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	633
1. purpose	633
2. transfer criteria	633
3. transfer review and transfer of credit process	634
3.1 Transfer of Credit	634
3.2 Curriculum Requirements for Additional Coursework	634
3.3 Curriculum Requirements for Transfers from LCME Accredited Schools of Medicine	634
4. Duration of Policy	635
U030 VCOM Crime Statistics Report and Annual Security Report Policies and Procedures2.pdf	566
1. purpose	566
2. clery crime statistics report	566
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.	567
3. clery annual security report	567
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 ...	567
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.	567
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.	567
 Accurate & Prompt Reporting	568
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.	568
 Voluntary Confidential Reporting Procedures (Pastoral & Professional Counselors)	568
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...	568
5 duration of policy	570
S008 VCOM Credit Hour Policy2.pdf	645
1. purpose	645
2. policy	645
3. credit hour determination - pre-clinical curriculum	646
4. credit hour determination - clinical curriculum	647
5. duration of policy	647
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	643
1. purpose	643
2. calculating the tuition and fees refund	643
2.1 Refunding When Title IV Monies Were Received	643
2.2 Refunding When No Title IV Monies Were Received	644
2.3 Three-Day Cancellation	644
2.4 Other Cancellations	644
3. duration of policy	644
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	457
1. purpose	457
2. vcom philosophy on work hours	457
3. Definition of work and the place of work	457
3.1 Travel and Off Campus Job-Related Duties	457
3.1.1 Travel and Duties Considered as Work	457
3.1.2 Travel and Duties Not Considered as Work	458
4. work schedules for vcom full-time non-exempt or wage employees	459
4.1 VCOM Lunch Hour or Half Hour	459
4.2 VCOM Evening Hours and Weekends	459
5. definition of an exempt or non-exempt employee status	460
5.1 Assuring Current and Accurate Job Position Descriptions and Exempt from Non-exempt Status	460
6. overtime work	461
6.1 Process for Non-exempt Employees to Track Hours in Order to be Paid Overtime	461
6.1.1 Approved Overtime Timesheet	462
6.1.2 Compensation Time	462
6.2 Calculating Overtime Pay	462
6.2.1 Non-Exempt Employees	462
6.2.2 Exempt Employees	462
7. disciplinary action for noncompliance	463
8. definitions	463
9. duration of policy	463
U032 VCOM Policy on Workplace Site Expectations, Requirements, and Working Remotely.pdf	593
1. purpose	593
2. assigned campus workplace	593
3. definition of remote work	594
4. remote work policy	594
4.1 Employee Requesting to Work Remotely	594
5. exceptions	595
6. duration of policy	595
U015 VCOM Policy on Conficts of Interest.pdf	436
1. purpose	436
2. definitions	436
3. applicability	437
4. responsibilities	437
4.1 Leadership	437
4.2 Administrators	437
4.3 Teachers and Mentors	438
4.4 Researchers Engaging in Human Subjects Research	438
5. specific activities	438
5.1 Gifts	438
5.2 Meals	438
5.3 Industry-Sponsored Speaking Relationships	439
5.4 Industry Support of Accredited CME	439
5.5 Attendance of Industry-sponsored Educational Events	440
5.6 Industry-Sponsored Fellowships	440
5.7 Ghostwriting and Honorary Authorship	440
5.8 Consulting and Advising Relationships	440
Marketing	440
Research and Scientific Activities	441
5.9 Pharmaceutical Samples	441
5.10 Medical Device Representatives	442
6. conflict of interest disclosure and procedures	442
7. conflict of interest curriculum	443
8. extension of policy to affiliates	443
9. enforcement and sanctions	444
9.1 Enforcement and Monitoring	444
9.2 Assessing Non-Compliance and Sanctions	444
10. duration of policy	445
U014 VCOM Consensual Relationship Policy.pdf	433
1. purpose	433
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.	433
2. employee/student relationships	433
3. student/patient relationships	434
4. policy enforcement	434
5. duration of policy	434
U004 VCOM Copyright and Fair Use Instructional Materials Policy.pdf	371
1. Purpose	371
2. Copyright	372
3. Intellectual Property of Instructional Materials	372
4. Fair Use Doctrine	372
4.1 Duplicating Copyrighted Materials for Instructional Use	373
4.2 Displaying Media for Instructional Use	374
4.3 Requesting Copyright Permission	375
5. Digital Millennium Copyright Act	375
5.1 VCOM DMCA Agent for Notification	376
6. No Electronic Theft Act	376
6.1 Peer-to-Peer File (P2P) Sharing	376
7. Citation	377
8. Policy Enforcement	377
VCOM reserves the right to terminate employees who knowingly violate copyright policies.	377
