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	619
1. purpose	619
2. transfer criteria	619
3. transfer review and transfer of credit process	620
3.1 Transfer of Credit	620
3.2 Curriculum Requirements for Additional Coursework	620
3.3 Curriculum Requirements for Transfers from LCME Accredited Schools of Medicine	620
4. Duration of Policy	621
U030 VCOM Crime Statistics Report and Annual Security Report Policies and Procedures2.pdf	549
1. purpose	549
2. clery crime statistics report	549
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.	550
3. clery annual security report	550
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 ...	550
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.	550
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.	550
 Accurate & Prompt Reporting	551
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.	551
 Voluntary Confidential Reporting Procedures (Pastoral & Professional Counselors)	551
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...	551
5 duration of policy	553
S008 VCOM Credit Hour Policy2.pdf	631
1. purpose	631
2. policy	631
3. credit hour determination - pre-clinical curriculum	632
4. credit hour determination - clinical curriculum	633
5. duration of policy	633
R004 VCOM Policy and Procedures Institutional Review Board1.pdf	75
1. significance	75
2. statement of principles	76
2.1. The Belmont Report	76
2.2. 45 CFR 46	78
2.3. 21 CFR 50 and 21 CFR 56	78
3. definitions	78
4. the board	82
4.1. Membership	82
4.2. Appointments	82
4.3. Terms	83
4.4. Schedule	83
5. authority of the irb	83
5.1. Authorities of Review	84
6. responsibilities of the irb	84
6.1. Duties of the Members to the IRB	84
6.2. Duties of the Chairperson	85
6.3. Duties of the IRB Coordinator	85
7. criteria for irb approval	86
7.1. Risks	86
7.2. Benefits	86
7.3. Selection of Subjects	86
7.4. Informed Consent Review & Documentation	87
7.5. Safety Monitoring	87
7.6. Privacy and Confidentiality	87
7.7. Vulnerable Subjects Safeguards	88
7.8. Continuing Review	88
7.9. Recruitment & Payment	88
7.10. Required Certification	88
8. record keeping	88
8.1. Voting	89
8.2. Member Recusal	89
8.3. Principal Investigator Attendance	89
9. types of review	90
9.1. Exempt	90
9.2. Expedited	90
9.3. Full Board	90
9.4. Continuing	90
9.5. Modification	91
9.6. Review by Institution	92
9.7. Outside IRB Authorization	92
10. actions following review	92
10.1. Approval of Research	92
10.2. Minor Modifications or Clarifications Required	92
10.3. Deferral	92
10.4. Disapproval	93
10.5. Suspension and Termination	93
10.6. Notification of IRB Actions	93
10.7. Appeal of IRB Decisions	93
11. study closure or completion	94
11.1. Voluntary Completion	94
11.2. Termination by the IRB	94
11.3. Expiration of Approved Period	94
12. adverse events & unanticipated problems	94
12.1. Adverse Event Written Report	95
12.2. Data and Safety Monitoring Plans	95
12.3. IRB Responsibilities	95
13. confidentiality	96
14. informed consent	96
14.1. General Requirements	96
14.2. Documentation	99
14.3. VCOM Consent Form Templates	100
14.4. Assent by Children & Parental Permission	100
14.5. Stored Samples & Genetic Testing	101
14.6. Record Retention	102
15. hipaa & irb review	102
15.1. HIPAA Authorization and Informed Consent	102
15.2. HIPAA Waiver of Authorization:	103
16. recruitment & incentives	103
16.1. Advertisements	103
16.2. Direct Solicitation	104
16.3. Payments to Research Subjects	104
16.4. Lotteries & Door Prizes	105
17. vulnerable subjects	105
Elements to consider in research involving vulnerable subjects:	106
18. researcher noncompliance & protocol violation	106
18.1. Noncompliance of Investigators	106
18.2. Protocol Violation & Deviations	108
19. responsibilities of the department of research	109
20. responsibilities of the principal investigator	110
20.1. Application Process	110
20.2. Following Approval	111
20.3. Student Research	112
21. duration of policy	112
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
U019 VCOM Employee Work Hours and Overtime Policy.pdf	454
1. purpose	454
2. vcom philosophy on work hours	454
3. Definition of work and the place of work	454
3.1 Travel and Off Campus Job-Related Duties	454
3.1.1 Travel and Duties Considered as Work	454
3.1.2 Travel and Duties Not Considered as Work	455
4. work schedules for vcom full-time non-exempt or wage employees	456
4.1 VCOM Lunch Hour or Half Hour	456
4.2 VCOM Evening Hours and Weekends	456
5. definition of an exempt or non-exempt employee status	457
5.1 Assuring Current and Accurate Job Position Descriptions and Exempt from Non-exempt Status	457
6. overtime work	458
6.1 Process for Non-exempt Employees to Track Hours in Order to be Paid Overtime	458
6.1.1 Approved Overtime Timesheet	459
6.1.2 Compensation Time	459
6.2 Calculating Overtime Pay	459
6.2.1 Non-Exempt Employees	459
6.2.2 Exempt Employees	459
7. disciplinary action for noncompliance	460
8. definitions	460
9. duration of policy	460
