VCOM Institutional Policy and Procedure Manual

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U001 VCOM Notice of Nondiscrimination and Diversity.pdf	328
1. notice of nondiscrimination and diversity	328
2. duration of policy	328
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	557
1. purpose	557
2. transfer criteria	557
3. transfer review and transfer of credit process	558
3.1 Transfer of Credit	558
3.2 Curriculum Requirements for Additional Coursework	558
3.3 Curriculum Requirements for Transfers from LCME Accredited Schools of Medicine	558
4. Duration of Policy	559
S016 VCOM Policy Performing Patient Care Activities2.pdf	637
1. purpose	637
2. clinical professional and ethical expectations	637
3. performing patient care activities	638
3.1 Supervision of Students	638
3.3 White Coats and VCOM ID Badges	639
3.4 Patient Confidentiality	639
During the course of study, students will come in contact with a patient's confidential information. Special laws, such as the Health Insurance Portability and Accountability Act (HIPAA), govern the release of confidential patient information to othe...	639
Any discussion of a patient, peer, physician, or healthcare facility should be a professional discussion and not cause misunderstanding or distrust of the medical care offered at the site. Failure to adhere to this professional behavior constitutes a...	639
3.5 Medical Records/Charting The responsibility given to students for medical records varies among the hospitals and clinics. Some sites allow studen...	639
Medical Records that are falsified or that are left uncompleted when it is the responsibility of the student to complete, are considered a professional or ethical violation and the student will be subject to the policies and procedures in the student ...	640
4. consequences for unprofessional or unethical behavior	640
 Tardiness and/or Unexcused absenteeism	640
 Medical or psychological illness	640
 Suspected substance abuse (alcohol and other drugs) by behavior or positive drug screen	640
 Suspected illegal behavior	640
 Suspected physical, sexual, or emotional abuse	640
 Disruptive behavior as a member of the medical team	640
 Other areas of professional concern	641
5. duration of policy	641
G001 VCOM Policy for Planning and Promoting Graduate Medical Education2.pdf	698
1. history of support for graduate medical education and opti	698
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...	698
2. POLICY	699
3. PROCEDURES	699
4. duration of policy	700
U024 VCOM Policy on Administrative Staff, Classified Staff, and Select Wage Employees Recruitment2.pdf	462
1. purpose	462
2. notice of nondiscrimination and diversity	462
3. approval for filling a position	463
4. sourcing of applicants	463
5. initial applicant screening	463
6. interviews	464
7. candidate selection	464
8. references, social media, and background checks	465
9. offer extension	465
10. acceptance of offer	465
11. difficult recruitments	466
12. duration of policy	466
U030 VCOM Crime Statistics Report and Annual Security Report Policies and Procedures2.pdf	496
1. purpose	496
2. clery crime statistics report	496
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.	497
3. clery annual security report	497
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 ...	497
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.	497
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.	497
 Accurate & Prompt Reporting	498
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.	498
 Voluntary Confidential Reporting Procedures (Pastoral & Professional Counselors)	498
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...	498
5 duration of policy	500
S009 VCOM Policy on Assuring the Clinical Education Curriculum2.pdf	572
1. purpose	572
2. core clinical education at vcom	572
3. duties of the clinical affairs division	573
4. identification and appointment of clinical faculty	574
5. assuring clinical rotations and clinical capacity	575
5.1 Clinical Education Core Site Closures	575
5.2 Clinical Education Interruption Due to Critical Events	576
6. clinical assignment procedures	577
7. duration of policy	578
S008 VCOM Credit Hour Policy2.pdf	569
1. purpose	569
2. policy	569
3. credit hour determination - pre-clinical curriculum	570
4. credit hour determination - clinical curriculum	571
5. duration of policy	571
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	567
1. purpose	567
2. calculating the tuition and fees refund	567
2.1 Refunding When Title IV Monies Were Received	567
2.2 Refunding When No Title IV Monies Were Received	568
2.3 Three-Day Cancellation	568
2.4 Other Cancellations	568
3. duration of policy	568
S003 VCOM Mandatory Medical Leave of Absence.pdf	549
1. purpose	549
2. mandatory medical leave of absence	549
2.1 Individual Assessment Team	551
In situations where there is a need for a student to have an individualized assessment, the Campus Dean (or designee) shall appoint members of an Individual Assessment Team (IAT) to perform such individualized assessment. The IAT shall include, if po...	551
The IAT shall convene as soon as possible to conduct the assessment and provide a written report to the Campus Dean within seven (7) days of the conclusion of the assessment.	551
2.2 Decision of the Campus Dean	551
2.3 Appeal Process	551
3. mandatory medical leave of absence reinstatement procedures	551
4. duration of policy	552
U023 VCOM Policy on Solicitations, Surveys, and the Use of College Outcomes.pdf	453