9. Duration Of Policy	377
U006 VCOM Policy on Social Media Usage.pdf	381
1. purpose	381
2. overview	381
3. policies for all types of social media usage	382
4. cyberbullying	384
5. official college social media sites	385
6. violation of policy	386
7. duration of policy	386
U017 VCOM Policy Statement on Professional Ethics for Administrative and Classified Staff.pdf	450
1. statement on professional ethics	450
2. duration of policy	452
U016 VCOM Code of Ethics.pdf	446
1. code of ethics	446
2. duration of policy	449
U002 VCOM Policy Academic Freedom.pdf	355
1. policy statement	355
2. academic freedom of students	355
3. academic freedom of faculty	355
4. duration of policy	356
U010 VCOM Policy Alcohol Drug Testing.pdf	396
1. Purpose	396
2. drug-free/alcohol-free workplace	396
3. Alcohol and Drug Testing	397
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...	397
3.1 Positive Drug Screen or Arrests for Illegal Drug Usage or Sales	398
3.2 Self-Identification for Drug or Alcohol Dependence	398
4. Drug and Alcohol Abuse Prevention	398
5. Duration of Policy	399
U026 VCOM Employee Grievance Policy and Procedure.pdf	546
VCOM Employee Grievance Policy and Procedure	546
1. purpose	546
2. employee grievance procedure	546
2.1 Informal Grievance Resolution	547
2.2 Formal Grievance Resolution	547
2.3 Grievance Appeal Process	547
3. duration of policy	548
U029 VCOM Policy Complaints Related to Accreditation Standards.pdf	563
1. purpose	563
2. accreditation standards	563
3. complaint procedures	563
4. statement of non-retaliation for complaints related to accreditation standards	565
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...	565
5. duration of policy	565
S012 VCOM Policy Technical Standards for Admission and Successful Completion of the Osteopathic Program Policy.pdf	666
1. Purpose	666
2. technical standards for admission and successful completion of the	666
osteopathic program	666
3. accommodations for students with disabilities	674
3.1 Self-Identification of Disabilities as an Applicant	676
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...	676
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...	676
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...	676
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.	676
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.	676
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...	677
3.2 Assistance for Matriculated Students with Disabilities	677
3.3 Determining Eligibility for Accommodations	680
4. duration of policy	681
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	491
1. purpose	491
2. employee responsibility and obligation	491
3. continuing medical education (cme)/continuing education (ce) travel	492
4. business travel	492
4.1 Local Travel Expenses	493
4.2 Travel for the President, Provost, Board of Directors, College Administrators, and Special Guests	493
5. travel approvals and arrangements	494
5.1 Personal Travel	495
6. air transportation	495
6.1 Connecting Flights	496
6.2 Travel Insurance	496
6.3 Change in Reservations/Tickets	496
6.4 Airline Awarded “Bumping Awards”	496
6.5 Cancellations	496
6.6 Unused Tickets	497
6.7 Frequent Flyer Programs	497
6.8 Baggage Fees	497
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.	497
7. ground transportation	497
7.1 Personal Vehicles	498
7.2 VCOM-Owned Vehicles	498
7.3 Rental Vehicles	499
7.4 For Hire Transportation	499
7.5 Tips	500
7.6 Parking and Tolls	500
7.7 Violations and Traffic Tickets	500
8. Lodging	500
8.1 Lodging Selection	500
8.1.1 Lodging Conference Rates	500
8.1.2 Vacation Rentals and VRBOs	501
8.1.3 Lodging Expense Limit Exceptions	501
8.2 Other Lodging Charges	502
8.3 Cancellations	502
8.4 Direct Billing	502
8.5 Staying with Family or Friends	502
8.6 Frequent Guest Programs	502
8.7 Group Bookings	502
8.8 Additional Lodging for Family Members or Guests or Extending a Trip for Personal Reasons	503
9. meals while traveling	503
9.1 Business Dining Meals	504
A business dining meal is any meal where official VCOM business is being conducted or discussed.	504
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.	504
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...	504
 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-...	504
Business dining meals should be charged to business dining under the Division of the employee hosting the pre-approved meal.	504
 VCOM Administrators may use their VCOM-issued credit card for business dining.	504
 Itemized receipts must be submitted for business meals and must include a list of attendees and the specific business purpose of the meal.	504