U032 VCOM Policy on Workplace Site Expectations, Requirements, and Working Remotely.pdf	576
1. purpose	576
2. assigned campus workplace	576
3. definition of remote work	577
4. remote work policy	577
4.1 Employee Requesting to Work Remotely	577
5. exceptions	578
6. duration of policy	578
U015 VCOM Policy on Conficts of Interest.pdf	433
1. purpose	433
2. definitions	433
3. applicability	434
4. responsibilities	434
4.1 Leadership	434
4.2 Administrators	434
4.3 Teachers and Mentors	435
4.4 Researchers Engaging in Human Subjects Research	435
5. specific activities	435
5.1 Gifts	435
5.2 Meals	435
5.3 Industry-Sponsored Speaking Relationships	436
5.4 Industry Support of Accredited CME	436
5.5 Attendance of Industry-sponsored Educational Events	437
5.6 Industry-Sponsored Fellowships	437
5.7 Ghostwriting and Honorary Authorship	437
5.8 Consulting and Advising Relationships	437
Marketing	437
Research and Scientific Activities	438
5.9 Pharmaceutical Samples	438
5.10 Medical Device Representatives	439
6. conflict of interest disclosure and procedures	439
7. conflict of interest curriculum	440
8. extension of policy to affiliates	440
9. enforcement and sanctions	441
9.1 Enforcement and Monitoring	441
9.2 Assessing Non-Compliance and Sanctions	441
10. duration of policy	442
U014 VCOM Consensual Relationship Policy.pdf	430
1. purpose	430
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.	430
2. employee/student relationships	430
3. student/patient relationships	431
4. policy enforcement	431
5. duration of policy	431
U004 VCOM Copyright and Fair Use Instructional Materials Policy.pdf	366
1. Purpose	366
2. Copyright	367
3. Intellectual Property of Instructional Materials	367
4. Fair Use Doctrine	367
4.1 Duplicating Copyrighted Materials for Instructional Use	368
4.2 Displaying Media for Instructional Use	369
4.3 Requesting Copyright Permission	370
5. Digital Millennium Copyright Act	370
5.1 VCOM DMCA Agent for Notification	371
6. No Electronic Theft Act	371
6.1 Peer-to-Peer File (P2P) Sharing	371
7. Citation	372
8. Policy Enforcement	372
VCOM reserves the right to terminate employees who knowingly violate copyright policies.	372
9. Duration Of Policy	372
U006 VCOM Policy on Social Media Usage.pdf	376
1. purpose	376
2. overview	376
3. policies for all types of social media usage	377
4. cyberbullying	379
5. official college social media sites	380
6. violation of policy	381
7. duration of policy	381
U017 VCOM Policy Statement on Professional Ethics for Administrative and Classified Staff.pdf	447
1. statement on professional ethics	447
2. duration of policy	449
U016 VCOM Code of Ethics.pdf	443
1. code of ethics	443
2. duration of policy	446
U002 VCOM Policy Academic Freedom.pdf	350
1. policy statement	350
2. academic freedom of students	350
3. academic freedom of faculty	350
4. duration of policy	351
U026 VCOM Employee Grievance Policy and Procedure.pdf	529
VCOM Employee Grievance Policy and Procedure	529
1. purpose	529
2. employee grievance procedure	529
2.1 Informal Grievance Resolution	530
2.2 Formal Grievance Resolution	530
2.3 Grievance Appeal Process	530
3. duration of policy	531
U029 VCOM Policy Complaints Related to Accreditation Standards.pdf	546
1. purpose	546
2. accreditation standards	546
3. complaint procedures	546
4. statement of non-retaliation for complaints related to accreditation standards	548
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...	548
5. duration of policy	548
R004A8 IRB Policy on Humanitarian Use Devices.pdf	137
1. purpose	137
2. policy statement	137
2.1. Definitions	137
2.2. HUDs In Clinical Care	138
2.3. HUDs Used in a Clinical Investigation	139
2.4. Emergency Use of a HUD	140
3. Considerations for Prompt Reporting	140
4. References	140
5. duration of policy	141
U022 VCOM Business Travel and Continuing Medical Education Continuing Education Travel Policy.pdf	488
1. purpose	488
2. employee responsibility and obligation	488
3. continuing medical education (cme)/continuing education (ce) travel	489
4. business travel	489
4.1 Local Travel Expenses	490
4.2 Travel for the President, Provost, Board of Directors, College Administrators, and Special Guests	490
5. travel approvals and arrangements	491
5.1 Personal Travel	492
6. air transportation	492
6.1 Connecting Flights	493
6.2 Travel Insurance	493
6.3 Change in Reservations/Tickets	493
6.4 Airline Awarded “Bumping Awards”	493
6.5 Cancellations	493
6.6 Unused Tickets	494
6.7 Frequent Flyer Programs	494
6.8 Baggage Fees	494
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.	494
7. ground transportation	494
7.1 Personal Vehicles	495
7.2 VCOM-Owned Vehicles	495
7.3 Rental Vehicles	496
7.4 For Hire Transportation	496
7.5 Tips	497
7.6 Parking and Tolls	497
7.7 Violations and Traffic Tickets	497
8. Lodging	497
8.1 Lodging Selection	497
8.1.1 Lodging Conference Rates	497
8.1.2 Vacation Rentals and VRBOs	498
8.1.3 Lodging Expense Limit Exceptions	498
8.2 Other Lodging Charges	499
8.3 Cancellations	499
