VCOM Institutional Policy and Procedure Manual

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B010 VCOM Policy Review VCOM's Mission and Strategic Plan.pdf	46
1. purpose	46
2. strategic planning process	46
3. duration of policy	47
S005 VCOM Policy Transfer Student and Transfer of Credit2.pdf	617
1. purpose	617
2. transfer criteria	617
3. transfer review and transfer of credit process	618
3.1 Transfer of Credit	618
3.2 Curriculum Requirements for Additional Coursework	618
3.3 Curriculum Requirements for Transfers from LCME Accredited Schools of Medicine	618
4. Duration of Policy	619
U030 VCOM Crime Statistics Report and Annual Security Report Policies and Procedures2.pdf	551
1. purpose	551
2. clery crime statistics report	551
Once all statistics are gathered from each reporting source, they are compiled, reviewed, and reported for each campus to the United States Department of Education.	552
3. clery annual security report	552
The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the United States Department of Education’s regulations require Title IV participating institutions to publish an Annual Security Report (ASR) every October 1st ...	552
The VCOM Department of Operations has been designated as the department responsible for compiling and publishing the college’s ASR. This document is intended to serve as the annual security report for all VCOM campuses.	552
o Policies or procedures for victims or witnesses to report crimes on a voluntary, confidential basis for inclusion in the annual disclosure of crime statistics.	552
 Accurate & Prompt Reporting	553
Encourages accurate and prompt reporting of all crimes to the campus police and the appropriate police agencies, when the victim of a crime elects to, or is unable to, make such a report.	553
 Voluntary Confidential Reporting Procedures (Pastoral & Professional Counselors)	553
Describes procedures, if any, that encourage pastoral counselors and professional counselors, if and when they deem it appropriate, to inform the persons they are counseling of any procedures to report crimes on a voluntary, confidential basis for inc...	553
5 duration of policy	555
S008 VCOM Credit Hour Policy2.pdf	629
1. purpose	629
2. policy	629
3. credit hour determination - pre-clinical curriculum	630
4. credit hour determination - clinical curriculum	631
5. duration of policy	631
R004 VCOM Policy and Procedures Institutional Review Board1.pdf	80
1. significance	80
2. statement of principles	81
2.1. The Belmont Report	81
2.2. 45 CFR 46	83
2.3. 21 CFR 50 and 21 CFR 56	83
3. definitions	83
4. the board	87
4.1. Membership	87
4.2. Appointments	87
4.3. Terms	88
4.4. Schedule	88
5. authority of the irb	88
5.1. Authorities of Review	89
6. responsibilities of the irb	89
6.1. Duties of the Members to the IRB	89
6.2. Duties of the Chairperson	90
6.3. Duties of the IRB Coordinator	90
7. criteria for irb approval	91
7.1. Risks	91
7.2. Benefits	91
7.3. Selection of Subjects	91
7.4. Informed Consent Review & Documentation	92
7.5. Safety Monitoring	92
7.6. Privacy and Confidentiality	92
7.7. Vulnerable Subjects Safeguards	93
7.8. Continuing Review	93
7.9. Recruitment & Payment	93
7.10. Required Certification	93
8. record keeping	93
8.1. Voting	94
8.2. Member Recusal	94
8.3. Principal Investigator Attendance	94
9. types of review	95
9.1. Exempt	95
9.2. Expedited	95
9.3. Full Board	95
9.4. Continuing	95
9.5. Modification	96
9.6. Review by Institution	97
9.7. Outside IRB Authorization	97
10. actions following review	97
10.1. Approval of Research	97
10.2. Minor Modifications or Clarifications Required	97
10.3. Deferral	97
10.4. Disapproval	98
10.5. Suspension and Termination	98
10.6. Notification of IRB Actions	98
10.7. Appeal of IRB Decisions	98
11. study closure or completion	99
11.1. Voluntary Completion	99
11.2. Termination by the IRB	99
11.3. Expiration of Approved Period	99
12. adverse events & unanticipated problems	99
12.1. Adverse Event Written Report	100
12.2. Data and Safety Monitoring Plans	100
12.3. IRB Responsibilities	100
13. confidentiality	101
14. informed consent	101
14.1. General Requirements	101
14.2. Documentation	104
14.3. VCOM Consent Form Templates	105
14.4. Assent by Children & Parental Permission	105
14.5. Stored Samples & Genetic Testing	106
14.6. Record Retention	107
15. hipaa & irb review	107
15.1. HIPAA Authorization and Informed Consent	107
15.2. HIPAA Waiver of Authorization:	108
16. recruitment & incentives	108
16.1. Advertisements	108
16.2. Direct Solicitation	109
16.3. Payments to Research Subjects	109
16.4. Lotteries & Door Prizes	110
17. vulnerable subjects	110
Elements to consider in research involving vulnerable subjects:	111
18. researcher noncompliance & protocol violation	111
18.1. Noncompliance of Investigators	111
18.2. Protocol Violation & Deviations	113
19. responsibilities of the department of research	114
20. responsibilities of the principal investigator	115
20.1. Application Process	115
20.2. Following Approval	116
20.3. Student Research	117
21. duration of policy	117
S007 VCOM Policy and Procedures Tuition and Fees Refunds1.pdf	627
1. purpose	627
2. calculating the tuition and fees refund	627
2.1 Refunding When Title IV Monies Were Received	627
2.2 Refunding When No Title IV Monies Were Received	628
2.3 Three-Day Cancellation	628
2.4 Other Cancellations	628
3. duration of policy	628
R005 VCOM Policy and Procedures Intellectual Properties and Agreements.pdf	148
1. purpose	148
2. intellectual property: definition	148
3. responsibilities of the college	148
4. responsibilities of COVERED PERSONS	149
5. ownership of intellectual property	149
6. invention disclosure	150
7. revenue from intellectual property	150
7.1. General Principles	150
Revenues received as a result of licensing agreements shall be distributed to encourage technology development within, and technology transfer from, VCOM. Such "Gross Revenues" shall not include funds received for research support.	150
7.2. Schedule for Net Revenue Distribution from Intellectual Property	151
7.3. Distribution after Termination or Death	151
8. additional provisions	152
8.1. Research	152
8.2. Use of the VCOM Name	152
8.3. Publication	152
8.4. Confidentiality	152
8.5. Avoidance of Conflicts of Interest and Commitment	152
8.6. Grievances	153
9. definitions	153
10. duration of policy	154
R005 VCOM Policy and Procedures Intellectual Properties and Agreements.pdf	161
R005 VCOM Disclosure Form.pdf	161
Attachment A: Review for VCOM Ownership and Royalty Sharing	161
Attachment B: Royalty Sharing	162
Attachment C: Commercial Applications	163
Intellectual Property Disclosure Instructions	164
(Do not submit)	164
Definitions	164
Intellectual Property Disclosure Instructions	165
(Do not submit)	165
Title and Description of Invention	165
Originators/Inventors	165
Relevant Sponsorship and Other Agreements	165
Dates of Conception, Reduction to Practice and Public Disclosure	165
U019 VCOM Employee Work Hours and Overtime Policy.pdf	456
1. purpose	456
2. vcom philosophy on work hours	456
3. Definition of work and the place of work	456
3.1 Travel and Off Campus Job-Related Duties	456
3.1.1 Travel and Duties Considered as Work	456
3.1.2 Travel and Duties Not Considered as Work	457
4. work schedules for vcom full-time non-exempt or wage employees	458
4.1 VCOM Lunch Hour or Half Hour	458
4.2 VCOM Evening Hours and Weekends	458
5. definition of an exempt or non-exempt employee status	459
5.1 Assuring Current and Accurate Job Position Descriptions and Exempt from Non-exempt Status	459
6. overtime work	460