1. purpose	453
2. policy statement	453
2.1. Monetary Solicitations	454
2.2. Surveys	454
2.2.1 Privacy	455
2.2.2 Process for Survey Approval	456
2.2.3 Survey Software	456
2.3. Research on Faculty, Staff, or Students	457
2.4. College Outcomes	457
3. sponsorship	457
4. sanctions for policy violations	458
5. duration of policy	458
S015 VCOM Policy Professional & Ethical Standards Board.pdf	632
Edward Via College of Osteopathic Medicine	632
1. Purpose	632
2. Professional and Ethical Standards Board	632
2.1 Notice of Possible Suspension While Under Review	633
2.2 Choices for Review by the PESB, Three-Person Panel, or Campus Dean	633
2.2.1 Notice of Review by the PESB, Three-Person Panel, or Campus Dean	633
2.2.2 Review by the PESB	634
2.2.3 Review by the Three-Person Panel	635
2.2.4 Review by the Campus Dean	636
2.2.5 Appeal Process	636
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...	636
3. duration of policy	636
S014 VCOM Policy Code of Conduct.pdf	615
1. purpose	615
2. vcom honor code of conduct	615
3. the honor code council intervention sub-committee (hccis)	618
4. the honor code council (hcc)	619
4.2 The Honor Code Council Business Meetings and Quorum	620
4.3 Honor Code Investigation (HCI)	620
4.4 Honor Code Hearing	621
4.5 Classification of Offenses and Sanction	623
4.6 Rights and Obligations of the Accused	624
4.7 Rights and Obligations of the Reporter	625
4.8 Rights and Obligations of the Advisor	626
4.9 Rights and Obligations of an Announced Witness	626
4.10 Appeals	626
4.11 Extenuating Circumstances	627
4.12 Definitions	627
5. duration of policy	629
R005 VCOM Policy and Procedures Intellectual Properties and Agreements.pdf	143
1. purpose	143
2. intellectual property: definition	143
3. responsibilities of the college	143
4. responsibilities of COVERED PERSONS	144
5. ownership of intellectual property	144
6. invention disclosure	145
7. revenue from intellectual property	145
7.1. General Principles	145
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.	145
7.2. Schedule for Net Revenue Distribution from Intellectual Property	146
7.3. Distribution after Termination or Death	146
8. additional provisions	147
8.1. Research	147
8.2. Use of the VCOM Name	147
8.3. Publication	147
8.4. Confidentiality	147
8.5. Avoidance of Conflicts of Interest and Commitment	147
8.6. Grievances	148
9. definitions	148
10. duration of policy	149
R005 VCOM Policy and Procedures Intellectual Properties and Agreements.pdf	156
R005 VCOM Disclosure Form.pdf	156
Attachment A: Review for VCOM Ownership and Royalty Sharing	156
Attachment B: Royalty Sharing	157
Attachment C: Commercial Applications	158
Intellectual Property Disclosure Instructions	159
(Do not submit)	159
Definitions	159
Intellectual Property Disclosure Instructions	160
(Do not submit)	160
Title and Description of Invention	160
Originators/Inventors	160
Relevant Sponsorship and Other Agreements	160
Dates of Conception, Reduction to Practice and Public Disclosure	160
S001 VCOM Policy Admissions for the DO Program.pdf	527
1. purpose	527
2. notice of nondiscrimination and diversity	527
3. recruitment priorities	528
4. minimum requirements for interview and admission	529
4.1. AACOMAS Application	530
4.1.1 Official Transcripts	531
4.2. VCOM Secondary Application	531
4.2.1 Requirement to Report Charges or Arrests	532
4.3. Interview Selection and Admissions Process	533
4.4. Rescinding Admission Offer	533
5. early decision admissions track	533
6. duration of policy	534
U019 VCOM Employee Work Hours and Overtime Policy.pdf	413
1. purpose	413
2. vcom philosophy on work hours	413
3. Definition of work and the place of work	413
3.1 Travel and Off Campus Job-Related Duties	413
3.1.1 Travel and Duties Considered as Work	413
3.1.2 Travel and Duties Not Considered as Work	414
4. work schedules for vcom full-time non-exempt or wage employees	415
4.1 VCOM Lunch Hour or Half Hour	415
4.2 VCOM Evening Hours and Weekends	415
5. definition of an exempt or non-exempt employee status	416
5.1 Assuring Current and Accurate Job Position Descriptions and Exempt from Non-exempt Status	416
6. overtime work	417
6.1 Process for Non-exempt Employees to Track Hours in Order to be Paid Overtime	417
6.1.1 Approved Overtime Timesheet	418
6.1.2 Compensation Time	418
6.2 Calculating Overtime Pay	418
6.2.1 Non-Exempt Employees	418
6.2.2 Exempt Employees	418
7. disciplinary action for noncompliance	419
8. definitions	419
9. duration of policy	419
U032 VCOM Policy on Workplace Site Expectations, Requirements, and Working Remotely.pdf	520
1. purpose	520
2. assigned campus workplace	520
3. definition of remote work	521
4. remote work policy	521
4.1 Employee Requesting to Work Remotely	521
5. exceptions	522
6. duration of policy	522
U015 VCOM Policy on Conficts of Interest.pdf	393
1. purpose	393
2. definitions	393
3. applicability	394
4. responsibilities	394
4.1 Leadership	394
4.2 Administrators	394
4.3 Teachers and Mentors	395
4.4 Researchers Engaging in Human Subjects Research	395
5. specific activities	395
5.1 Gifts	395
5.2 Meals	395
5.3 Industry-Sponsored Speaking Relationships	396
5.4 Industry Support of Accredited CME	396
5.5 Attendance of Industry-sponsored Educational Events	397
5.6 Industry-Sponsored Fellowships	397
5.7 Ghostwriting and Honorary Authorship	397
5.8 Consulting and Advising Relationships	397
Marketing	397
Research and Scientific Activities	398
5.9 Pharmaceutical Samples	398
5.10 Medical Device Representatives	399