 Employees on travel status and attending a business meal provided by VCOM either directly or indirectly must reduce their per diem for that meal.	504
9.2 Conference Meals/Meals Provided by Others	504
9.3 Tips and Incidental Charges	505
The gratuity limit includes restaurant applied service fees.	505
Large meal deliveries over $250 should not be tipped more than 10%.	505
Regardless of destination or meals provided, the per diem rate includes a residual $5 to cover incidental expenses, including :	505
 Tips to lodging staff such as porters, housekeeping, and baggage carriers.	505
 Snacks between meals.	505
9.4 Alcohol	505
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...	505
To be eligible for alcoholic beverages to be reimbursed, the following conditions must apply:	505
 The business meal/event must be held off campus, as alcohol is prohibited on VCOM campuses.	505
 The business meal/event must be for a legitimate business purpose. For example:	505
o A business dinner for recruitment purposes where the Dean or his designee is hosting a potential faculty member and/or their spouse.	505
o A business dinner with potential donors or partnering organizations for development purposes.	505
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:	505
 the celebration of a VCOM achievement or event,	505
 a faculty member recognition for an outstanding event or achievement, or	505
 hosting faculty from other VCOM campuses who are present in the community for training or campus development.	505
 Alcoholic beverages are limited to a dinner wine of reasonable cost, up to two glasses per guest or one cocktail per guest.	505
 Alcoholic beverages must not be purchased for a student or prospective student.	505
 Alcohol beverages must not be purchased or consumed by an employee in the direct company of students or prospective students.	505
 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...	505
 Alcoholic beverages are not to be purchased for “Bring Your Own Bottle” events.	505
 Alcohol must be served by a licensed establishment or an otherwise certified person to serve alcohol in other jurisdictions.	505
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.	520
Alcohol purchases are not to be charged under any circumstance to sponsoring grants and contracts.	520
Alcohol is not a reimbursable expense to VCOM students, regardless of the source of funds.	520
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.	520
10. use of a vcom-issued credit card	520
11. reimbursement process	520
12. irs requirements	521
13. non-reimbursement	521
14. duration of policy	521
Attachment A	522
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	340
1. faculty responsibility to the college	340
2. duration of policy	343
F008 VCOM Faculty Misconduct and Disciplinary Action Policy and Procedures.pdf	335
1. purpose	335
2. faculty misconduct	335
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...	335
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...	335
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...	336
Misconduct may include, but is not limited, to the following:	336
Violations of professional ethics, to wit:	336
a. Intellectual dishonesty, including but not limited to, plagiarism or falsified research data or misconduct in research activities.	336
b. Use of professional authority to exploit others.	336
c. Purposeful abandonment of general duties.	336
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.	336
e. Proof of sexual harassment or sexual assault as determined by due process.	336
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.	336
g. Use of the faculty member’s professional position as a representative of VCOM to damage the reputation of VCOM or its affiliates.	336
h. Violations of federal, state, or local laws.	336
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.	336
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.	336
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.	336
l. Failure to follow the AOA or VCOM Code of Professionalism and Ethics.	336
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.	336
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.	336
o. Failure to abide by the ethical standards for research as set forth by the college.	336
p. Other violations considered as unprofessional or unethical or which are in general disruptive to the business of the college.	336
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 ...	336
2.1 Misconduct Disciplinary Action	337
2.2 Misconduct Appeal Process to Request a Hearing	338
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...	338
2.3 Misconduct Hearing Procedures	338
