website.

Incident Reporting Questions

What is the UPSOM student mistreatment policy? / What are examples of mistreatment?

The University of Pittsburgh School of Medicine is confident that safe and effective care of patients is shaped by an environment of quality medical education that is rooted in human dignity. We embrace our responsibility to create, support, and facilitate a learning environment for our students so that they witness and experience a culture of respect, collegiality, kindness and cooperation within our School community. This same positive behavior is expected of all who impact the environment of patient care: health professionals, advanced learners, and staff.

Harassment or mistreatment of any kind is detrimental to such an environment and the School of Medicine will not tolerate any incidents of mistreatment or harassment of students by faculty, health professionals, staff, or other trainees. UPSOM encourages students to report any incidents of mistreatment or harassment, whether directed at themselves or others. All concerns will be registered and investigated without fear of retaliation.

Mistreatment and harassment will not be tolerated. UPSOM takes allegations of such behavior seriously and will investigate and respond to reports of mistreatment or harassment. Examples of such behaviors include but are not limited to being: •

Humiliated publicly
Threatened with harm
Physically harmed
Subjected to psychological cruelty
Required to perform personal services
Subjected to unwanted sexual advances
Asked to exchange sexual favors for grades or other rewards
Sexual harassment
Denied opportunities based on gender identity/race/ethnicity/sexual orientation/age/etc.
Subjected to offensive comments
Receiving lower evaluations or grades because of factors other than performance.

No person shall be subject to retaliation for participating in the good-faith reporting or investigation of mistreatment.

Why should I report mistreatment?

Reporting mistreatment is the only way the school can know if students are experiencing mistreatment. Reporting mistreatment allows the school to take action, including investigation, intervention, and prevention.

How can I report mistreatment?

There are numerous avenues through which students can report mistreatment. A full list of reporting options can be found on our Resources page.

Some of the reporting methods include:

Confidential or anonymous reporting through the online PAIR system
Confidential direct reports to one of the OLE deans via a meeting, email, or voicemail messages
Confidential direct reports to the Ombuds office
Submitting a confidential or anonymous report through the Pitt Concern Connection
Submitting a confidential or anonymous report to the NIH for NIH funded projects

What is PAIR?

How do I submit a PAIR report?

Recognize individuals who create a positive learning and work environment by submitting an accolade.

Let us know if you experienced or witnessed an incident of mistreatment or unprofessional behavior by submitting an incident report.

Are PAIR reports anonymous?

Students may report either confidentially or anonymously. Given the advantages of confidential reporting described below, we recommend that students use this option. Of course, the choice is yours.

Benefits of Confidential Reporting

- You can control how and when your report is addressed. The Learning Environment deans can contact you to obtain additional information, if needed.
- The PAIR system gives anonymous reporters the option to create an account. The account information is stored by Case IQ and not shared with the OLE. By creating an account, the reporter can remain anonymous and still communicate with the OLE, benefiting from the same advantages as confidential reporters.
- You can learn the outcome of your report.

The PAIR system gives anonymous reporters the option to create an account. The account information is stored by Case IQ and not shared with the OLE. By creating an account, the reporter can remain anonymous and still communicate with the OLE, benefiting from the same advantages as confidential reporters.

What is the difference between reporting confidentially and anonymously?

When a confidential report is made, the reporter shares their identifying information, which is held confidentially. Confidential reports are recommended because they are more actionable and more advantageous to students than anonymous reports. Specifically, confidential reports allow students:

To control how and when their reports are addressed
To learn the outcome of their report.
To be contacted to provide additional information about reported incidents, if necessary for investigation and/or intervention

When an anonymous report is made, the reporter does not share their identifying information in the report. The reporter's identity cannot be determined from the report.

The PAIR system allows anonymous reporters to create an account to receive updates on their submission and provide additional information if needed. The account information is stored by Case IQ and not shared with the OLE.