6. conflict of interest disclosure and procedures	399
7. conflict of interest curriculum	400
8. extension of policy to affiliates	400
9. enforcement and sanctions	401
9.1 Enforcement and Monitoring	401
9.2 Assessing Non-Compliance and Sanctions	401
10. duration of policy	402
U014 VCOM Consensual Relationship Policy.pdf	390
1. purpose	390
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.	390
2. employee/student relationships	390
3. student/patient relationships	391
4. policy enforcement	391
5. duration of policy	391
U004 VCOM Copyright and Fair Use Instructional Materials Policy.pdf	336
1. Purpose	336
2. Copyright	337
3. Intellectual Property of Instructional Materials	337
4. Fair Use Doctrine	337
4.1 Duplicating Copyrighted Materials for Instructional Use	338
4.2 Displaying Media for Instructional Use	339
4.3 Requesting Copyright Permission	340
5. Digital Millennium Copyright Act	340
5.1 VCOM DMCA Agent for Notification	341
6. No Electronic Theft Act	341
6.1 Peer-to-Peer File (P2P) Sharing	341
7. Citation	342
8. Policy Enforcement	342
VCOM reserves the right to terminate employees who knowingly violate copyright policies.	342
9. Duration Of Policy	342
U006 VCOM Policy on Social Media Usage.pdf	346
1. purpose	346
2. overview	346
3. policies for all types of social media usage	347
4. cyberbullying	349
5. official college social media sites	350
6. violation of policy	351
7. duration of policy	351
U011 VCOM Discrimination, Harassment, and Violence Policy and Procedures.pdf	366
1. purpose	366
2. discrimination, harassment, and violence	366
2.1 Violation of the Discrimination, Harassment, and Violence Policy	367
3. discrimination	367
3.1 Sexual Discrimination	368
4. Harassment	368
4.1 Sexual Harassment	369
5. violence	370
6. definitions for purposes of the title ix final rule	370
7. reporting	373
7.1 Reports of Sex Discrimination, Including Sexual Harassment	374
7.2 Reports of Discrimination, Harassment, or Violence	374
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, ...	374
8. grievance process for claims of sexual harassment occurring in the education program or activity of the college against persons in the united states	374
8.1 General Requirements	374
8.2 Receipt of Formal Complaint	375
8.3 Dismissal of a Formal Complaint	376
8.4 Consolidation of Complaints	377
9. investigation of a formal complaint	377
10. hearings	378
10.1 Hearing Officer(s)	378
10.2 Live Hearings	378
10.3 Advisors	378
10.4 Order of Hearing	379
10.5 Cross-Examination	379
10.6 The Record	379
11. determination regarding responsibility	379
12. appeals	380
13. informal resolutions	381
14. recordkeeping	382
15. retaliation	382
16. miscellaneous	383
16.1 Emergency Removal	383
16.2 Administrative Leave	383
16.3 Delays	383
17. grievance procedures for discrimination, harassment, and violence other than sexual harassment provided for in section 8 et seq	384
17.1 General Requirements	384
17.2 Receipt of a Report	384
17.3 The Investigation Process	385
17.4 Appeal	386
17.5 Miscellaneous	386
17.6 Retaliation	386
18. Duration of Policy	386
APPENDIX A	387
U017 VCOM Policy Statement on Professional Ethics for Administrative and Classified Staff.pdf	407
1. statement on professional ethics	407
2. duration of policy	409
U016 VCOM Code of Ethics.pdf	403
1. code of ethics	403
2. duration of policy	406
U002 VCOM Policy Academic Freedom.pdf	329
1. policy statement	329
2. academic freedom of students	329
3. academic freedom of faculty	329
4. duration of policy	330
U031 VCOM Policy on Safety and Health.pdf	502
1. purpose	502
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...	502
2. policy statement	502
3. compliance responsibility	502
3.1 Department of Operations	502
3.2 Department/Division Officers/Supervisors	503
3.3 Employees, Students, and Visitors	503
4. maintenance of campus facilities	503
4.1 Continuous Inspection Process (CAP)	504
4.2 Facilities Needs Assessment	505
4.3 Help Desk Ticketing System	505
5. campus access and safety	505
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...	506
5.1 Inclement Weather and Other Emergency Notifications	506
5.2 Emergency Preparedness, Response and Evacuation Procedures	507
5.3 Fire Safety	508
5.4 Firearms and Weapons	508
5.5 Tobacco, Nicotine, and Vape Free Campus	508
5.6 Alcohol and Drug Free Campus	509
5.7 Free from Impairments that Place Patients at Risk	510
5.8 Protection from Discrimination, Harassment, and Violence	510
6. environmental and occupational exposure and universal precautions	510
6.1 Pregnancy, Allergies, and Student Participation in Special Environments	511
6.2 Universal Precaution	511
6.3 Exposure to Hazardous Body Fluids and Accidental Needle Stick	512
6.4 Infectious Disease Prevention	513
7. healthcare and insurance	514
7.1 VCOM Student Health Program and Health Insurance	514
7.1 Employee Health Insurance	515
8. fatigue mitigation	515
8.1 Signs of Fatigue	515
8.2 Common Cause of Fatigue	516
8.3 Strategies To Be Used For Fatigue Mitigation	516
8.4 Identification of a Fatigued Physician/Student Involved in Patient Care	517
8.4.1 Responsibilities of the Supervising Clinical Faculty Member	517
8.4.2 Responsibilities of the Student	517
9. prevention education	518
9.1 Prevention and Awareness Education for Students	518
9.2 Prevention and Awareness Education for Employees	519
10. duration of policy	519
S002 VCOM Policy Attendance.pdf	536
1. purpose	536
2. attendance requirements for oms 1 and oms 2 students	536
2.1 Mandatory Learning Activities	537