3. duration of policy	339
G001 VCOM Policy for Planning and Promoting Graduate Medical Education.pdf	781
1. history of support for graduate medical education and opti	781
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...	781
2. POLICY	782
3. PROCEDURES	782
4. duration of policy	783
S009 VCOM Policy on Assuring the Clinical Education Curriculum.pdf	648
1. purpose	648
2. core clinical education at vcom	648
3. duties of the clinical affairs division	649
4. identification and appointment of clinical faculty	650
5. assuring clinical rotations and clinical capacity	651
5.1 Clinical Education Core Site Closures	651
5.2 Clinical Education Interruption Due to Critical Events	652
6. clinical assignment procedures	653
7. duration of policy	654
U012 VCOM Compensation and Equity in Pay Policy and Procedures.pdf	423
1. purpose	423
2. salary anti-discrimination policy	423
3. posting of salary and pay bands	424
4. determining initial salary	424
5. new hire performance evaluation	424
6. employee change of status	424
7. due process for employees seeking to improve their status prior to termination	426
8. annual employee performance evaluation	427
9. annual salary review and merit increase determination	428
10. pay equity audit	429
11. pay equity grievance process	430
12. duration of policy	430
U031 VCOM Policy on Safety and Health.pdf	572
1. purpose	572
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...	572
2. policy statement	572
3. compliance responsibility	572
3.1 Department of Operations	572
3.2 Department/Division Officers/Supervisors	573
3.3 Employees, Students, and Visitors	573
4. maintenance of campus facilities	573
4.1 Continuous Inspection Process (CAP)	574
4.2 Facilities Needs Assessment	575
4.3 Help Desk Ticketing System	575
5. campus access and safety	575
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...	576
5.1 Inclement Weather and Other Emergency Notifications	576
5.2 Emergency Preparedness, Response and Evacuation Procedures	577
5.3 Fire Safety	578
5.4 Firearms and Weapons	579
5.5 Tobacco, Nicotine, and Vape Free Campus	579
5.6 Alcohol and Drug Free Campus	580
5.7 Free from Impairments that Place Patients at Risk	580
5.8 Protection from Discrimination, Harassment, and Violence	580
6. environmental and occupational exposure and universal precautions	581
6.1 Pregnancy, Allergies, and Student Participation in Special Environments	581
6.2 Universal Precaution	582
6.3 Occupational Exposure to Bloodborne Pathogens	583
6.4 Infectious Disease Prevention	586
7. healthcare and insurance	587
7.1 VCOM Student Mental Health, Physical Health and Health Insurance	587
7.2 Employee Mental Health, Wellness, and Health Insurance	588
8. fatigue mitigation	588
8.2 Signs of Fatigue	588
8.2 Common Cause of Fatigue	589
8.3 Strategies To Be Used For Fatigue Mitigation	589
8.4 Identification of a Fatigued Physician/Student Involved in Patient Care	590
8.4.1 Responsibilities of the Supervising Clinical Faculty Member	590
8.4.2 Responsibilities of the Student	591
9. prevention education	591
9.1 Prevention and Awareness Education for Students	591
9.2 Prevention and Awareness Education for Employees	592
10. duration of policy	592
S015 VCOM Policy Professional & Ethical Standards Board.pdf	716
Edward Via College of Osteopathic Medicine	716
1. Purpose	716
2. Professional and Ethical Standards Board	716
2.1 Notice of Possible Suspension While Under Review	717
2.2 Choices for Review by the PESB, Three-Person Panel, or Campus Dean	717
2.2.1 Notice of Review by the PESB, Three-Person Panel, or Campus Dean	717
2.2.2 Review by the PESB	718
2.2.3 Review by the Three-Person Panel	719
2.2.4 Review by the Campus Dean	720
2.2.5 Appeal Process	720
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...	720
3. duration of policy	720
U018 VCOM Policy on Medical Treatment of VCOM Students and Employees by VCOM Physician Faculty and Other VCOM Students.pdf	453
1. purpose	453
2. on-campus treatment by vcom physician faculty	453
2.1 Emergency Medical Treatment by VCOM Physician Faculty	454
3. off-campus treatment by vcom physician faculty	454
4. student participation in other students’ healthcare	455
5. duration of policy	455
S017 VCOM Policy Health & Counseling Services Policy.pdf	721
1. purpose	721
2. vcom internal student counseling services	721
3. external counseling services	722
3.1 24-Hour/365 Days a Year Emergency Counseling Services	722
4. health services	722
5. duration of policy	723
S011 VCOM Medical Student Patient Care Supervision and Expectations for Performance in Patient Care Policy.pdf	657
1. purpose	657
2. regulated medical practice/medical legal limitations	657
2.1 Expectations of VCOM	659
