Programs handbooks

Dental Assisting: Standards and procedures

Procedures

Facilities and lockers

The clinics and laboratories are designated as study and work areas. Students are expected to be considerate of their peers by working quietly and following these guidelines:

  • Students are responsible for their own personal property. Purses, book bags, and other valuables should never be left unattended in any classroom or laboratory. Assigned lockers should be used for personal belongings. The staff is not responsible for lost or stolen items.
  • Purses, books, and backpacks are not permitted in the lab or clinic areas unless specifically requested by the instructor.
  • Beverages and food are not allowed in the clinical lab, dental material lab, radiology lab, or any PCC Vanport classroom.
  • PCC Vanport and Portland State University (PSU) are smoke-free campuses. For information, please refer to the PSU Smoke and Tobacco Free Policy.
  • Gum chewing is not permitted in the laboratories or clinics.
Transportation and parking at Vanport

There is no designated parking at Vanport. Some options include:

  • Purchase a PCC parking permit and take the shuttle from the Sylvania campus.
  • TriMet students may qualify for the Reduced Fare Program (cheapest option) or the discounted HOP card. See PCC’s public transit page.
  • On-street parking:
    • Use the Parking Kitty app because students cannot leave class to feed the meter.
  • Parking structures:
    • The Collective on 4th
    • Cyan Lot #140
    • PSU parking permits – apply online through PSU Parking at the “Vanport Affiliated Rate”

Ethics and conduct

Professional code of ethics

Visit the American Dental Assistants Association (ADAA) website and click on the Ethics tab to view the ADAA Principles of Professional Ethics.

Professional standards and conduct requirements

By accepting admission into the Dental Assisting program, students commit to adhering to the professional ethics of the healthcare field, specifically those relevant to dental assisting. Ethical standards are covered in this manual and throughout the course of study.

A crucial aspect of professional ethics is maintaining the confidentiality of patient records and information related to the dentist and facility. This confidentiality extends to information obtained in the classroom, laboratory, and during off-campus activities. Confidential information must not be disclosed to unauthorized individuals, including family, friends, and fellow students.

Students must consistently demonstrate appropriate language, behavior, and personal attitude while in the program, whether on campus or at clinical sites, and adhere to strict confidentiality practices.

Student expectations

As a student in the PCC Dental Assisting program, individuals are expected to:

  • Seek assistance whenever needed.
  • Maintain professional relationships with instructors and fellow students, demonstrating courtesy at all times.
  • Show initiative and take advantage of every learning opportunity.
  • Complete all class assignments on time.
  • Accept constructive criticism as a means for self-improvement.
  • Allow instructors to supervise procedures throughout the entire class.
  • Take responsibility for the correct and careful use of school and clinical property.
  • Adhere to the program’s written dress code while at school, on externship sites, and in clinical areas.
  • Exhibit professionalism through appropriate behavior.

All students must adhere to these expectations while enrolled in the Dental Assisting program at PCC. Unprofessional behavior in any educational setting, including PCC, community rotations, and dental office externships will prompt a disciplinary review process. For more information, refer to the due process for violations section.

College policies

Students are required to read, understand, and follow college and program policies, standards, and ethical guidelines. In addition to reviewing the policies linked in this section, any additional requirements described in the section for one’s program of study should be reviewed and followed. Students assigned to clinical sites are required to learn and follow the policies, rules, and regulations required by the site. Students are encouraged to reach out to program faculty and staff with any questions or clarification needed.

Comprehensive links to college policies can be found on the following webpages:

The policies of particular relevance to students include:

Conduct, professional standards, and ethics

It is especially important for students to comply with the following policies regarding conduct, professional standards, and ethics.

