VCOM Institutional Policy and Procedure Manual

VCOM Policy and Procedure

Policy #U035

includes prioritizing the protection of research personnel and the integrity of research data. 5. EMERGENCY GOVERNANCE AND COMMUNICATION VCOM will maintain a defined emergency governance structure that establishes leadership roles and responsibilities for decision-making, operational continuity, and communication during catastrophic events. The College will implement a centralized communication plan that includes: • Designated communication channels (e.g., institutional email, learning management system, emergency notification systems); • Regular and timely updates to students, faculty, staff, and clinical partners; • Clearly assigned responsibility for dissemination of information. 6. RECORDS PROTECTION In the event that VCOM experiences a catastrophic event that disrupts normal operations, the College’s student records are maintained in secure, cloud-based systems that support continuity of access. VCOM will ensure: • Continued access to student and graduate academic records, including transcripts, Medical Student Performance Evaluations (MSPEs), national board exam scores, and other academic records as required for student progression, graduation, and residency application processes; • Protection of student information in compliance with the Family Educational Rights and Privacy Act (FERPA) and applicable privacy regulations; • Secure handling of academic and administrative communications to prevent unauthorized disclosure of student information during emergency operations. 7. PROGRAM DISCONTINUANCE In the unlikely event that VCOM cannot deliver the instruction for which students have enrolled, the College commits to one or more of the following courses of action, depending on each individual student’s needs: • Providing a reasonable alternative for delivering instruction and/or services for which students have paid. • Providing reasonable financial refund for the education students did not receive. A model for financial compensation for students will be created on a case-by-case scenario taking into account the timing, duration, and specifics of the disruption. • Identifying institutions for a teach-out agreement and providing assistance for transferring earned credits to the other institution. VCOM students will be notified by College administration and then counseled about their options. All actions related to program discontinuance will be communicated in a timely and transparent manner and will prioritize minimizing disruption to student progression and residency preparation.

VCOM Policy on Catastrophic Events and Continuity of Operations

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