2.2 Asynchronous Learning Activities	537
2.3 Mechanism to Verify Attendance – OMS 1 and OMS 2 Students	538
2.4 OMS 1 and OMS 2 Excused Absences for Mandatory Learning Activities	538
2.4.1 Planned Excused Non-Medical Absences for OMS 1 and OMS 2 Students	538
2.4.1a OMS 1 and OMS 2 Conference Attendance	539
2.4.2 Planned Excused Medical Absences for OMS 1 and OMS 2 Students	539
2.4.3 Unplanned Excused Absences for OMS 1 and OMS 2 Students	540
2.4.3a Sudden Illness or Medical Emergency of the Student	540
2.4.3b Non-Medical Emergency or Medical Emergency of an Immediate Family Member	540
2.5 OMS 1 and OMS 2 Unexcused Absences	541
2.6 Consequences for Not Meeting the Requirements of the Attendance Policy	541
3. attendance requirements for oms 3 and oms 4 students	542
3.1 Didactic, Case Presentations, and OMM Workshop Attendance	543
3.1.1 Didactic Attendance	543
3.1.2 OMM Workshop Attendance	543
3.1.3 Case Presentation Attendance	543
3.2 Mechanism to Verify Attendance – OMS 3 and OMS 4 Students	544
3.3 OMS 3 and OMS 4 Excused Absences	544
3.3.1 Planned Excused Absences for OMS 3 and OMS 4 Students	544
3.3.1a OMS 3 and OMS 4 Conference Attendance	545
3.3.2 Unplanned Excused Absences for OMS 3 and OMS 4 Students	546
3.3.2a Sudden Illness or Medical Emergency of the Student	546
3.3.2b Non-Medical Emergency or Medical Emergency of an Immediate Family Member	546
3.4 OMS 3 and OMS 4 Unexcused Absences	547
3.5 Consequences for Not Meeting the Requirements of the Attendance Policy	547
4. tardiness	548
5. duration of policy	548
U010 VCOM Policy Alcohol Drug Testing.pdf	361
1. Purpose	361
2. drug-free/alcohol-free workplace	361
3. Alcohol and Drug Testing	362
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...	362
3.1 Positive Drug Screen or Arrests for Illegal Drug Usage or Sales	363
3.2 Self-Identification for Drug or Alcohol Dependence	363
4. Drug and Alcohol Abuse Prevention	363
5. Duration of Policy	364
U026 VCOM Employee Grievance Policy and Procedure.pdf	476
VCOM Employee Grievance Policy and Procedure	476
1. purpose	476
2. employee grievance procedure	476
2.1 Informal Grievance Resolution	477
2.2 Formal Grievance Resolution	477
2.3 Grievance Appeal Process	477
3. duration of policy	478
F007 VCOM Faculty Appointment Promotion and Tenure Policy and Procedures.pdf	282
1. purpose	282
2. faculty classifications	282
2.1 Academic Track Faculty, Full-time	282
2.2 Academic Track Faculty, Part-time	283
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...	283
Part-time academic track faculty:	283
 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.	283
 Includes those faculty with emeritus status.	283
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...	283
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.	283
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.	283
2.3 Clinical Track Faculty	283
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).	285
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.	285
2.5 Adjunct Faculty	285
3.1 Board Certification and Medical Licensure Requirements	285
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.	285
 Clinical Track Faculty who teach in the clinical setting must:	285
o hold a current medical license in the state in which they practice with no sanctions; and	285
o hold a current AOA or ABMS board certification; or	285
o be AOA or ABMS board eligible in his/her field (board eligibility is defined as having a pathway toward board certification or re-certification).	285
 Faculty who have completed their M.D. or D.O. 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 th...	286
3.2 Academic Rank	286
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.	286
3.2.1 Assistant Instructor	286
3.2.2 Instructor	287
3.2.3 Assistant Professor	287
3.2.4 Associate Professor	288
3.2.5 Professor	288
3.3 The Appointment, Promotion, and Tenure Committee	289
3.4 Initial Faculty Appointment	290
3.4.1 The Application Process for Initial Appointment	291
3.4.2 The Review Process for Initial Appointment	293
3.5 Temporary Initial Appointment	296
3.6 Appointment of VA and Military Physicians	296
3.7 Appointment Re-Credentialing	297
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...	297
Veterans Administration (VA) and military physicians/professionals who are appointed by VCOM are eligible for reappointment if the VA and/or military status in good standing continues; they have received satisfactory evaluations by students, faculty, ...	297
3.8 Appointment Re-Activation	297
3.9 Faculty Promotion in Academic Rank	297
3.9.1 Faculty Performance and Service Expectations for Promotion to the Ranks of	298
Instructor, Assistant Professor, and Associate Professor	298
3.9.2 Faculty Performance and Service Expectations for Promotion to the Rank of	300
Professor	300
3.10 Tenure	301
3.11 The Process of Applying for Promotion in Rank or Tenure	303
3.11.1 Initiation for Promotion in Academic Rank	303
3.11.2 Initiation for Tenure	303
3.11.3 Faculty Portfolio	304
3.11.4 The Review Process for Promotion and Tenure	307
4. honorary appointments	309
5. honorary degrees	310
6. duration of policy	310
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 and Provost.	310
F001 VCOM Policy on Faculty Recruitment.pdf	253
1. purpose	253
2. notice of nondiscrimination and diversity	253
3. approval for filling a position	254
4. sourcing of applicants	254
5. initial applicant screening	254
6. search committee	255
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...	255