HIPAA

The Health Insurance Portability and Accountability Act of 1996 (HIPAA) is a federal law that required the creation of national standards to protect sensitive patient health information from being disclosed without the patient’s consent or knowledge. The US Department of Health and Human Services (HHS) issued the HIPAA Privacy Rule to implement the requirements of HIPAA (Centers for Disease Control Public Health Law). Under this law, patients’ health information is protected. This includes individually identifiable health information that is transmitted or maintained in any form or medium (electronic, oral, or paper).

What does this mean for Healthcare and Emergency Professions students?

In the course of their study, healthcare and emergency professions students will work in patient-focused settings, which could include providing patient care at the dental clinic, at off-site clinics, with ambulance services, and in hospitals, and/or could include responsibilities for managing patient data. Additionally, patient data and images, including radiographic images, will be part of the classroom and lab instruction. Often, students will act as patients during lab and practice sessions and confidentiality policies will apply. Students will have access to confidential patient data in these settings and are expected to:

  • protect patient and student confidentiality at all times,
  • comply with the Health Insurance Portability and Accountability Act of 1996 (HIPAA),
  • strictly follow all policies and procedures at the facilities in which off-site clinicals, internships, practicums, and co-ops are held,
  • uphold the professional ethics guidelines of their field of study, and
  • adhere to Portland Community College’s confidentiality policies, including Family Educational Rights and Privacy Act (FERPA)

Specific guidelines related to HIPAA and confidentiality include, but are not limited to:

  • Any information (including images, and written or verbal) related to patient care is strictly confidential and is:
    • not to be shared, copied, or discussed with anyone outside of the direct care of the patient, and
    • not to be removed from a healthcare facility or service unless written permission has been given by the clinical agency to remove such information. Information may be disclosed only as defined in HIPAA guidelines for educational purposes.
  • Radiographic images that are used for image critiques, case study, or lab sessions must have all patient and hospital identification removed. Students attending critique sessions away from their home sites may bring radiographic images only on approved devices that follow HIPAA requirements. No images taken with cell phones are allowed.
  • Photographs, recordings, and videos of patients must never be taken, whether a patient gives permission or not. If patient images are being considered for an educational purpose, the student must check with the instructor who will determine policies at the practicum site.
  • Absolutely no reference to a patient, even if de-identified, should ever be shared electronically via email outside of MyPCC email or on social networking sites such as Facebook. The instructor may direct students to share select de-identified patient information via MyPCC email or D2L for course preparation or learning purposes.
  • No facility or facility staff information should be shared via personal email, on social networking sites, or by other means outside the learning environment.
Required training
  • Read about the Health Insurance Portability and Accountability Act (HIPAA).
  • Students are required to complete a HIPAA training module through the college’s third-party vendor, CastleBranch.
  • Ongoing training and guidance will be provided as appropriate throughout the instructional courses.
  • Students participating in off-site clinicals, internships, practicums, and co-ops are required to attend their clinical site’s HIPAA training to become educated on the facility’s confidentiality policies and procedures.
Violations of HIPAA and confidentiality

Any action that violates patient or student confidentiality will have long-lasting consequences for the student’s career and a serious impact on their standing in the program. All actions will be addressed quickly and will prompt a review process in which program probation or dismissal is considered. See Due process for violations. The off-site clinical, internship, practicum, or co-op facility could impose further disciplinary actions, including immediate dismissal from the site.

Dress code

The purpose of these guidelines is to establish clear dress code and appearance standards to maintain a safe, professional, and inclusive environment at Portland Community College (PCC) in the Healthcare and Emergency Professions Pathway (HEP). These requirements ensure safety and infection control, as well as prepare students for clinical and professional settings. These guidelines are in accordance with applicable PCC policies. Students participating in clinicals, internships, practicums, co-ops, and other external educational settings may need to adhere to additional procedures and guidelines set by their assigned facility.