2.2 Expectations of Supervising Faculty Physicians/Clinical Faculty	660
2.3 Expectations of Medical Students	661
3. expectations for student performance in patient care	663
4. duration of policy	665
F014 VCOM Campus Faculty Assembly, Campus Faculty Senate, and College-Wide Faculty Senate Policy and Procedures.pdf	344
1. purpose	344
2. overview	345
3. campus faculty assembly	345
3.1 Membership of the Campus Faculty Assembly	345
3.2 Meetings of the Campus Faculty Assembly	345
4. campus faculty senate	346
4.1 Duties of the Campus Faculty Senate	346
4.2 Membership of the Campus Faculty Senate	346
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 ...	346
4.3 Officers of the Campus Faculty Senate	346
4.4 Meetings of the Campus Faculty Senate	347
5. college-wide faculty senate	348
5.1 Duties of the College-wide Faculty Senate	348
5.2 Membership of the College-wide Faculty Senate	348
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:	348
a. The Chair of each Campus Faculty Senate (fulfilling four College Senator positions).	348
b. The Chair-Elect of each Campus Faculty Senate (fulfilling four College Senator positions).	348
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.	348
Representation of the College-wide Faculty Senate should be made up as follows:	348
5.3 Officers of the College-wide Faculty Senate	349
5.4 Meetings of the College-wide Faculty Senate	350
6. campus faculty assembly, campus faculty senate and college-wide faculty senate meeting guidelines	350
6.1 Voting Procedures	350
6.2 Consensus	350
6.3 Minutes	350
6.4 Reports	351
7. resignation or other vacancy of campus and college-wide faculty senators	351
8. duration of policy	351
S001 VCOM Policy Admissions for the DO Program.pdf	602
1. purpose	602
2. notice of nondiscrimination	602
3. recruitment priorities	603
4. minimum requirements for interview and admission	603
4.1. AACOMAS Application	605
4.1.1 Official Transcripts	606
4.2. VCOM Secondary Application	606
4.2.1 Requirement to Report Charges or Arrests	607
4.3. Interview Selection and Admissions Process	608
4.4. Rescinding Admission Offer	608
5. early decision admissions track	608
6. duration of policy	609
U001 VCOM Notice of Nondiscrimination and Diversity.pdf	353
1. notice of nondiscrimination	353
2. duration of policy	354
U024 VCOM Policy on Administrative Staff, Classified Staff, and Select Wage Employees Recruitment.pdf	532
1. purpose	532
2. notice of nondiscrimination	532
3. approval for filling a position	533
4. sourcing of applicants	533
5. initial applicant screening	533
6. interviews	534
7. candidate selection	534
8. references, social media, and background checks	535
9. offer extension	535
10. acceptance of offer	536
11. difficult recruitments	536
12. duration of policy	536
U011 VCOM Discrimination, Harassment, and Violence Policy and Procedures.pdf	401
1. purpose	401
2. discrimination, harassment, and violence	401
2.1 Violation of the Discrimination, Harassment, and Violence Policy	402
3. discrimination	402
3.1 Sexual Discrimination	403
4. Harassment	403
4.1 Sexual Harassment	404
5. violence	405
6. definitions for purposes of the title ix final rule	405
7. reporting	408
7.1 Reports of Sex Discrimination, Including Sexual Harassment	409
7.2 Reports of Discrimination, Harassment, or Violence	409
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, ...	409
8. grievance process for claims of sexual harassment occurring in the education program or activity of the college against persons in the united states	409
8.1 General Requirements	409
8.2 Receipt of Formal Complaint	410
8.3 Dismissal of a Formal Complaint	411
8.4 Consolidation of Complaints	412
9. investigation of a formal complaint	412
10. hearings	413
10.1 Hearing Officer(s)	413
10.2 Live Hearings	413
10.3 Advisors	413
10.4 Order of Hearing	414
10.5 Cross-Examination	414
10.6 The Record	414
11. determination regarding responsibility	414
12. appeals	415
13. informal resolutions	416
14. recordkeeping	417
15. retaliation	417
16. miscellaneous	418
16.1 Emergency Removal	418
16.2 Administrative Leave	418
16.3 Delays	418
17. grievance procedures for discrimination, harassment, and violence other than sexual harassment provided for in section 8 et seq	419
17.1 General Requirements	419
17.2 Receipt of a Report	419
17.3 The Investigation Process	420
17.4 Appeal	421
17.5 Miscellaneous	421
17.6 Retaliation	421
18. Duration of Policy	421
APPENDIX A	422
U005 VCOM Policy Federal Procurement.pdf	378
1. General policy	378
2. Code of ethics	378
3. Acquisition procedures	379
4. additional policies when using federal funds to purchase	380
5. Duration of Policy	380