6.1 Process for Non-exempt Employees to Track Hours in Order to be Paid Overtime	460
6.1.1 Approved Overtime Timesheet	461
6.1.2 Compensation Time	461
6.2 Calculating Overtime Pay	461
6.2.1 Non-Exempt Employees	461
6.2.2 Exempt Employees	461
7. disciplinary action for noncompliance	462
8. definitions	462
9. duration of policy	462
U032 VCOM Policy on Workplace Site Expectations, Requirements, and Working Remotely.pdf	578
1. purpose	578
2. assigned campus workplace	578
3. definition of remote work	579
4. remote work policy	579
4.1 Employee Requesting to Work Remotely	579
5. exceptions	580
6. duration of policy	580
U015 VCOM Policy on Conficts of Interest.pdf	435
1. purpose	435
2. definitions	435
3. applicability	436
4. responsibilities	436
4.1 Leadership	436
4.2 Administrators	436
4.3 Teachers and Mentors	437
4.4 Researchers Engaging in Human Subjects Research	437
5. specific activities	437
5.1 Gifts	437
5.2 Meals	437
5.3 Industry-Sponsored Speaking Relationships	438
5.4 Industry Support of Accredited CME	438
5.5 Attendance of Industry-sponsored Educational Events	439
5.6 Industry-Sponsored Fellowships	439
5.7 Ghostwriting and Honorary Authorship	439
5.8 Consulting and Advising Relationships	439
Marketing	439
Research and Scientific Activities	440
5.9 Pharmaceutical Samples	440
5.10 Medical Device Representatives	441
6. conflict of interest disclosure and procedures	441
7. conflict of interest curriculum	442
8. extension of policy to affiliates	442
9. enforcement and sanctions	443
9.1 Enforcement and Monitoring	443
9.2 Assessing Non-Compliance and Sanctions	443
10. duration of policy	444
U014 VCOM Consensual Relationship Policy.pdf	432
1. purpose	432
The purpose for the Employee/Student Relationship Policy is to establish professional behavioral and ethical standards for students, faculty and staff to adhere to which will guide them in the academic as well as the professional setting.	432
2. employee/student relationships	432
3. student/patient relationships	433
4. policy enforcement	433
5. duration of policy	433
U004 VCOM Copyright and Fair Use Instructional Materials Policy.pdf	370
1. Purpose	370
2. Copyright	371
3. Intellectual Property of Instructional Materials	371
4. Fair Use Doctrine	371
4.1 Duplicating Copyrighted Materials for Instructional Use	372
4.2 Displaying Media for Instructional Use	373
4.3 Requesting Copyright Permission	374
5. Digital Millennium Copyright Act	374
5.1 VCOM DMCA Agent for Notification	375
6. No Electronic Theft Act	375
6.1 Peer-to-Peer File (P2P) Sharing	375
7. Citation	376
8. Policy Enforcement	376
VCOM reserves the right to terminate employees who knowingly violate copyright policies.	376
9. Duration Of Policy	376
U006 VCOM Policy on Social Media Usage.pdf	380
1. purpose	380
2. overview	380
3. policies for all types of social media usage	381
4. cyberbullying	383
5. official college social media sites	384
6. violation of policy	385
7. duration of policy	385
U017 VCOM Policy Statement on Professional Ethics for Administrative and Classified Staff.pdf	449
1. statement on professional ethics	449
2. duration of policy	451
U016 VCOM Code of Ethics.pdf	445
1. code of ethics	445
2. duration of policy	448
U002 VCOM Policy Academic Freedom.pdf	354
1. policy statement	354
2. academic freedom of students	354
3. academic freedom of faculty	354
4. duration of policy	355
U010 VCOM Policy Alcohol Drug Testing.pdf	395
1. Purpose	395
2. drug-free/alcohol-free workplace	395
3. Alcohol and Drug Testing	396
Random drug screening is performed on one or two occasions during enrollment at VCOM and may also be done by order without notice from any member of VCOM administration. Presence of any illegal substance or of any prescription drug not prescribed dire...	396
3.1 Positive Drug Screen or Arrests for Illegal Drug Usage or Sales	397
3.2 Self-Identification for Drug or Alcohol Dependence	397
4. Drug and Alcohol Abuse Prevention	397
5. Duration of Policy	398
U026 VCOM Employee Grievance Policy and Procedure.pdf	531
VCOM Employee Grievance Policy and Procedure	531
1. purpose	531
2. employee grievance procedure	531
2.1 Informal Grievance Resolution	532
2.2 Formal Grievance Resolution	532
2.3 Grievance Appeal Process	532
3. duration of policy	533
U029 VCOM Policy Complaints Related to Accreditation Standards.pdf	548
1. purpose	548
2. accreditation standards	548
3. complaint procedures	548
4. statement of non-retaliation for complaints related to accreditation standards	550
Neither the College, nor any person, shall intimidate, threaten, coerce, discriminate, or retaliate against any individual for the purpose of interfering with any right or privilege secured by this policy, or because the individual has made a report o...	550
5. duration of policy	550
S012 VCOM Policy Technical Standards for Admission and Successful Completion of the Osteopathic Program Policy.pdf	650
1. Purpose	650
2. technical standards for admission and successful completion of the	650
osteopathic program	650
3. accommodations for students with disabilities	658
3.1 Self-Identification of Disabilities as an Applicant	660
VCOM applicants are expected to self-identify if they are unsure whether they meet the Technical Standards. VCOM does not discriminate on the basis of disability and assures that no adverse view of the applicant will be made if accommodations are req...	660
The applicant who believes he/she may need accommodations must inquire about the Section 504 eligibility process to apply for accommodations for their disability through the Director for Student and Institutional Academic Success, who also serves as t...	660
Applicants who require controlled substances and other prescribed medications that will result in a positive drug screen test must notify Clinical Affairs in advance of matriculation and submit documentation of the prescription and the need for the pr...	660
VCOM reserves the right to have the student re-evaluated for a disability if adequate prior evaluations have not been done, requiring further evaluation and testing. When this is required, it is at the student’s expense.	660
Applicants who have questions regarding VCOM's assistance for a specific disability, please contact the Director for Student and Institutional Academic Success, who also serves as the Section 504 Campus Coordinator.	660
Applications for accommodations are not considered retroactively. Students who must remediate a course or who are suspended or dismissed for failure in the curriculum or who are failing a course during a block/rotation in progress may not claim failu...	661
3.2 Assistance for Matriculated Students with Disabilities	661
3.3 Determining Eligibility for Accommodations	664
4. duration of policy	665
R004A8 IRB Policy on Humanitarian Use Devices.pdf	142
1. purpose	142
2. policy statement	142
2.1. Definitions	142
2.2. HUDs In Clinical Care	143
2.3. HUDs Used in a Clinical Investigation	144
2.4. Emergency Use of a HUD	145
3. Considerations for Prompt Reporting	145
4. References	145
5. duration of policy	146
U022 VCOM Business Travel and Continuing Medical Education Continuing Education Travel Policy.pdf	490
1. purpose	490
2. employee responsibility and obligation	490
3. continuing medical education (cme)/continuing education (ce) travel	491
4. business travel	491
4.1 Local Travel Expenses	492
4.2 Travel for the President, Provost, Board of Directors, College Administrators, and Special Guests	492
5. travel approvals and arrangements	493
5.1 Personal Travel	494
6. air transportation	494
6.1 Connecting Flights	495
6.2 Travel Insurance	495