Dress code
  • Attire:
    • Clothing should be clean, neat, and appropriate for an academic setting.
    • Attire should not have offensive language, images, or messages in accordance with the college’s Nondiscrimination and Non-harassment Policy.
    • Footwear should be safe and suitable for the lab and clinical environment. Closed-toe shoes made of leather or a similar material that is resistant to needles and liquids are required.
    • Hats are not permitted in clinical settings (hair coverings worn for religious purposes are not an issue).
  • Uniform standards:
    • Certain programs may require uniforms or specific attire. These requirements must be followed.
    • Uniforms and shoes should be clean with no wrinkles or tears, properly fitted, and worn as intended.
  • Personal Protective Equipment (PPE):
    • Students in labs, workshops, and other hands-on environments must wear appropriate PPE as specified by their instructors.
    • PPE may include items such as safety glasses, gloves, lab coats, and closed-toe shoes. There may be additional/different PPE requirements based on the nature of the program.
Appearance
  • Grooming standards:
    • Students are expected to practice good personal hygiene.
    • Hair, including facial hair, should be clean and well-maintained.
      • Hair should be secured to prevent it from getting caught in equipment or interfering with the task at hand.
      • Facial hair should be groomed to ensure a proper seal with an N-95 mask, if required.
    • Students should avoid strong fragrances that may cause discomfort or allergic reactions.
    • Nails: Federal and state laws specify that artificial nails should not be worn when having direct contact with patients. The maximum nail length is 1/4 inch and nails should not pose a risk of tearing gloves. Nail polish, if worn, should be tidy and unchipped for hygiene purposes.
    • Ensure hands are clean and washed before touching or performing clinical procedures.
  • Tattoos and piercings:
    • Visible tattoos that conflict with professional standards and college policies may need to be covered.
    • Piercings are allowed provided they do not interfere with tasks, such as patient care. In some settings, jewelry that could get caught on equipment and pose a safety risk is not allowed. Please refer to program-specific requirements for further details.
Accommodation and exceptions

In cases where assigned facilities for clinicals, internships, practicums, and co-ops have specific dress and personal appearance codes, those regulations and any applicable process for accommodations will be used by the facility. For circumstances when PCC is the decision maker, the college will provide reasonable accommodations or modifications that do not fundamentally alter any program standard or compromise safety, health, and hygiene standards.

All students are responsible for adhering to the appearance and dress code standards of the Healthcare and Emergency Professions pathway, program, and the clinical setting (if applicable). For safety reasons, students who do not comply with the dress code will be asked to leave the course session to correct their attire and return only after making the necessary changes. Attendance and tardiness rules will apply when such corrections are necessary. Students not in compliance with these standards could be subject to a disciplinary review process. See Due process for violations.

Program-specific requirements

In addition to the Healthcare & Emergency Professions pathway dress code and appearance standards, Dental Assisting program students are required to adhere to the guidelines below.

Required: full uniform for labs and clinical externships and practicums

The full uniform required for all labs and clinical externships and practicums includes scrubs, puncture-resistant shoes, safety glasses, and name badges. Students must wear their uniform on the first day of the fall term, and the uniform must always be clean and neat.

  • Scrubs and other clothing
    • A full set of scrubs (top and pants) is required. It is recommended that students purchase multiple sets at the beginning of the fall term, as scrubs will be worn during all labs and clinical externships and practicums.
      • Scrub tops and pants in Caribbean blue can be purchased at any scrub store or online. Some suggestions for stores that carry scrubs include:
        • Scrub Med: 1400 SW Marlow Ave., Portland, OR 97225
        • Affordable Scrubs: 6767 SW Macadam Ave., Portland, OR 97219
        • Scrubs and Beyond: 8585 SW Cascade Ave #131, Beaverton, OR 97008
      • The dental assisting faculty highly recommend trying on scrubs at a store before purchase to ensure a proper fit. The listed stores offer a variety of brands to try on, and purchasing online may be a more cost-effective option once sizes are known.
    • White or black short or long-sleeved T-shirts are permitted under scrub tops; however, turtlenecks, high collars, or colors other than black or white are not allowed.
    • Scrubs must be laundered after each use.
  • Shoes: Puncture-resistant shoes must be worn in all labs.
  • Safety glasses: Clear safety glasses must be purchased prior to the first day of school. Examples can be found at Magid Glove. They are also available at the bookstore or from home improvement stores (e.g., Home Depot).
  • Name tag: The name tag fee is included in the cost of the supply kit purchased from the bookstore. Name tags will be distributed during the first week of the term.
Other safety guidelines