7. interviews	255
8. candidate selection	256
9. references, social media, and background checks	256
10. offer extension	257
11. acceptance of an offer	257
12. difficult recruitments	257
13. duration of policy	257
Appendix A	258
S019 VCOM Student Promotion Board Policy and Procedures.pdf	684
1. purpose	684
2. duties of the promotion board	684
2.1 Academic Year Promotions and Graduation	684
2.1.1 The OMS 1 and OMS 2 Promotion Process	684
2.1.2 The OMS 3 Promotion Process	684
2.1.3 The OMS 4 Promotion Process and Recommendation for Graduation	685
2.2 Assessment of Academic Progress	685
It is the responsibility of the Promotion Board to assess the academic progress of students toward the Doctor of Osteopathic Medicine degree. The Promotion Board is held at the end of each block/rotation, after all grades have been determined by the ...	685
2.2.1 Reasons to Call a Promotion Board Meeting For OMS1 and OMS 2 Students	685
2.2.2 Reasons to Call a Promotion Board Meeting for OMS 3 and OMS 4 Students	686
2.2.3 Reasons to Call a Promotion Board Meeting for COMSAE, COMPE, and COMLEX	687
2.3 Special Meetings of the Promotion Board	687
2.4 Administrative Resolutions Not Requiring Referral to the Promotion Board	687
3. promotion board membership	688
4. promotion board procedures	688
A. At the conclusion of the academic block/rotation, the Associate Dean, appropriate for the year of the student, may convene the Promotion Board:	688
 The Associate Dean for Pre-Clinical Education convenes and Chairs the Board for all OMS 1 and OMS 2 cases.	688
 The Associate Dean for Clinical Affairs convenes and Chairs the Board for all OMS 3 cases.	688
 The Associate Dean for OMS 4 and GME convenes and Chairs the Board for all OMS 4 cases.	688
B. Once a student has been deemed to be experiencing difficulty in making academic progress that warrants a Promotion Board, the appropriate Associate Dean will meet with each student to notify them of their final course grade (or component grade) and...	688
 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:	688
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...	689
o The student’s attendance at the Promotion Board meeting is required. Students in the OMS 3 or OMS 4 years who are at distant clinical sites may attend via phone or Zoom.	689
 The CIFSS mental health counselor will be present at these meetings for support.	689
 Following the meeting with the student, the Associate Dean will follow-up by emailing the student the standard Promotion Board notification email.	689
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...	689
5. promotion board recommendations	689
5.1 Recommendations by the Promotion Board for OMS 1 and OMS 2 Students Who Have Been Referred for F Course Grade(s)	690
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)	690
5.3 Recommendations for OMS 3 and OMS 4 Students Who Have Been Referred for F Clinical Grades	691
5.4 Recommendations for OMS 1 – OMS 4 Students for a GPA of 2.79 or Less	693
The Promotion Board will convene when a student’s GPA initially decreases to a 2.79 or less and the Promotion Board will recommend to the Campus Dean that the student be placed on academic probation for no less than 1 calendar year. Academic Probatio...	693
5.5 Promotion Board Recommendations for COMSAE, COMPE, and COMLEX Failure	693
A. The Promotion Board will convene when a student has the following COMSAE, COMPE, or COMLEX scenarios and the Promotion Board will recommend to the Campus Dean that the student be placed on academic probation for no less than 1 calendar year and tha...	693
 Failed any level of COMLEX on 3 attempts	693
 Failed to follow the required remediation plan for COMSAE, COMPE, or COMLEX	693
 Failed COMPE as a component of the comprehensive review course.	693
B. The Promotion Board will convene when a student fails the fourth attempt of any level of COMLEX, or any attempts thereafter, to be dismissed.	693
5.6 Additional Recommendations	693
6. promotion board recommendations notification and appeals process	694
The Chair of the Promotion Board will submit the Board’s recommendations, in-writing and in-person, to the Campus Dean within three working days of the Promotion Board. The Campus Dean will review the recommendations of the Promotion Board to assure ...	694
 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 recommendations of the Promotion Board, within 7 calendar days following the Promotion Board. The ...	694
 For students who are recommended to repeat an academic year or be dismissed, the Chair will notify the student in-person, of the recommendations of the Promotion Board, within 7 calendar days following the Promotion Board.	694
o If the meeting is in-person, the Chair will give the student a hardcopy of the Promotion Board recommendation letter and will have the student sign a confirmation receipt that they received the letter.	694
o If the meeting is via Zoom, the Chair will email the student a copy of the Promotion Board recommendation letter. The student will be directed to pick up a hardcopy of the letter from the Office of the Registrar and to sign off the date they picked...	694
The Campus Dean will delay final action for an additional seven calendar days, providing the student time to appeal the recommendations of the Promotion Board. If no appeal is made, the Campus Dean will render his or her decision within seven calendar...	694