6.3 Change in Reservations/Tickets	495
6.4 Airline Awarded “Bumping Awards”	495
6.5 Cancellations	495
6.6 Unused Tickets	496
6.7 Frequent Flyer Programs	496
6.8 Baggage Fees	496
Employees should consider shipping materials to their destination or splitting material into additional pieces of luggage to avoid excess baggage charges if it will reduce costs.	496
7. ground transportation	496
7.1 Personal Vehicles	497
7.2 VCOM-Owned Vehicles	497
7.3 Rental Vehicles	498
7.4 For Hire Transportation	498
7.5 Tips	499
7.6 Parking and Tolls	499
7.7 Violations and Traffic Tickets	499
8. Lodging	499
8.1 Lodging Selection	499
8.1.1 Lodging Conference Rates	499
8.1.2 Vacation Rentals and VRBOs	500
8.1.3 Lodging Expense Limit Exceptions	500
8.2 Other Lodging Charges	501
8.3 Cancellations	501
8.4 Direct Billing	501
8.5 Staying with Family or Friends	501
8.6 Frequent Guest Programs	501
8.7 Group Bookings	501
8.8 Additional Lodging for Family Members or Guests or Extending a Trip for Personal Reasons	502
9. meals while traveling	502
9.1 Business Dining Meals	503
A business dining meal is any meal where official VCOM business is being conducted or discussed.	503
Meals are not considered business meals unless there is a legitimate business purpose for the meal and the employee hosting the meal has been pre-approved for business dining by their Division Administrator as per the budget.	503
Occasionally there are planned employee candidate recruitment meals where faculty or staff are discussing employment opportunities with VCOM with a potential employee. This must be pre-approved by the Division Administrator and the candidate recruitm...	503
 When spouses of candidates interviewing are also traveling and/or they are special guests invited to a meal where a candidate is interviewing; these may be charged to the Division Administrator’s or Campus Dean’s budget under business dining if pre-...	503
Business dining meals should be charged to business dining under the Division of the employee hosting the pre-approved meal.	503
 VCOM Administrators may use their VCOM-issued credit card for business dining.	503
 Itemized receipts must be submitted for business meals and must include a list of attendees and the specific business purpose of the meal.	503
 Employees on travel status and attending a business meal provided by VCOM either directly or indirectly must reduce their per diem for that meal.	503
9.2 Conference Meals/Meals Provided by Others	503
9.3 Tips and Incidental Charges	504
The gratuity limit includes restaurant applied service fees.	504
Large meal deliveries over $250 should not be tipped more than 10%.	504
Regardless of destination or meals provided, the per diem rate includes a residual $5 to cover incidental expenses, including :	504
 Tips to lodging staff such as porters, housekeeping, and baggage carriers.	504
 Snacks between meals.	504
9.4 Alcohol	504
VCOM will cover reasonable costs of alcoholic beverages consumed during a business meal or other approved event off campus that follows acceptable uses listed below with approval by either the President or the Provost. Vice Presidents or Vice Provost...	504
To be eligible for alcoholic beverages to be reimbursed, the following conditions must apply:	504
 The business meal/event must be held off campus, as alcohol is prohibited on VCOM campuses.	504
 The business meal/event must be for a legitimate business purpose. For example:	504
o A business dinner for recruitment purposes where the Dean or his designee is hosting a potential faculty member and/or their spouse.	504
o A business dinner with potential donors or partnering organizations for development purposes.	504
o A group business dinner hosted for multiple attendees (may include faculty) by the Campus Dean, Provost, or President where the dinner is held for VCOM business purposes. Commonly approved reimbursements include:	504
 the celebration of a VCOM achievement or event,	504
 a faculty member recognition for an outstanding event or achievement, or	504
 hosting faculty from other VCOM campuses who are present in the community for training or campus development.	504
 Alcoholic beverages are limited to a dinner wine of reasonable cost, up to two glasses per guest or one cocktail per guest.	504
 Alcoholic beverages must not be purchased for a student or prospective student.	504
 Alcohol beverages must not be purchased or consumed by an employee in the direct company of students or prospective students.	504
 Alcoholic beverages consumed must not exceed two drinks per person and be consumed during the course of a complete meal. If two glasses of dinner wine are consumed, a designated driver must exist. No employee or guest should be driving if more tha...	504
 Alcoholic beverages are not to be purchased for “Bring Your Own Bottle” events.	504
 Alcohol must be served by a licensed establishment or an otherwise certified person to serve alcohol in other jurisdictions.	504
In general, routine meetings between employees or routine meetings between a member of administration and an employee are generally not appropriate times for alcoholic consumption and the purchase of alcoholic beverages will not be reimbursed.	505
Alcohol purchases are not to be charged under any circumstance to sponsoring grants and contracts.	505
Alcohol is not a reimbursable expense to VCOM students, regardless of the source of funds.	505
When seeking reimbursement for the business meal/event where alcoholic beverages were consumed, the administrator must include the purpose of business meal/event, a list of attendees, and an itemized receipt.	505
10. use of a vcom-issued credit card	505
11. reimbursement process	505
12. irs requirements	506
13. non-reimbursement	506
14. duration of policy	506
Attachment A	507
R018 VCOM Policy on Students Performing Research in an International Setting.pdf	244
1. purpose	244
2. Overview	244
3. Applying for INTERNATIONAL RESEARCH Approval	245
4. Conducting International Research	246
4.1. Student Responsibilities	246
4.2. Faculty Mentor (PI) Responsibilities	246
4.3. VCOM International Program Responsibilities	247
5. Completing the Research Rotation	247
6. duration of policy	247
F013 VCOM Policy Faculty Responsibility to the College.pdf	339
1. faculty responsibility to the college	339
2. duration of policy	342
F008 VCOM Faculty Misconduct and Disciplinary Action Policy and Procedures.pdf	334
1. purpose	334
2. faculty misconduct	334
Among the functions of VCOM is the establishment and maintenance of intellectual integrity between faculty members, between the faculty and students, and between the faculty and the national/international academic community. Professional ethics deman...	334
It is not possible to list all the acts or omissions (misconduct) which may result in disciplinary action being taken against a faculty member. Disciplinary action can include, but is not limited to, a warning, suspension, and/or termination based on...	334
The advocacy of unpopular causes or statement of opinion in public of controversial issues, in and of itself, will not be considered as violations of professional ethics, as long as the faculty member publicly informs all he or she is not speaking for...	335
Misconduct may include, but is not limited, to the following:	335
Violations of professional ethics, to wit:	335
a. Intellectual dishonesty, including but not limited to, plagiarism or falsified research data or misconduct in research activities.	335
b. Use of professional authority to exploit others.	335