No facial jewelry or piercings are allowed except for appropriate earrings. This includes, but is not limited to, nose, eyebrow, lip, tongue rings/studs/chains, or stretched lobe piercings. Students with pierced ears may wear small post earrings or small hoops no larger than the size of a dime, with no more than two small earrings per ear.

The National Institutes of Health has identified piercings as a potential vector for bloodborne hepatitis (Hepatitis B, C, D, and G) transmission. Disease transmission has been associated with ear piercing, and cases of endocarditis have been linked to both nose and ear piercing. The American Dental Association (ADA) opposes intraoral/perioral piercing.

Attendance

Class attendance and participation are crucial to success in the Dental Assisting program and the field of dentistry. Regular attendance is a responsibility that students assume upon enrollment. Both lecture and lab classes require mandatory regular attendance and punctuality. Under no circumstances should a student miss one class to make up another or miss an externship rotation to make up course activities or homework. Absences may result in a lower course grade (refer to individual class syllabi for specific attendance policies). A student’s attendance habits reflect their willingness to learn and can ultimately impact their future career success.

Since absenteeism adversely affects students’ grades, it could make it difficult to maintain the minimum GPA required for Financial Aid eligibility. Additionally, if students are unable to pass a course and have to repeat the course, Financial Aid will not pay for the same course twice. Adherence to the attendance requirements is therefore important.

The Dental Assisting program is rigorous, requiring a substantial academic workload alongside clinic and laboratory assignments. It is generally understood that for each hour of classroom lecture, students should devote one hour to home study and one hour to completing assignments and projects.

Lecture and lab attendance

Attendance will be recorded at the beginning of each class session. Students are responsible for signing the attendance sheet; failure to do so will result in being marked absent. Students are not permitted to sign in for their classmates, as this is a violation of the Student Code of Conduct and may lead to a disciplinary review process (see Due process for violations).

It is the student’s responsibility to obtain all missed lecture and class materials. Missed quizzes, examinations, in-class activities, or other graded assignments due to an absence will receive a score of “0.” If a lab session is missed, students must communicate with the instructor and classmates to obtain any missed instructional information. Students are responsible for finding time in a subsequent lab session to make up missed work. Additional lab sessions or “make-up” time will not be provided.

Tardiness or early departure from a lecture or a single lab session (AM or PM) will result in a 1% deduction from the final course grade for each occurrence. Absences will result in a 3% deduction for a lecture or a single lab session (AM or PM). Absence from a full day of lab (AM and PM) will result in a 6% deduction from the final course grade for each occurrence.

  • Tardiness: Arriving within the first 5 minutes of class start time will be counted as tardiness.
  • Early departure: Leaving more than 5 minutes before class dismissal will be counted as an absence.
  • Absence: Arriving more than 5 minutes late to class or missing a scheduled class session will be counted as an absence.

No more than three absences are permitted; exceeding this limit will result in a failing grade for the course. Students with more than three absences must meet with the dental assisting faculty department chair (FDC) and the program dean to discuss their situation and possible next steps.

Exceptions may be granted for extenuating circumstances and are determined on a case-by-case basis. In such cases, students may request consideration for an exception by emailing the dental assisting faculty department chair (FDC).

Reporting absences

Students are expected to inform all instructors of their absence prior to the first class of the day via email or voicemail.

Jury duty

Students in the Dental Assisting program may be eligible to defer jury duty. Due to the demanding nature of the program and the requirement for consistent clinical experience, students may need to request a postponement of jury duty. It is important to check with the court system for specific guidelines and procedures regarding deferrals.