S013 VCOM Policy Minimal Health Requirements for Admission.pdf	682
1. purpose	682
2. minimal health requirements for admission and continued enrollment	682
2.1 Submission Requirements	683
2.2 History and Physical Examination Requirement	683
2.3 Required Laboratory Tests and Immunizations	684
2.4 Optional Laboratory Tests and Immunizations	696
2.5 Chronic Infectious Diseases and/or Conditions with Increased Risk for Infection	697
2.6 Expert Panel for Infectious Disease Considerations	697
3. disability insurance	698
4. liability insurance	698
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...	698
5. health insurance	698
6. duration of policy	699
U033 VCOM Administrative Designee Policy.pdf	599
1. purpose	599
2. appointment of an administrative designee	599
3. responsibilities of the administrative designee	600
4. notification to stakeholders	600
5. duration of policy	600
U021 VCOM Records Retention Policy.pdf	474
1. purpose	474
2. records retention	475
3. records related to subpoenas or litigation	475
3.1. Records Related to Audits, Inspection, or Litigation	476
3.2. Subpoenas for College Records	477
4. records retention schedule	477
5. records storage	478
6. disposition of records	478
7. ferpa – student educational records	479
8. employee records	480
9. policy review and enforcement	480
10. duration of policy	481
S014 VCOM Policy Code of Conduct.pdf	700
1. purpose	700
2. vcom honor code of conduct	700
3. the honor code council intervention sub-committee (hccis)	703
4. the honor code council (hcc)	704
4.2 The Honor Code Council Business Meetings and Quorum	705
4.3 Honor Code Investigation (HCI)	705
4.4 Honor Code Hearing	706
4.5 Classification of Offenses and Sanction	708
4.6 Rights and Obligations of the Accused	709
4.7 Rights and Obligations of the Reporter	710
4.8 Rights and Obligations of the Advisor	710
4.9 Rights and Obligations of an Announced Witness	711
4.10 Appeals	711
4.11 Extenuating Circumstances	712
4.12 Definitions	712
5. duration of policy	713
U021 Record Retention Schedule.pdf	482
Sheet1	482
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	358
1. purpose	358
2. overview of the educational aid program	358
2.1 Employer Required Coursework or Degree Program Completion	359
3. eligibility criteria	359
4. the employee educational aid initial application process	359
4.1 The Employee Educational Aid Initial Application	359
4.2 Review of the Employee Educational Aid Initial Application	360
4.2.1 Approval of the Employee Educational Aid Initial Application	361
4.2.2 Denial of the Employee Educational Aid Initial Application	361
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...	361
5. request for reimbursement for additional courses not included in the employee educational aid initial application	362
5.1 Requests for Reimbursement for Additional Courses Outside of the Scope of the Employee Educational Aid Initial Application	362
5.2 Requests for Reimbursement for Additional Courses Within the Scope of the Employee Educational Aid Initial Application	362
5.2.1 Review of Employee Educational Aid Supplemental Applications	362
5.2.1.a. Approval of the Employee Educational Aid Supplemental	363
Application	363
5.2.1.b. Denial of the Employee Educational Aid Supplemental Application	363
6. process for reimbursement	364
7. separation of employment prior to completing the agreed upon service period	365
8. duration of policy	366
U003 Educational Aid Agreement.pdf	369
Edward Via College of Osteopathic Medicine	369
S019 VCOM Student Promotion Board Policy and Procedures.pdf	766
1. purpose	766
2. duties of the promotion board	766
2.1 Academic Year Promotions and Graduation	766
2.1.1 The OMS 1 and OMS 2 Promotion Process	766
2.1.2 The OMS 3 Promotion Process	766
2.1.3 The OMS 4 Promotion Process and Recommendation for Graduation	766
2.2 Assessment of Academic Progress	767
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...	767
2.2.1 Reasons to Call a Promotion Board Meeting for OMS1 and OMS 2 Students	767
2.2.2 Reasons to Call a Promotion Board Meeting for OMS 3 and OMS 4 Students	768
2.3 Special Meetings of the Promotion Board	769
2.4 Administrative Resolutions Not Requiring Referral to the Promotion Board	770
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...	770
3. promotion board membership	772
4. promotion board procedures	772
A. At the conclusion of the academic block/rotation, the Associate Dean, appropriate for the year of the student, may convene the Promotion Board:	772
 The Associate Dean for Medical Education convenes and Chairs the Board for all OMS 1 and OMS 2 cases.	772
 The Associate Dean for Clinical Affairs convenes and Chairs the Board for all OMS 3 cases.	772