c. Purposeful abandonment of general duties.	335
d. Other such purposeful actions that fall outside of the professional and ethical conduct faculty expect of each other and/or that impair the intellectual integrity or academic environment for which the institution strives.	335
e. Proof of sexual harassment or sexual assault as determined by due process.	335
f. Inappropriate relationships with students of an intimate or sexual nature or other relationships that suggest or give the appearance of an unfair advantage or disadvantage to students.	335
g. Use of the faculty member’s professional position as a representative of VCOM to damage the reputation of VCOM or its affiliates.	335
h. Violations of federal, state, or local laws.	335
i. Failure or refusal to perform duties as listed in one’s contract, position description, or as reasonably assigned by the Campus Dean or Division Officer.	335
j. Reasonable expectations including regular and reliable attendance, teaching, research, and service duties as described within one’s contract and/or position description and/or within the Faculty Handbook.	335
k. Failure on the part of any faculty member to cooperate with the appropriate Campus Dean, Provost, President, or other Senior Administrator in connection with routine policies, procedures, or assignments.	335
l. Failure to follow the AOA or VCOM Code of Professionalism and Ethics.	335
m. Receiving salary or any form of compensation from any pharmaceutical company, biomedical device company, or other company that would potentially financially benefit from the faculty member’s research.	335
n. Receiving salary or any form of compensation from any pharmaceutical company, biomedical device company, or other company that would potentially influence the faculty member’s instruction of students or provision of CME.	335
o. Failure to abide by the ethical standards for research as set forth by the college.	335
p. Other violations considered as unprofessional or unethical or which are in general disruptive to the business of the college.	335
It should be noted that certain misconduct may be covered by other policies of the College, such as the VCOM Discrimination, Harassment, and Violence Policy and Procedures, and the College reserves the right to conduct proceedings under the policy it ...	335
2.1 Misconduct Disciplinary Action	336
2.2 Misconduct Appeal Process to Request a Hearing	337
All hearing procedures are confidential, and any public discussion by the parties must be avoided. Discussion of the details of the hearing outside of the Hearing Committee is prohibited except as required by law. For the protection of all concerned...	337
2.3 Misconduct Hearing Procedures	337
3. duration of policy	338
G001 VCOM Policy for Planning and Promoting Graduate Medical Education.pdf	765
1. history of support for graduate medical education and opti	765
VCOM recognizes that osteopathic medical education is a continuum. Prior to 2008, in their first year of existence, VCOM began residency development as a member of AOPTIC; transitioning to being the primary supporter of an American Osteopathic Associ...	765
2. POLICY	766
3. PROCEDURES	766
4. duration of policy	767
S009 VCOM Policy on Assuring the Clinical Education Curriculum.pdf	632
1. purpose	632
2. core clinical education at vcom	632
3. duties of the clinical affairs division	633
4. identification and appointment of clinical faculty	634
5. assuring clinical rotations and clinical capacity	635
5.1 Clinical Education Core Site Closures	635
5.2 Clinical Education Interruption Due to Critical Events	636
6. clinical assignment procedures	637
7. duration of policy	638
U012 VCOM Compensation and Equity in Pay Policy and Procedures.pdf	422
1. purpose	422
2. salary anti-discrimination policy	422
3. posting of salary and pay bands	423
4. determining initial salary	423
5. new hire performance evaluation	423
6. employee change of status	423
7. due process for employees seeking to improve their status prior to termination	425
8. annual employee performance evaluation	426
9. annual salary review and merit increase determination	427
10. pay equity audit	428
11. pay equity grievance process	429
12. duration of policy	429
U031 VCOM Policy on Safety and Health.pdf	557
1. purpose	557
The purpose of the VCOM Campus Health and Safety Policy is to promote the health, safety, and well-being of students, faculty, staff, and visitors. This policy identifies the authority and responsibility for the proper management of the college’s hea...	557
2. policy statement	557
3. compliance responsibility	557
3.1 Department of Operations	557
3.2 Department/Division Officers/Supervisors	558
3.3 Employees, Students, and Visitors	558
4. maintenance of campus facilities	558
4.1 Continuous Inspection Process (CAP)	559
4.2 Facilities Needs Assessment	560
4.3 Help Desk Ticketing System	560
5. campus access and safety	560
Campus Safety Officers are always on duty after normal business hours on evenings and weekends while the building is open to students and are available for general security and safety issues. Campus Safety Officers are available to escort students to...	561
5.1 Inclement Weather and Other Emergency Notifications	561
5.2 Emergency Preparedness, Response and Evacuation Procedures	562
5.3 Fire Safety	563
5.4 Firearms and Weapons	564
5.5 Tobacco, Nicotine, and Vape Free Campus	564
5.6 Alcohol and Drug Free Campus	565
5.7 Free from Impairments that Place Patients at Risk	565
5.8 Protection from Discrimination, Harassment, and Violence	565
6. environmental and occupational exposure and universal precautions	566
6.1 Pregnancy, Allergies, and Student Participation in Special Environments	566
6.2 Universal Precaution	567
6.3 Occupational Exposure to Bloodborne Pathogens	568
6.4 Infectious Disease Prevention	571
7. healthcare and insurance	572
7.1 VCOM Student Mental Health, Physical Health and Health Insurance	572
7.2 Employee Mental Health, Wellness, and Health Insurance	573
8. fatigue mitigation	573
8.2 Signs of Fatigue	573
8.2 Common Cause of Fatigue	574
8.3 Strategies To Be Used For Fatigue Mitigation	574
8.4 Identification of a Fatigued Physician/Student Involved in Patient Care	575
8.4.1 Responsibilities of the Supervising Clinical Faculty Member	575
8.4.2 Responsibilities of the Student	576
9. prevention education	576
9.1 Prevention and Awareness Education for Students	576
9.2 Prevention and Awareness Education for Employees	577
10. duration of policy	577
S015 VCOM Policy Professional & Ethical Standards Board.pdf	700
Edward Via College of Osteopathic Medicine	700
1. Purpose	700
2. Professional and Ethical Standards Board	700
2.1 Notice of Possible Suspension While Under Review	701
2.2 Choices for Review by the PESB, Three-Person Panel, or Campus Dean	701
2.2.1 Notice of Review by the PESB, Three-Person Panel, or Campus Dean	701
2.2.2 Review by the PESB	702
2.2.3 Review by the Three-Person Panel	703
2.2.4 Review by the Campus Dean	704
2.2.5 Appeal Process	704
Upon receiving written notification from the Campus Dean, the student, within seven (7) calendar days, may appeal the Campus Dean’s decision to the Provost. The Provost has discretionary power to affirm, modify, or remand the decision. The appeal mu...	704
3. duration of policy	704
U018 VCOM Policy on Medical Treatment of VCOM Students and Employees by VCOM Physician Faculty and Other VCOM Students.pdf	452
1. purpose	452
2. on-campus treatment by vcom physician faculty	452
2.1 Emergency Medical Treatment by VCOM Physician Faculty	453