I’m not sure if this was mistreatment, should I still report it?

Yes. We want to know about mistreatment and other experiences that negatively impact the learning environment. Dr. Reis and Dr. Mars consider all reports seriously, whether they meets the definition of mistreatment or not.

What happens to reports of unprofessional behavior by students?

Medical student violations of the UPSOM Code of Professionalism submitted to the OLE will be referred to the Associate Dean for the Office of Student Affairs and any other indicated University of Pittsburgh department (e.g, Office of Institutional Engagement and Wellbeing for Civil Rights & Title IX reports). Feedback submitted regarding a lapse of professional behavior by graduate students will be submitted to the Associate Dean for the Office of Graduate Studies and/or the relevant graduate program director.

The OLE is not involved in addressing or responding to student professionalism concerns. In addition, the OLE does not track or monitor student professionalism reports.

Can I submit an incident report if I’m not a medical or graduate student in the School of Medicine?

Yes. We encourage all members of the UPSOM learning community to report incidents of mistreatment and/or negative learning environment.

How are PAIR Incident reports handled?

Confidential Reporting

Dean Reis or Dean Mars will review the report and contact you, if needed, to gather additional information about the incident and your preference for next steps. The dean will not share your identity without your permission, unless the incident involves sexual harassment or gender discrimination (federally mandated Title IX reports) or a safety concern. The dean will communicate the outcome of the report directly to you.

Anonymous Reporting

As student identity cannot be determined through the PAIR submission, they cannot influence how the report is handled. One of the Learning Environment deans will review the report and determine next steps based on their best judgment and current policies and procedures.

How do I know if my incident report was reviewed?

OLE reviews every incident report we receive. The best way to know how your report was reviewed and resolved is to report confidentially so we can follow up with you directly. As we cannot determine the identity of individuals who report anonymously, individual follow up is not possible. OLE periodically reports aggregate report and resolution data to students and faculty.

What types of actions can be taken?

Students can choose from a range of actions:

- Immediate protective action (e.g., immediate reassignment of a student’s clinical site)
- Delayed action (e.g., remediation of an educator after the student has completed the course or clerkship)
- Monitoring only (tracking the named individual in the secure Learning Environment database)

Will I be protected from retaliation if I submit a report?

According to the UPSOM Mistreatment Policy, no person shall be subject to retaliation for participating in the good-faith reporting or investigation of mistreatment. OLE deans take great care to ensure that students are not identified, unless they provide permission or is required by law. Please contact the OLE if you feel your report has resulted in retaliation.

What other resources are available?

A comprehensive list of resources available to medical and graduate students, faculty, and staff can be found in our Resources Directory.

Why was the Civil Rights & Title IX team involved in my report?

The Office of the Learning Environment (OLE), in partnership with the Civil Rights and Title IX team, refers all incident reports related to a legally protected status such as race/ethnicity, sexual orientation, disability, or gender, to the Civil Rights and Title IX team. This includes all incidents of sexual harassment or sexual misconduct required to be referred by Title IX regulations (see Responsible Reporting below).

The Civil Rights and Title IX Team will reach out to confidential reporters (usually by email) to inform them of their options and offer a range of supportive services, such as counseling/support referrals, no contact orders, or the option of filing a Formal Complaint. Reporters can accept or decline any/all of these services and are under no obligation to open or respond to the email. Note that the reporting individual cannot be forced to participate in an investigation or be named to the perpetrator without their consent.

How can I make sure my students know how to report incidents?

The OLE has made several helpful slides highlighting PAIR and UPSOM Mistreatment Policies use in presentations or to display on digital screens.

What types of incident reports have been received?

Starting in 2024, we are releasing annual reports on the Office of the Learning Environment's data and activities, including PAIR system data. These reports can be found on the Data Summaries page on our website.

You can also see a list of the incident types available on the PAIR form on our website to see how we categorize incidents. These are not the only types of incidents that can be reported, however.