If a student appeals, the appeal must be made in writing within 7 calendar days of receiving the recommendation of the Promotion Board. The appeal must be based upon new, relevant, and material information that was not available to the Promotion Boar...	694
Upon receiving written notification from the Campus Dean, the student, within seven calendar days, may appeal the Campus Dean’s decision to the Provost. The appeal must be made in writing and be based upon new, relevant, and material information that...	695
7. request for special considerations and/or the need for special accommodations	695
Students may not request special consideration by the Promotion Board or by the Campus Dean on appeal 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 atten...	695
Students who are approved by the Promotion Board to continue in the curriculum and who believe that they are in need for special accommodations or those who are referred by the Promotion Board to seek accommodations should contact the Center for Insti...	695
8. rules regarding remediation during the promotion board process	696
During the OMS 1 and OMS 2 years, 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) and must take exams; however, the exams and grades will not...	696
9. duration of policy	696
S017 VCOM Policy Health & Counseling Services Policy.pdf	642
1. purpose	642
2. vcom internal student counseling services	642
3. external counseling services	643
3.1 24-Hour/365 Days a Year Emergency Counseling Services	644
4. health services	644
5. duration of policy	644
F014 VCOM Campus Faculty Assembly, Campus Faculty Senate, and College-Wide Faculty Senate Policy and Procedures.pdf	319
1. purpose	319
2. overview	320
3. campus faculty assembly and campus faculty senate	320
3.1 Membership of the Campus Faculty Assembly	320
3.2 Membership of the Campus Faculty Senate	320
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 ...	320
3.3 Duties of the Campus Faculty Senate	321
3.4 Officers of the Campus Faculty Senate	321
3.5 Meetings of the Campus Faculty Assembly	322
3.6 Meetings of the Campus Faculty Senate	322
4. college-wide faculty senate	322
4.1 Membership of the College-wide Faculty Senate	322
The College-wide Faculty Senate will consist of twelve voting representatives (College Senators). The College-wide Faculty Senate shall consist of the Chair of each Campus Faculty Senate (fulfilling four College Senator positions) and the Chair-Elect...	322
4.2 Duties of the College-wide Faculty Senate	323
4.3 Officers of the College-wide Faculty Senate	324
4.4 Meetings of the College-wide Faculty Senate	324
4.5 Faculty Attendance	325
5. campus faculty assembly, campus faculty senate and college-wide faculty senate meeting guidelines	325
5.1 Voting Procedures	325
5.2 Consensus	325
5.3 Minutes	325
5.4 Reports	325
6. resignation or other vacancy of campus and college-wide faculty senators	326
7. duration of policy	326
F013 VCOM Policy Faculty Responsibility to the College.pdf	316
1. faculty responsibility to the college	316
2. duration of policy	318
F008 VCOM Faculty Misconduct and Disciplinary Action Policy and Procedures.pdf	311
1. purpose	311
2. faculty misconduct	311
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...	311
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...	311
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...	312
Misconduct may include, but is not limited, to the following:	312
Violations of professional ethics, to wit:	312
a. Intellectual dishonesty, e.g., plagiarism or falsified research data or research activities.	312
b. Use of professional authority to exploit others.	312
c. Purposeful abandonment of general duties.	312
d. Other such purposeful actions that fall outside of the professional and ethical conduct faculty expect of each other and that impair the intellectual integrity or academic environment for which the institution strives.	312
e. Proof of sexual harassment or sexual assault as determined by due process.	312
f. Inappropriate relationships with students of an intimate or sexual nature or those that give the appearance of or result in an unfair advantage or disadvantage to students.	312
g. Use of professional position as a representative of VCOM to damage the reputation of VCOM or its affiliates.	312
h. Violations of federal, state, or local laws.	312
i. Failure or refusal to perform reasonable assigned expectations, including regular and reliable attendance, as described within one’s contract, position description, or as assigned by the Campus Dean or Division Officer, and/or within this Handbook.	312
j. Failure on the part of any faculty member to cooperate with the appropriate Campus Dean, Provost, President, or other administration in connection with routine policies, procedures, or assignments.	312
k. Failure to follow the AOA or VCOM Code of Professionalism and Ethics.	312
l. 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.	312
m. 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.	312
n. Failure to abide by the ethical standards for research as set forth by the college.	312
o. Other violations considered as unprofessional or unethical or which are in general disruptive to the business of the college.	312
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 proceed under the policy it deems approp...	312
2.1 Misconduct Disciplinary Action	313
2.2 Misconduct Appeal Process to Request a Hearing	313
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...	313