3. off-campus treatment by vcom physician faculty	453
4. student participation in other students’ healthcare	454
5. duration of policy	454
S017 VCOM Policy Health & Counseling Services Policy.pdf	705
1. purpose	705
2. vcom internal student counseling services	705
3. external counseling services	706
3.1 24-Hour/365 Days a Year Emergency Counseling Services	706
4. health services	706
5. duration of policy	707
S011 VCOM Medical Student Patient Care Supervision and Expectations for Performance in Patient Care Policy.pdf	641
1. purpose	641
2. regulated medical practice/medical legal limitations	641
2.1 Expectations of VCOM	643
2.2 Expectations of Supervising Faculty Physicians/Clinical Faculty	644
2.3 Expectations of Medical Students	645
3. expectations for student performance in patient care	647
4. duration of policy	649
F014 VCOM Campus Faculty Assembly, Campus Faculty Senate, and College-Wide Faculty Senate Policy and Procedures.pdf	343
1. purpose	343
2. overview	344
3. campus faculty assembly	344
3.1 Membership of the Campus Faculty Assembly	344
3.2 Meetings of the Campus Faculty Assembly	344
4. campus faculty senate	345
4.1 Duties of the Campus Faculty Senate	345
4.2 Membership of the Campus Faculty Senate	345
The Campus Faculty Senate shall consist of seven voting representatives (Campus Senators) elected from the ranks of the Campus Faculty Assembly. Members of the Campus Faculty Assembly will elect their own Campus Senators. Campus Senators will serve ...	345
4.3 Officers of the Campus Faculty Senate	345
4.4 Meetings of the Campus Faculty Senate	346
5. college-wide faculty senate	347
5.1 Duties of the College-wide Faculty Senate	347
5.2 Membership of the College-wide Faculty Senate	347
The College-wide Faculty Senate will consist of twelve voting representatives (College Senators). College Senators will serve two-year terms and may not serve more than three consecutive terms. The College-wide Faculty Senate shall consist of:	347
a. The Chair of each Campus Faculty Senate (fulfilling four College Senator positions).	347
b. The Chair-Elect of each Campus Faculty Senate (fulfilling four College Senator positions).	347
c. One additional Campus Senator will be elected from the membership of the Campus Faculty Senate (fulfilling the remaining four College Senator positions). Each Campus Faculty Senate will elect this additional member from their campus.	347
Representation of the College-wide Faculty Senate should be made up as follows:	347
5.3 Officers of the College-wide Faculty Senate	348
5.4 Meetings of the College-wide Faculty Senate	349
6. campus faculty assembly, campus faculty senate and college-wide faculty senate meeting guidelines	349
6.1 Voting Procedures	349
6.2 Consensus	349
6.3 Minutes	349
6.4 Reports	350
7. resignation or other vacancy of campus and college-wide faculty senators	350
8. duration of policy	350
S001 VCOM Policy Admissions for the DO Program.pdf	587
1. purpose	587
2. notice of nondiscrimination	587
3. recruitment priorities	588
4. minimum requirements for interview and admission	588
4.1. AACOMAS Application	590
4.1.1 Official Transcripts	591
4.2. VCOM Secondary Application	591
4.2.1 Requirement to Report Charges or Arrests	592
4.3. Interview Selection and Admissions Process	593
4.4. Rescinding Admission Offer	593
5. early decision admissions track	593
6. duration of policy	594
U001 VCOM Notice of Nondiscrimination and Diversity.pdf	352
1. notice of nondiscrimination	352
2. duration of policy	353
U024 VCOM Policy on Administrative Staff, Classified Staff, and Select Wage Employees Recruitment.pdf	517
1. purpose	517
2. notice of nondiscrimination	517
3. approval for filling a position	518
4. sourcing of applicants	518
5. initial applicant screening	518
6. interviews	519
7. candidate selection	519
8. references, social media, and background checks	520
9. offer extension	520
10. acceptance of offer	521
11. difficult recruitments	521
12. duration of policy	521
U011 VCOM Discrimination, Harassment, and Violence Policy and Procedures.pdf	400
1. purpose	400
2. discrimination, harassment, and violence	400
2.1 Violation of the Discrimination, Harassment, and Violence Policy	401
3. discrimination	401
3.1 Sexual Discrimination	402
4. Harassment	402
4.1 Sexual Harassment	403
5. violence	404
6. definitions for purposes of the title ix final rule	404
7. reporting	407
7.1 Reports of Sex Discrimination, Including Sexual Harassment	408
7.2 Reports of Discrimination, Harassment, or Violence	408
Reports of discrimination, harassment, or violence, other than sexual harassment occurring in the education program or activity of the College against a person in the United States, are addressed in the VCOM procedures for Discrimination, Harassment, ...	408
8. grievance process for claims of sexual harassment occurring in the education program or activity of the college against persons in the united states	408
8.1 General Requirements	408
8.2 Receipt of Formal Complaint	409
8.3 Dismissal of a Formal Complaint	410
8.4 Consolidation of Complaints	411
9. investigation of a formal complaint	411
10. hearings	412
10.1 Hearing Officer(s)	412
10.2 Live Hearings	412
10.3 Advisors	412
10.4 Order of Hearing	413
10.5 Cross-Examination	413
10.6 The Record	413
11. determination regarding responsibility	413
12. appeals	414
13. informal resolutions	415
14. recordkeeping	416
15. retaliation	416
16. miscellaneous	417
16.1 Emergency Removal	417
16.2 Administrative Leave	417
16.3 Delays	417
17. grievance procedures for discrimination, harassment, and violence other than sexual harassment provided for in section 8 et seq	418
17.1 General Requirements	418
17.2 Receipt of a Report	418
17.3 The Investigation Process	419
17.4 Appeal	420
17.5 Miscellaneous	420
17.6 Retaliation	420
18. Duration of Policy	420
APPENDIX A	421
U005 VCOM Policy Federal Procurement.pdf	377
1. General policy	377
2. Code of ethics	377
3. Acquisition procedures	378
4. additional policies when using federal funds to purchase	379
5. Duration of Policy	379
S013 VCOM Policy Minimal Health Requirements for Admission.pdf	666
1. purpose	666
2. minimal health requirements for admission and continued enrollment	666
2.1 Submission Requirements	667
2.2 History and Physical Examination Requirement	667
2.3 Required Laboratory Tests and Immunizations	668
2.4 Optional Laboratory Tests and Immunizations	680
2.5 Chronic Infectious Diseases and/or Conditions with Increased Risk for Infection	681
2.6 Expert Panel for Infectious Disease Considerations	681
3. disability insurance	682
4. liability insurance	682
Students currently enrolled as full-time students in good academic standing at VCOM and who are expected to graduate with the degree of Doctor of Osteopathic Medicine are covered by VCOM's liability insurance coverage on approved curriculum such as cl...	682
5. health insurance	682
6. duration of policy	683
U033 VCOM Administrative Designee Policy.pdf	584
1. purpose	584
2. appointment of an administrative designee	584
3. responsibilities of the administrative designee	585
4. notification to stakeholders	585
5. duration of policy	585
U021 VCOM Records Retention Policy.pdf	473
1. purpose	473
2. records retention	474
3. records related to subpoenas or litigation	474
3.1. Records Related to Audits, Inspection, or Litigation	475
3.2. Subpoenas for College Records	476
4. records retention schedule	476
5. records storage	477
6. disposition of records	477
7. ferpa – student educational records	478
8. employee records	479
9. policy review and enforcement	479
10. duration of policy	480
