VCOM College Catalog and Student Handbook

• The Associate Dean for Medical Education convenes and Chairs the Board for all OMS 1 and OMS 2 cases. • The Associate Dean for Clinical Affairs convenes and Chairs the Board for all OMS 3 cases. • The Associate Dean for OMS 4 and GME convenes and Chairs the Board for all OMS 4 cases. 2. 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 grade) and that they will be brought before the Promotion Board. • 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: 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 present to the proceeding in advance. 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 students with other extenuating circumstances may be approved by the Associate Dean to attend via appropriate video conferencing technology. 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. 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. o No other individuals are permitted to attend the Promotion Board meeting on the student’s behalf. • Following the meeting with the student, the Associate Dean will follow-up by emailing the student the standard Promotion Board notification email. 3. 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 improve performance. 4. The academic counselor for The Center for Institutional, Faculty, and Student Success will report on the academic support that the student has received or has been offered and the student’s participation in the support process. 5. The Associate Dean for Student Affairs will report on any documentation that the Office of Student Affairs may have which may be relevant to the student's academic progress. 6. The Registrar will report on the student's academic record including VCOM GPA, any prior failures or repeated courses, and any other VCOM information relevant to the student’s academic progress. 7. The Course Director, Associate Dean, and/or the Clinical Discipline Chair will report the facts surrounding the grade, including the student’s course/rotation performance, attendance, professionalism, and efforts to improve performance (i.e. seeking the Course Director/Chair’s assistance). They may also explain course procedures, grading, and clarify any remediation processes as requested by the Board. 8. The Class President may join the meeting 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. 9. Following the above steps, the student will be invited to present. The student will be asked if they give permission for the Class President to remain in the meeting while they present or if they would like them to be dismissed prior to their presentation. The student will be then allowed to make a 10-minute presentation to the Board regarding their performance and any additional considerations the student believes pertinent to the deliberations. Following the student’s presentation, the members of the

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