2.3 Misconduct Hearing Procedures	314
3. duration of policy	315
S018 VCOM Grading, Satisfactory Academic Progress, and Graduation Requirements Policy and Procedures.pdf	646
1. purpose	646
2. academic grading, promotion and graduation	646
3. educational conflicts of interest and recusal	647
4. oms i and oms ii grading	649
4.1 Grading Scale	649
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.	649
4.2 Grade Point Average (GPA)	649
4.3 Finalization and Changes to Course Grades	649
5. oms i and oms ii satisfactory academic progress	650
5.1 OMS 1 and OMS 2 Course Remediation	651
5.2 F Course Grade	652
5.3 Repeated Course(s)	652
6. oms iii and oms iv grading	653
6.1 Grading Scale	653
6.2 Grade Point Average (GPA)	653
6.3 Finalization and Changes to Course Grades	654
7. oms iii and oms iv satisfactory academic progress	654
7.1 End of Rotation Exam Remediation and/or Failure	654
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...	654
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...	654
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...	655
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...	655
7.3 Clinical Rotation Competency Evaluation Failure	655
7.3 Failure to Obtain a Clinical Rotation Performance Evaluation	656
7.4 Clinical Rotation Repeated Performance Issues	657
8. in progress/incomplete grades	657
8.1 IP Course Grade	657
8.2 INC Course Grade	658
9. Audited Course(s)	658
10. academic probation	658
11. altered degree plan of study	659
11.1 Failure to Make Academic Progress While on an Altered Degree Plan	659
12. comprehensive Testing	660
12.1 COMSAE Phase 1: A Comprehensive Review Exam	660
12.1.1 COMSAE Phase 1: First Attempt	660
12.1.2 COMSAE Phase 1: Second Attempt	663
12.1.3 COMSAE Phase 1: Third Attempt	665
12.2 COMSAE Phase 2: A Comprehensive Review Exam	668
12.2.1 COMSAE Phase 2: First and Second Attempt	669
12.3 COMPE: A Comprehensive Osteopathic Medical Performance Exam	671
12.3.1 COMPE: First Attempt	672
12.3.2 COMPE: Second Attempt	672
13. national board exams: comlex level 1 and comlex level 2 ce	672
13.1 COMLEX Level 1	672
VCOM students are required to pass the National Board of Osteopathic Medical Examiners’ (NBOME) COMLEX Level 1 following completion of the OMS 2 year. Students are approved to sit for COMLEX Level 1 after successfully passing all requirements of the ...	672
Students are notified in early January of their release to schedule the COMLEX Level 1 exam and the approved time period for testing by the Associate Dean for Pre-Clinical Education and the Center for Institutional, Faculty, and Student Success (CIFSS...	673
Students must sit for COMLEX Level 1 by the first day of the OMS 3 year to be eligible for promotion to the OMS 3 year. Any student who has not taken the exam by this date will be temporarily withdrawn by the Campus Dean until the student receives a ...	673
Students must pass COMLEX Level 1 by the first day of their second semester of the OMS 3 year in order to be promoted to the second semester of the OMS 3 year. Those students on an ADPOS will have a different date for the beginning of their second se...	673
13.1.1 COMLEX Level 1: Failure of the First or Additional Attempts	674
 Students whose rotations are delayed due to a COMLEX Level 1 issues will be placed on an Altered Degree Plan of Study (ADPOS). For students placed on an Altered Degree Plan of Study for failure of COMLEX Level 1, every attempt will be made to provi...	676
 Students who have failed COMLEX Level 1 three times will be brought before the Promotion Board to be placed on academic probation.	676
 Students who have failed COMLEX Level 1 four times will be brought before Promotion Board to be dismissed as students are required by VCOM and NBOME to pass within four attempts.	676
13.2 COMLEX Level 2 CE	676
13.2.1 COMLEX Level 2 CE: Failure of the First or Additional Attempts	677
13.2.2 COMLEX Level 2 CE: Students Who Have Not Passed by the Date of Graduation	679
14. maximum length of completion	680
VCOM follows the AOA Commission on Osteopathic College Accreditation (COCA) standard for Colleges of Osteopathic Medicine, which supports ensuring that each single degree DO student completes the DO degree within 150% of the standard time to achieve t...	680
15. graduation requirements	680
16. duration of procedure	682
U029 VCOM Policy Complaints Related to Accreditation Standards.pdf	493
1. purpose	493
2. accreditation standards	493
3. complaint procedures	493
4. statement of non-retaliation for complaints related to accreditation standards	495
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...	495
5. duration of policy	495
S012 VCOM Policy Technical Standards for Admission and Successful Completion of the Osteopathic Program Policy.pdf	581
1. Purpose	581
2. technical standards for admission and successful completion of the	581
osteopathic program	581
3. accommodations for students with disabilities	589
3.1 Self-Identification of Disabilities as an Applicant	591
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...	591
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...	591
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...	591
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.	591
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.	591
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...	592
3.2 Assistance for Matriculated Students with Disabilities	592
3.3 Determining Eligibility for Accommodations	595