S014 VCOM Policy Code of Conduct.pdf	684
1. purpose	684
2. vcom honor code of conduct	684
3. the honor code council intervention sub-committee (hccis)	687
4. the honor code council (hcc)	688
4.2 The Honor Code Council Business Meetings and Quorum	689
4.3 Honor Code Investigation (HCI)	689
4.4 Honor Code Hearing	690
4.5 Classification of Offenses and Sanction	692
4.6 Rights and Obligations of the Accused	693
4.7 Rights and Obligations of the Reporter	694
4.8 Rights and Obligations of the Advisor	694
4.9 Rights and Obligations of an Announced Witness	695
4.10 Appeals	695
4.11 Extenuating Circumstances	696
4.12 Definitions	696
5. duration of policy	697
S002 VCOM Policy Attendance.pdf	596
1. purpose	596
2. attendance requirements for oms 1 and oms 2 students	596
2.1 Mechanism to Verify Attendance – OMS 1 and OMS 2 Students	597
2.2 OMS 1 and OMS 2 Excused Absences	597
2.2.1 Planned Excused Non-Medical Absences for OMS 1 and OMS 2 Students	597
2.2.1a OMS 1 and OMS 2 Conference Attendance	598
2.2.2 Planned Excused Medical Absences for OMS 1 and OMS 2 Students	599
2.2.3 Unplanned Excused Absences for OMS 1 and OMS 2 Students	599
2.2.3a Sudden Illness or Medical Emergency of the Student	600
2.2.3b Non-Medical Emergency or Medical Emergency of an Immediate Family Member	600
2.3 OMS 1 and OMS 2 Unexcused Absences	601
2.4 Consequences for Not Meeting the Requirements of the Attendance Policy	601
3. attendance requirements for oms 3 and oms 4 students	602
3.1 Didactic, Case Presentations, and OMM Workshop Attendance	603
3.1.1 Didactic Attendance	603
3.1.2 OMM Workshop Attendance	603
3.1.3 Case Presentation Attendance	603
3.2 Mechanism to Verify Attendance – OMS 3 and OMS 4 Students	604
3.3 OMS 3 and OMS 4 Excused Absences	604
3.3.1 Planned Excused Absences for OMS 3 and OMS 4 Students	604
3.3.1a OMS 3 and OMS 4 Conference Attendance	605
3.3.2 Unplanned Excused Absences for OMS 3 and OMS 4 Students	606
3.3.2a Sudden Illness or Medical Emergency of the Student	606
3.3.2b Non-Medical Emergency or Medical Emergency of an Immediate Family Member	607
3.4 OMS 3 and OMS 4 Unexcused Absences	607
3.5 Consequences for Not Meeting the Requirements of the Attendance Policy	607
4. tardiness	608
4.1 OMS 1 and OMS 2 Tardiness	608
4.2 OMS 3 and OMS 4 Tardiness	608
5. duration of policy	608
U021 Record Retention Schedule.pdf	481
Sheet1	481
F007 VCOM Faculty Appointment Promotion and Tenure Policy and Procedures.pdf	304
1. purpose	304
2. faculty classifications	304
2.1 Academic Track Faculty, Full-time	304
2.2 Academic Track Faculty, Part-time	305
Part-time academic track faculty may be biomedical, clinical, or research faculty employed by VCOM. Part-time academic track faculty must provide significant teaching contributions to the academic program in order to qualify as part-time academic tr...	305
 Are those faculty who are employed directly by VCOM but whose services dedicated to teaching, research and scholarly activity, and service of VCOM students and residents are less than 32 hours per week.	305
 Includes those faculty with emeritus status.	305
Part-time academic track faculty have a written employment agreement with VCOM and are held responsible to an academic discipline and department to perform teaching duties. Part-time academic track faculty generally have limited responsibility for re...	305
Part-time academic track faculty are paid by VCOM for their services provided; however, their employment does not include full-time benefits, as they are not working full-time for VCOM.	305
Part-time academic track faculty have membership in the VCOM Faculty Assembly, but do not hold voting privileges, and have representation through the VCOM Faculty Senate. However, part-time academic track faculty are not eligible for tenure.	305
2.3 Clinical Track Faculty	305
2.4 Research Track Faculty	307
Research track faculty seeking advancement in rank must contribute to VCOM’s research mission and to scholarly activity under VCOM’s research (regardless of employer).	307
Research track faculty do not have membership in the VCOM Faculty Assembly, do not have representation through the VCOM Faculty Senate, and are not eligible for tenure.	307
2.5 Adjunct Faculty	307
3. appointment, promotion, and tenure	308
3.1 Board Certification and Medical Licensure Requirements	308
Board Certification Requirements have changed throughout the years and so different levels of Board Certification are appropriate and are according to the year of graduation, to the area of teaching, and to the location of the teaching.	308
 Clinical Track Faculty who teach in the patient care environment at a VCOM affiliated core rotation site must:	308
o hold a current medical license in the state in which they practice with no sanctions; and	308
o have had AOA or ABMS board certification/board eligibility in the specialty being taught at some time in their career. Board eligibility is defined as having a pathway toward board certification or re-certification.	308
 Temporary faculty who teach in the patient care environment at a non-core rotation site must:	308
o hold a current medical license in the state in which they practice with no sanctions.	308
o It is preferred that these faculty have had AOA or ABMS board certification/board eligibility in the specialty being taught at some time in their career; however, it is not required.	308
 Faculty who have completed their MD or DO degree outside the United States and whose clinical practice is limited to the international setting must be fully qualified for their positions according to the laws within that country and must meet the co...	309
3.2 Academic Rank	309
Academic rank will be assigned according to the criteria stated under Faculty Appointments and Promotion and is subject to approval by the appropriate Campus Dean, Provost, and final approval of the Board.	309
3.2.1 Assistant Instructor	309
3.2.2 Instructor	309
3.2.3 Assistant Professor	310
3.2.4 Associate Professor	310
3.2.5 Professor	311
Candidates for promotion to the rank of Professor must complete five full years of academic teaching, research and scholarly activity, and service at the rank of Associate Professor to be eligible to apply for promotion to the rank of Professor. In a...	311
3.3 The Appointment, Promotion, and Tenure Committee	312
3.4 Initial Faculty Appointment	312
3.4.1 The Application Process for Initial Appointment	313
3.4.2 The Review Process for Initial Appointment	315
3.5 Temporary Initial Appointment	318
3.6 Appointment Re-Credentialing	318
All clinical track faculty will undergo appointment re-credentialing five years following their date of initial appointment and every five years thereafter. Full- and part-time employed Academic Track faculty at VCOM are not required to participate i...	318
3.7 Appointment Re-Activation	319
3.8 Faculty Promotion in Academic Rank	319
3.8.1 Faculty Performance and Service Expectations for Promotion to the Ranks of	320
Instructor, Assistant Professor, and Associate Professor	320
3.8.2 Faculty Performance and Service Expectations for Promotion to the Rank of	322
Professor	322
3.9 Tenure	323
3.10 The Process of Applying for Promotion in Rank or Tenure	324
3.10.1 Initiation for Promotion in Academic Rank	324
3.10.2 Initiation for Tenure	325
3.10.3 Expedited Promotion to the Rank of Assistant Professor for Obtaining a Doctoral-Level Degree or Due to Revised APT Policy	325
3.10.4 Faculty Portfolio for Consideration of Promotion in Rank	326
3.10.5 The Review Process for Promotion and Tenure	330
4. the review process for equity in promotion and tenure	333