 The Associate Dean for OMS 4 and GME convenes and Chairs the Board for all OMS 4 cases.	772
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...	772
 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:	772
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...	772
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...	772
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.	773
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.	773
o No other individuals are permitted to attend the Promotion Board meeting on the student’s behalf.	773
 Following the meeting with the student, the Associate Dean will follow-up by emailing the student the standard Promotion Board notification email.	773
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...	773
5. promotion board recommendations	774
5.1 Recommendations by the Promotion Board for OMS 1 and OMS 2 Students Who Have Been Referred for F Course Grade(s)	774
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)	775
5.3 Recommendations for OMS 3 and OMS 4 Students Who Have Been Referred for F Clinical Rotation Grades	775
5.4 Recommendations for OMS 1 – OMS 4 Students for a GPA of 2.79 or Less	776
5.5 Additional Recommendations	777
6. promotion board recommendation notification and appeals process	777
 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.	777
 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...	777
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...	778
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.	778
 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...	778
 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...	778
7. request for special considerations and/or the need for accommodations	779
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 ...	779
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...	779
8. duration of policy	779
S003 VCOM Mandatory Medical Leave of Absence.pdf	625
1. purpose	625
2. mandatory medical leave of absence	625
2.1 Individual Assessment Team	627
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...	627
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...	627
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 ...	627
2.2 Decision of the Campus Dean	627
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...	627
2.3 Appeal Process	627
3. mandatory medical leave of absence reinstatement procedures	628
4. duration of policy	628
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	523
1. purpose	523
2. policy statement	523
2.1. Monetary Solicitations	524
2.2. Surveys	524
2.2.1 Process for Survey Approval	525
2.2.2 Privacy	525
2.2.3 Survey Software	526
2.3. Research or Quality Assurance/Quality Improvement (QA/QI) Studies Involving Surveys	526
2.4. College Outcomes	527
3. sponsorship	527
4. sanctions for policy violations	528
5. duration of policy	528
S018 VCOM Grading, Satisfactory Academic Progress, and Graduation Requirements Policy and Procedures.pdf	725
1. purpose	725
2. academic grading, promotion and graduation	725
3. educational conflicts of interest and recusal	726
4. oms i and oms ii grading	728
4.1 Grading Scale	728
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.	728
4.2 Grade Point Average (GPA)	728
4.3 Finalization and Changes to Course Grades	728
5. oms i and oms ii satisfactory academic progress	729
5.1 OMS 1 and OMS 2 Course Remediation	729
5.2 F Course Grade	731
5.3 Repeated Course(s)	731
6. oms iii and oms iv grading	731
6.1 Grading Scale	731
6.2 Grade Point Average (GPA)	732
6.2 Finalization and Changes to Course Grades	732
7. oms iii and oms iv satisfactory academic progress	733
7.1 End of Rotation Exam Remediation and/or Failure	733
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...	733
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...	733
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...	734
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...	734
7.2 Clinical Rotation Competency Evaluation Failure	734
7.3 Failure to Obtain a Clinical Rotation Performance Evaluation	735
7.4 Clinical Rotation Repeated Performance Issues	736
8. in progress/incomplete grades	736
8.1 IP Course Grade	736
8.2 INC Course Grade	737
9. Audited Course(s)	737
10. academic probation	737
11. altered degree plan of study	738
11.1 Failure to Make Academic Progress While on an Altered Degree Plan	739
12. comprehensive Testing	739
12.1 COMSAE Phase 1: A Comprehensive Review Exam	739
12.1.1 COMSAE Phase 1: First and Second Attempt	740
12.1.2 COMSAE Phase 1: Third Attempt	743
12.2 COMSAE Phase 2: A Comprehensive Review Exam	748
12.2.1 COMSAE Phase 2: First and Second Attempt	749