Communication

Personal and professional communication

Students in the Healthcare & Emergency Professions pathway are trained to become professionals in their chosen careers. In these roles, they will have the privilege of interacting with a diverse group of people. During the course of their professional education, students will strengthen their personal communication skills to improve effectiveness with people. Communication involves interactions between students, patients, faculty, staff, and guests located on campus or at off-campus learning sites (agencies, clinical facilities, or other settings). Respect for individual differences in opinions, beliefs, gender, lifestyle practices, religious, racial, cultural, or social backgrounds should be demonstrated by using effective listening and communication skills, as well as showing respect for physical space and privacy issues.

Communication methods and standards
  • Email: The primary mode for program and instructor communication will be via students’ PCC email address. See PCC’s Communication Policy.
  • D2L Brightspace: Communications specific to each course will be delivered via announcements and postings in D2L Brightspace learning platform.
  • Office hours: Full-time instructors are available for selected in-person and virtual office hours each week. Appointments are made through the individual instructor.
  • Chain of communication:
    • Course syllabus and D2L Brightspace: Refer to the course syllabus and D2L Brightspace for questions and concerns related to course requirements.
    • Course instructor: Refer questions and concerns directly to the assigned faculty instructor. Students who have difficulties with individual faculty should first aim to resolve the issues directly with that faculty. For clinical experiences, reach out to the assigned clinical instructor and clinical coordinator, if applicable.
    • If the preceding steps have been followed without questions or concerns being adequately addressed, the student may next contact the faculty department chair (FDC).
    • Individual questions, concerns, and comments about the program overall can be discussed with the program dean, as escalated by FDC.
    • There are opportunities for students to provide feedback about courses throughout the year through course evaluations. Some programs invite student representation on committees.
Use of electronic devices

Use of cellular phones or other electronic devices that may interfere with learning activities are prohibited during classroom, laboratory, and clinical laboratory practice activities and examinations, unless features such as amplification, magnification, or transcription tools are used as learning aids. Students should limit use of such devices to breaks and turn them off (or silence them) upon return. Use of cell phones for recording or taking images in the clinical setting is prohibited as it can be a HIPAA violation (see the HIPAA section). Permission from fellow students, faculty, and staff is required prior to any pictures taken on campus.

Social media

Students are expected to adhere to the following guidelines in order to maintain the professional and ethical standards of the program and the clinical affiliates:

  • Do not post anything that would violate FERPA (student privacy) and HIPAA (see the HIPAA section) (patient privacy) regulations. Activities that occur during clinical rotations or that involve patients are not to be shared.
  • Photos which contain any animal not owned by the student or activities surrounding the use of these animals in classes or labs shall not be posted to social media accounts unless as related to adoption, or when given express permission by the owner of the animal.
  • Be mindful of the language used when discussing the affiliate, program, fellow students, faculty, or staff, and avoid any comments that could be perceived as derogatory or harmful. Instead, address concerns by following the Grievance process.
  • Do not ask to connect with instructors on social networks in order to maintain an appropriate professional relationship. Upon graduation, instructors and students may connect if all parties agree.
  • Use good judgment before posting personal pictures. Be aware that information you post online may be available to anyone, and could be misconstrued.
  • See related college policies and guidelines:

Nothing in this social media section is intended to restrict any expressive activity that is legally protected.

Program-specific guidelines
Recording and distribution of course lecture/lab sessions

Students who wish to make auditory or visual recordings of any portion of the class must obtain prior approval from the instructor before the course begins. Such recordings are for personal use only and may not be shared, copied, uploaded to the internet, or distributed without written permission from the instructor and any students who appear in or are heard in the recording.

Employment while in program

Full-time and part-time employment can strain a student’s ability to succeed, often impacting their health and performance. Students who need to work should make every effort to limit their work hours to the absolute minimum.

Continue to next section

Fieldwork