5. honorary appointments	333
6. duration of policy	333
The Appointment, Promotion and Tenure of Faculty Policy and Procedures is effective as of the date above and will remain effective until amended or terminated by the President, with approval by the Board of Directors.	333
F001 VCOM Policy on Faculty Recruitment and Selection.pdf	271
1. purpose	271
2. notice of nondiscrimination	272
3. academic, research, and adjunct track faculty recruitment and selection process	272
3.1 Approval for Initiating the Faculty Recruitment Process	272
3.2 Sourcing of Applicants	272
3.3 Initial Applicant Screening	272
3.4 Search Committee	273
For individual campus hires, the Campus Dean will serve as the hiring officer and will appoint a Search Committee. The Campus Dean will review the appropriate candidates with the Provost prior to inviting them for interview. The Search Committee wil...	273
3.5 Interviews	273
3.6 Candidate Selection	274
3.7 References, Social Media, and Background Checks	274
3.8 Offer Extension	275
3.9 Acceptance of an Offer	276
3.10 Difficult Recruitments	276
4. clinical track faculty recruitment and selection	276
4.1 Application for Initial Appointment	276
4.2 The Review Process for Initial Appointment	278
4.3 Offer Extension and Acceptance of an Offer	278
5. duration of policy	279
Appendix A	280
U003 VCOM Employee Educational Aid Program Policy and Procedures.pdf	357
1. purpose	357
2. overview of the educational aid program	357
2.1 Employer Required Coursework or Degree Program Completion	358
3. eligibility criteria	358
4. the employee educational aid initial application process	358
4.1 The Employee Educational Aid Initial Application	358
4.2 Review of the Employee Educational Aid Initial Application	359
4.2.1 Approval of the Employee Educational Aid Initial Application	360
4.2.2 Denial of the Employee Educational Aid Initial Application	360
Employees must have full approval to participate in the educational aid program prior to matriculating into the desired courses or degree program. Employees who embark on taking courses or starting a program without prior approval for educational aid...	360
5. request for reimbursement for additional courses not included in the employee educational aid initial application	361
5.1 Requests for Reimbursement for Additional Courses Outside of the Scope of the Employee Educational Aid Initial Application	361
5.2 Requests for Reimbursement for Additional Courses Within the Scope of the Employee Educational Aid Initial Application	361
5.2.1 Review of Employee Educational Aid Supplemental Applications	361
5.2.1.a. Approval of the Employee Educational Aid Supplemental	362
Application	362
5.2.1.b. Denial of the Employee Educational Aid Supplemental Application	362
6. process for reimbursement	363
7. separation of employment prior to completing the agreed upon service period	364
8. duration of policy	365
U003 Educational Aid Agreement.pdf	368
Edward Via College of Osteopathic Medicine	368
S018 VCOM Grading, Satisfactory Academic Progress, and Graduation Requirements Policy and Procedures.pdf	709
1. purpose	709
2. academic grading, promotion and graduation	709
3. educational conflicts of interest and recusal	710
4. oms i and oms ii grading	712
4.1 Grading Scale	712
During the first two years, most courses have a traditional letter grade (A, B+, B, C+, C, and F) and are calculated into the GPA. Other components of the curriculum are awarded a pass / fail grade.	712
4.2 Grade Point Average (GPA)	712
4.3 Finalization and Changes to Course Grades	712
5. oms i and oms ii satisfactory academic progress	713
5.1 OMS 1 and OMS 2 Course Remediation	713
5.2 F Course Grade	715
5.3 Repeated Course(s)	715
6. oms iii and oms iv grading	715
6.1 Grading Scale	715
6.2 Grade Point Average (GPA)	716
6.2 Finalization and Changes to Course Grades	716
7. oms iii and oms iv satisfactory academic progress	717
7.1 End of Rotation Exam Remediation and/or Failure	717
Students must pass each end of rotation exam with a C (70%) or better to receive a passing grade for the clinical medical knowledge module. Students who fail an end of rotation exam but pass the clinical rotation evaluation component have a second op...	717
If the student is allowed to repeat the rotation, all components of the rotation must be repeated and the repeated rotation must be with a different preceptor than the one from the original rotation that the student failed. Once repeated, the transcr...	717
Since all components of the rotation must be repeated, the transcript will also show both the initial clinical rotation competency evaluation course and the repeated clinical rotation competency evaluation course. The repeated clinical rotation compe...	718
If the Promotion Board does not recommend the student be allowed to repeat the rotation and the student is in the appeal process when the next rotation begins, the student will be allowed to attend the rotation and sit for the end-of-rotation exam whi...	718
7.2 Clinical Rotation Competency Evaluation Failure	718
7.3 Failure to Obtain a Clinical Rotation Performance Evaluation	719
7.4 Clinical Rotation Repeated Performance Issues	720
8. in progress/incomplete grades	720
8.1 IP Course Grade	720
8.2 INC Course Grade	721
9. Audited Course(s)	721
10. academic probation	721
11. altered degree plan of study	722
11.1 Failure to Make Academic Progress While on an Altered Degree Plan	723
12. comprehensive Testing	723
12.1 COMSAE Phase 1: A Comprehensive Review Exam	723
12.1.1 COMSAE Phase 1: First and Second Attempt	724
12.1.2 COMSAE Phase 1: Third Attempt	727
12.2 COMSAE Phase 2: A Comprehensive Review Exam	732
12.2.1 COMSAE Phase 2: First and Second Attempt	733
12.3 COMPE: A Comprehensive Osteopathic Medical Performance Exam	736
12.3.1 COMPE: First Attempt	736
12.3.2 COMPE: Second Attempt	737
13. national board exams: comlex level 1 and comlex level 2 ce	737
13.1 COMLEX Level 1	737
13.1.1 COMLEX Level 1: Failure of the First or Additional Attempts	738
13.2 COMLEX Level 2 CE	741
13.2.1 COMLEX Level 2 CE: Failure of the First or Additional Attempts	742
13.2.2 COMLEX Level 2 CE: Students Who Have Not Passed by the Date of Graduation	744
14. maximum length of completion	745
VCOM requires each single degree student to complete the DO degree within 150% of the standard time to achieve the degree (six years following matriculation).	745
15. graduation requirements	746
16. duration of procedure	748
S019 VCOM Student Promotion Board Policy and Procedures.pdf	750
1. purpose	750
2. duties of the promotion board	750
2.1 Academic Year Promotions and Graduation	750
2.1.1 The OMS 1 and OMS 2 Promotion Process	750
2.1.2 The OMS 3 Promotion Process	750
2.1.3 The OMS 4 Promotion Process and Recommendation for Graduation	750
2.2 Assessment of Academic Progress	751
The Promotion Board is convened at the end of each block/rotation, after all grades have been determined by the Associate Dean for Medical Education, the Associate Dean for Clinical Affairs, and/or the Associate Dean for OMS 4 and GME, to review stude...	751
2.2.1 Reasons to Call a Promotion Board Meeting for OMS1 and OMS 2 Students	751
2.2.2 Reasons to Call a Promotion Board Meeting for OMS 3 and OMS 4 Students	752
2.3 Special Meetings of the Promotion Board	753
2.4 Administrative Resolutions Not Requiring Referral to the Promotion Board	754
Certain academic difficulties/issues are referred directly to the Campus Dean for administration of actions dictated by VCOM policy instead of being referred to the Promotion Board. In addition, some academic difficulties allow for an automatic remed...	754