12.3 COMPE: A Comprehensive Osteopathic Medical Performance Exam	752
12.3.1 COMPE: First Attempt	752
12.3.2 COMPE: Second Attempt	753
13. national board exams: comlex level 1 and comlex level 2 ce	753
13.1 COMLEX Level 1	753
13.1.1 COMLEX Level 1: Failure of the First or Additional Attempts	754
13.2 COMLEX Level 2 CE	757
13.2.1 COMLEX Level 2 CE: Failure of the First or Additional Attempts	758
13.2.2 COMLEX Level 2 CE: Students Who Have Not Passed by the Date of Graduation	760
14. maximum length of completion	761
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).	761
15. graduation requirements	762
16. duration of procedure	764
S002 VCOM Policy Attendance.pdf	506
1. purpose	506
2. attendance requirements for oms 1 and oms 2 students	506
2.1 Mechanism to Verify Attendance – OMS 1 and OMS 2 Students	507
2.2 OMS 1 and OMS 2 Excused Absences	507
2.2.1 Planned Excused Non-Medical Absences for OMS 1 and OMS 2 Students	507
2.2.1a OMS 1 and OMS 2 Conference Attendance	508
2.2.2 Planned Excused Medical Absences for OMS 1 and OMS 2 Students	509
2.2.3 Unplanned Excused Absences for OMS 1 and OMS 2 Students	509
2.2.3a Sudden Illness or Medical Emergency of the Student	510
2.2.3b Non-Medical Emergency or Medical Emergency of an Immediate Family Member	510
2.3 OMS 1 and OMS 2 Unexcused Absences	511
2.4 Consequences for Not Meeting the Requirements of the Attendance Policy	511
3. attendance requirements for oms 3 and oms 4 students	512
3.1 Didactic, Case Presentations, and OMM Workshop Attendance	513
3.1.1 Didactic and Case Presentation Attendance	513
3.1.2 OMM Workshop Attendance	513
3.2 Mechanism to Verify Attendance – OMS 3 and OMS 4 Students	513
3.3 OMS 3 and OMS 4 Excused Absences	514
3.3.1 Planned Excused Absences for OMS 3 and OMS 4 Students	514
3.3.1a OMS 3 and OMS 4 Conference Attendance	515
3.3.2 Unplanned Excused Absences for OMS 3 and OMS 4 Students	515
3.3.2a Sudden Illness or Medical Emergency of the Student	516
3.3.2b Non-Medical Emergency or Medical Emergency of an Immediate Family Member	516
3.4 OMS 3 and OMS 4 Unexcused Absences	517
3.5 Consequences for Not Meeting the Requirements of the Attendance Policy	517
4. tardiness	517
4.1 OMS 1 and OMS 2 Tardiness	517
4.2 OMS 3 and OMS 4 Tardiness	518
5. duration of policy	519
S002 VCOM Policy Attendance.pdf	611
1. purpose	611
2. attendance requirements for oms 1 and oms 2 students	611
2.1 Mechanism to Verify Attendance – OMS 1 and OMS 2 Students	612
2.2 OMS 1 and OMS 2 Excused Absences	612
2.2.1 Planned Excused Non-Medical Absences for OMS 1 and OMS 2 Students	612
2.2.1a OMS 1 and OMS 2 Conference Attendance	613
2.2.2 Planned Excused Medical Absences for OMS 1 and OMS 2 Students	614
2.2.3 Unplanned Excused Absences for OMS 1 and OMS 2 Students	614
2.2.3a Sudden Illness or Medical Emergency of the Student	615
2.2.3b Non-Medical Emergency or Medical Emergency of an Immediate Family Member	615
2.3 OMS 1 and OMS 2 Unexcused Absences	616
2.4 Consequences for Not Meeting the Requirements of the Attendance Policy	616
3. attendance requirements for oms 3 and oms 4 students	617
3.1 Didactic, Case Presentations, and OMM Workshop Attendance	618
3.1.1 Didactic and Case Presentation Attendance	618
3.1.2 OMM Workshop Attendance	618
3.2 Mechanism to Verify Attendance – OMS 3 and OMS 4 Students	618
3.3 OMS 3 and OMS 4 Excused Absences	619
3.3.1 Planned Excused Absences for OMS 3 and OMS 4 Students	619
3.3.1a OMS 3 and OMS 4 Conference Attendance	620
3.3.2 Unplanned Excused Absences for OMS 3 and OMS 4 Students	620
3.3.2a Sudden Illness or Medical Emergency of the Student	621
3.3.2b Non-Medical Emergency or Medical Emergency of an Immediate Family Member	621
3.4 OMS 3 and OMS 4 Unexcused Absences	622
3.5 Consequences for Not Meeting the Requirements of the Attendance Policy	622
4. tardiness	622
4.1 OMS 1 and OMS 2 Tardiness	622
4.2 OMS 3 and OMS 4 Tardiness	623
5. duration of policy	624
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	319
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...	319
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 or the Award of Tenure	322
3.9 Tenure	324
3.10 The Process of Applying for Promotion in Rank or Tenure	325
3.10.1 Initiation for Promotion in Academic Rank	325
3.10.2 Initiation for Tenure	326
3.10.3 Expedited Promotion to the Rank of Assistant Professor for Obtaining a Doctoral-Level Degree or Due to Revised APT Policy	326
3.10.4 Faculty Portfolio for Consideration of Promotion in Rank or Tenure	327
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	334
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.	334

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