4. duration of policy	596
S013 VCOM Policy Minimal Health Requirements for Admission.pdf	597
1. purpose	597
2. minimal health requirements for admission and continued enrollment	597
2.1 Submission Requirements	598
2.2 History and Physical Examination Requirement	598
2.3 Required Laboratory Tests and Immunizations	599
2.4 Optional Laboratory Tests and Immunizations	611
2.5 Chronic Infectious Diseases and/or Conditions with Increased Risk for Infection	612
2.6 Expert Panel for Infectious Disease Considerations	613
3. disability insurance	613
4. liability insurance	613
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...	613
5. medical insurance	613
6. duration of policy	614
U022 VCOM Business Travel and Continuing Medical Education Continuing Education Travel Policy.pdf	435
1. purpose	435
2. employee responsibility and obligation	435
3. continuing medical education (cme)/continuing education (ce) travel	436
4. business travel	436
4.1 Local Travel Expenses	437
4.2 Travel for the President, Provost, Board of Directors, College Administrators, and Special Guests	437
5. travel approvals and arrangements	438
5.1 Personal Travel	439
6. air transportation	439
6.1 Connecting Flights	440
6.2 Travel Insurance	440
6.3 Change in Reservations/Tickets	440
6.4 Airline Awarded “Bumping Awards”	440
6.5 Cancellations	440
6.6 Unused Tickets	441
6.7 Frequent Flyer Programs	441
6.8 Baggage Fees	441
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.	441
7. ground transportation	441
7.1 Personal Vehicles	442
7.2 VCOM-Owned Vehicles	442
7.3 Rental Vehicles	443
7.4 For Hire Transportation	443
7.5 Tips	444
7.6 Parking and Tolls	444
7.7 Violations and Traffic Tickets	444
8. Lodging	444
8.1 Lodging Selection	444
8.1.1 Lodging Conference Rates	444
8.1.2 Vacation Rentals and VRBOs	445
8.1.3 Lodging Expense Limit Exceptions	445
8.2 Other Lodging Charges	446
8.3 Cancellations	446
8.4 Direct Billing	446
8.5 Staying with Family or Friends	446
8.6 Frequent Guest Programs	446
8.7 Group Bookings	446
8.8 Additional Lodging for Family Members or Guests or Extending a Trip for Personal Reasons	447
9. meals while traveling	447
9.1 Business Dining Meals	448
A business dining meal is any meal where official VCOM business is being conducted or discussed.	448
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.	448
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...	448
 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-...	448
Business dining meals should be charged to business dining under the Division of the employee hosting the pre-approved meal.	448
 VCOM Administrators may use their VCOM-issued credit card for business dining.	448
 Itemized receipts must be submitted for business meals and must include a list of attendees and the specific business purpose of the meal.	448
 Employees on travel status and attending a business meal provided by VCOM either directly or indirectly must reduce their per diem for that meal.	448
9.2 Conference Meals/Meals Provided by Others	448
9.3 Tips and Incidental Charges	449
The gratuity limit includes restaurant applied service fees.	449
Large meal deliveries over $250 should not be tipped more than 10%.	449
Regardless of destination or meals provided, the per diem rate includes a residual $5 to cover incidental expenses, including :	449
 Tips to lodging staff such as porters, housekeeping, and baggage carriers.	449
 Snacks between meals.	449
9.4 Alcohol	449
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...	449
To be eligible for alcoholic beverages to be reimbursed, the following conditions must apply:	449
 The business meal/event must be held off campus, as alcohol is prohibited on VCOM campuses.	449
 The business meal/event must be for a legitimate business purpose. For example:	449
o A business dinner for recruitment purposes where the Dean or his designee is hosting a potential faculty member and/or their spouse.	449
o A business dinner with potential donors or partnering organizations for development purposes.	449
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:	449
 the celebration of a VCOM achievement or event,	449
 a faculty member recognition for an outstanding event or achievement, or	449
 hosting faculty from other VCOM campuses who are present in the community for training or campus development.	449
 Alcoholic beverages are limited to a dinner wine of reasonable cost, up to two glasses per guest or one cocktail per guest.	449
 Alcoholic beverages must not be purchased for a student or prospective student.	449
 Alcohol beverages must not be purchased or consumed by an employee in the direct company of students or prospective students.	449
 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...	449
 Alcoholic beverages are not to be purchased for “Bring Your Own Bottle” events.	449
 Alcohol must be served by a licensed establishment or an otherwise certified person to serve alcohol in other jurisdictions.	449
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.	450
Alcohol purchases are not to be charged under any circumstance to sponsoring grants and contracts.	450
Alcohol is not a reimbursable expense to VCOM students, regardless of the source of funds.	450
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.	450
10. use of a vcom-issued credit card	450
11. reimbursement process	450
12. irs requirements	451
13. non-reimbursement	451
14. duration of policy	451
Attachment A	452

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