VCOM Institutional Policy and Procedure Manual

Prior to arriving at VCOM, all academic visitors must sign and return the “Academic Visitor Waiver Form” to the host faculty/staff member. The Academic Visitor Waiver Form is attached to this policy (Attachment B). 3. A CADEMIC V ISITOR A PPROVAL P ROCEDURES The following procedures have been established to guide the approval process. Initiating the Academic Visitor Approval Process The host faculty/staff member will begin the process through official correspondence with the academic visitor. That correspondence must detail the proposed objective(s), methods of implementation that includes VCOM programs and personnel involved, length of study, and other pertinent information. The host faculty/staff member will also complete the “Academic Visitor Approval Form” and submit the completed form for the required signatures; the final signature and “approval” rests with VCOM’s Dean and Executive Vice President. Prior to sending out an invitation and before receiving final approval from the Dean and Executive Vice President, the host faculty/staff member must submit all paperwork for the academic visitor to Human Resources for review to assure that the appropriate recommendations and accommodations are offered. After receiving final approval, the host faculty/staff member will send a formal invitation inviting the academic visitor to VCOM. This letter must include: 1) all the stipulations stated on the approved Academic Visitor Approval Form, 2) indicate to the academic visitor that should litigation occur due to an event which happened while they were observing, they could be personally liable, and 3) indicated that they will be required to sign an Academic Visitor Waiver Form upon their arrival at VCOM. A blank form should be sent as an attachment with the invitation letter. 3.2 Responsibilities of the Academic Visitor Upon arrival at VCOM, all academic visitors must sign and return the “Academic Visitor Waiver Form” to the host faculty/staff member. Academic visitors will not have patient care responsibility unless they are covered by their own medical malpractice. 3.3 Responsibilities of the Host Faculty/Staff Member In addition to the written correspondence detailed in Procedure 2, the host faculty/staff member must locate a “departmental home” for all faculty academic visitors and, when appropriate, for residents, undergraduate students, graduate students, or other students during their period of study. VCOM policies and procedures will be applied where appropriate. Within a month after the academic visitor has completed their tenure at VCOM, the host faculty/staff member will complete a report that will include: academic accomplishments, perspectives of VCOM and the primary program or College in the participating study, and other observations that are germane to the program of study conducted by the academic visitor. The report will be submitted to the host faculty/staff member’s direct supervisor/manager and to VCOM’s Dean and Executive Vice President. All paperwork associated with the academic visitor will be maintained, preferably in an electronic format, by the host faculty/staff member and the appropriate Associate Dean. 3.1