3. promotion board membership	756
4. promotion board procedures	756
A. At the conclusion of the academic block/rotation, the Associate Dean, appropriate for the year of the student, may convene the Promotion Board:	756
 The Associate Dean for Medical Education convenes and Chairs the Board for all OMS 1 and OMS 2 cases.	756
 The Associate Dean for Clinical Affairs convenes and Chairs the Board for all OMS 3 cases.	756
 The Associate Dean for OMS 4 and GME convenes and Chairs the Board for all OMS 4 cases.	756
B. Once a student has been deemed to be experiencing difficulty in making academic progress that warrants a Promotion Board review, the appropriate Associate Dean will meet with each student to notify them of their final course grade (or component gra...	756
 The Associate Dean will also inform the student of the Promotion Board process and answer any questions the student has. This includes making the student aware that:	756
o Prior to the Promotion Board meeting, each student coming before the Board must submit a letter presenting any issues or considerations that they wish to make known to the Promotion Board. The student must submit any information they plan to presen...	756
o Student attendance at the Promotion Board meeting is required. Students in the OMS 3 or OMS 4 years who are at distant clinical sites may be approved by the Associate Dean to attend via appropriate video conferencing technology. OMS 1 – OMS 4 stud...	756
o The CIFSS mental health counselor will be present to provide student support but will not share confidential information about the student with the Promotion Board.	757
o The Class President may be present to discuss and answer any questions on course issues or block issues that may have impacted the class as a whole. The Class President is not in attendance to serve as a character witness or advocate for the student.	757
o No other individuals are permitted to attend the Promotion Board meeting on the student’s behalf.	757
 Following the meeting with the student, the Associate Dean will follow-up by emailing the student the standard Promotion Board notification email.	757
C. The appropriate Associate Dean will report the reason the student has been brought before the Promotion Board, the academic progress of the student, any assistance that the student has received or has been offered, and efforts by the student to imp...	757
5. promotion board recommendations	758
5.1 Recommendations by the Promotion Board for OMS 1 and OMS 2 Students Who Have Been Referred for F Course Grade(s)	758
5.2 Recommendations for OMS 1 and OMS 2 Students Who Have Been Referred for Repeated F Grades of Required Components of a Course(s)	759
5.3 Recommendations for OMS 3 and OMS 4 Students Who Have Been Referred for F Clinical Rotation Grades	759
5.4 Recommendations for OMS 1 – OMS 4 Students for a GPA of 2.79 or Less	760
5.5 Additional Recommendations	761
6. promotion board recommendation notification and appeals process	761
 For students who are recommended to be allowed to remediate and be placed on academic probation, the Chair will notify the student, via email, of the recommendation of the Promotion Board.	761
 For students who are recommended to repeat an academic year or be dismissed, the Chair will notify the student in-person of the recommendation of the Promotion Board and will follow with an email copy of the recommendation letter. The Mental Health...	761
Upon receiving the decision from the Campus Dean, the student, within seven working days, may appeal the Campus Dean’s decision to the Provost. In lieu of appealing, the student may waive their right to appeal by so indicating in the appropriate plac...	762
While the student is awaiting the Promotion Board’s recommendation, Campus Dean’s decision, or Provost’s decision, the student must attend scheduled class(s)/rotation(s) and must take exams, including remediation exams.	762
 Exam/course grades will be released to the student during this time, including students who are in the appeal process, so that they can monitor their progress and prepare appropriately for subsequent exams; however, grades will not be recorded unles...	762
 Numeric grades of remediation exams will not be released to the student, but the student will be notified whether they pass or fail; this includes students who are in the appeal process. In addition, remediation exams are not released or reviewed, a...	762
7. request for special considerations and/or the need for accommodations	763
Students may not request special consideration for a current exam/course/rotation failure or prior exam/course/rotation failure for a condition that was diagnosed or brought to the college’s attention after the failures have occurred. Considerations ...	763
Students who are approved by the Campus Dean or Provost to continue in the curriculum and who believe that they are in need of Section 504 accommodations or those who are referred by the Promotion Board to seek accommodations should contact the Center...	763
8. duration of policy	763
S003 VCOM Mandatory Medical Leave of Absence.pdf	609
1. purpose	609
2. mandatory medical leave of absence	609
2.1 Individual Assessment Team	611
In situations where there is a need for a student to have an individualized assessment, the Campus Dean shall appoint members of an Individual Assessment Team (IAT) to perform such individualized assessment. The IAT shall include, if possible, the Vi...	611
The IAT shall convene as soon as possible to conduct the assessment. As the assessment is an academic proceeding, and not a legal proceeding, legal counsel is no allowed in the assessment. If a student believes a legal proceeding is warranted, this m...	611
The IAT may adjourn and reconvene as necessary to appropriately investigate and receive evidence, including, but not limited to, testimonial and medical evidence. Within seven (7) working days of the conclusion of the assessment, the Chair of the IAT ...	611
2.2 Decision of the Campus Dean	611
If VCOM decides to impose a MMLOA, the Campus Dean will advise the student, via official VCOM email, followed by a letter delivered via certified mail and verbally by the appropriate administrator, of the leave and duration of the leave, any restricti...	611
2.3 Appeal Process	611
3. mandatory medical leave of absence reinstatement procedures	612
4. duration of policy	612
R019 VCOM Policy on Quality Assurance and Quality Improvement.pdf	248
R019 VCOM Policy on Quality Assurance and Quality Improvement.pdf	248
1. purpose	248
2. definitions	248
3. policy	249
3.1 QA/QI Activities Related to the Academic Program	249
4. determining whether a project is qa/qi or research	250
4.1 QI/QA Activities Requiring IRB Review	251
4.2 QI/QA Activities Not Requiring IRB Review	251
5. clarifications for publishing or presenting qa/qi	252
6. duration of policy duration of policy	252
R019 Quality Assurance and Quality Improvement Determination Form.pdf	253
U023 VCOM Policy on Solicitations, Surveys, and the Use of College Outcomes.pdf	508
1. purpose	508
2. policy statement	508
2.1. Monetary Solicitations	509
2.2. Surveys	509
2.2.1 Process for Survey Approval	510
2.2.2 Privacy	510
2.2.3 Survey Software	511
2.3. Research or Quality Assurance/Quality Improvement (QA/QI) Studies Involving Surveys	511
2.4. College Outcomes	512
3. sponsorship	512
4. sanctions for policy violations	513
5. duration of policy	513

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