8.4 Direct Billing	499
8.5 Staying with Family or Friends	499
8.6 Frequent Guest Programs	499
8.7 Group Bookings	499
8.8 Additional Lodging for Family Members or Guests or Extending a Trip for Personal Reasons	500
9. meals while traveling	500
9.1 Business Dining Meals	501
A business dining meal is any meal where official VCOM business is being conducted or discussed.	501
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.	501
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...	501
 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-...	501
Business dining meals should be charged to business dining under the Division of the employee hosting the pre-approved meal.	501
 VCOM Administrators may use their VCOM-issued credit card for business dining.	501
 Itemized receipts must be submitted for business meals and must include a list of attendees and the specific business purpose of the meal.	501
 Employees on travel status and attending a business meal provided by VCOM either directly or indirectly must reduce their per diem for that meal.	501
9.2 Conference Meals/Meals Provided by Others	501
9.3 Tips and Incidental Charges	502
The gratuity limit includes restaurant applied service fees.	502
Large meal deliveries over $250 should not be tipped more than 10%.	502
Regardless of destination or meals provided, the per diem rate includes a residual $5 to cover incidental expenses, including :	502
 Tips to lodging staff such as porters, housekeeping, and baggage carriers.	502
 Snacks between meals.	502
9.4 Alcohol	502
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...	502
To be eligible for alcoholic beverages to be reimbursed, the following conditions must apply:	502
 The business meal/event must be held off campus, as alcohol is prohibited on VCOM campuses.	502
 The business meal/event must be for a legitimate business purpose. For example:	502
o A business dinner for recruitment purposes where the Dean or his designee is hosting a potential faculty member and/or their spouse.	502
o A business dinner with potential donors or partnering organizations for development purposes.	502
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:	502
 the celebration of a VCOM achievement or event,	502
 a faculty member recognition for an outstanding event or achievement, or	502
 hosting faculty from other VCOM campuses who are present in the community for training or campus development.	502
 Alcoholic beverages are limited to a dinner wine of reasonable cost, up to two glasses per guest or one cocktail per guest.	502
 Alcoholic beverages must not be purchased for a student or prospective student.	502
 Alcohol beverages must not be purchased or consumed by an employee in the direct company of students or prospective students.	502
 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...	502
 Alcoholic beverages are not to be purchased for “Bring Your Own Bottle” events.	502
 Alcohol must be served by a licensed establishment or an otherwise certified person to serve alcohol in other jurisdictions.	502
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.	503
Alcohol purchases are not to be charged under any circumstance to sponsoring grants and contracts.	503
Alcohol is not a reimbursable expense to VCOM students, regardless of the source of funds.	503
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.	503
10. use of a vcom-issued credit card	503
11. reimbursement process	503
12. irs requirements	504
13. non-reimbursement	504
14. duration of policy	504
Attachment A	505
R018 VCOM Policy on Students Performing Research in an International Setting.pdf	239
1. purpose	239
2. Overview	239
3. Applying for INTERNATIONAL RESEARCH Approval	240
4. Conducting International Research	241
4.1. Student Responsibilities	241
4.2. Faculty Mentor (PI) Responsibilities	241
4.3. VCOM International Program Responsibilities	242
5. Completing the Research Rotation	242
6. duration of policy	242
F013 VCOM Policy Faculty Responsibility to the College.pdf	335
1. faculty responsibility to the college	335
2. duration of policy	338
F008 VCOM Faculty Misconduct and Disciplinary Action Policy and Procedures.pdf	330
1. purpose	330
2. faculty misconduct	330
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...	330
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...	330
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...	331
Misconduct may include, but is not limited, to the following:	331
Violations of professional ethics, to wit:	331
a. Intellectual dishonesty, including but not limited to, plagiarism or falsified research data or misconduct in research activities.	331
b. Use of professional authority to exploit others.	331
c. Purposeful abandonment of general duties.	331
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.	331
e. Proof of sexual harassment or sexual assault as determined by due process.	331
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.	331
g. Use of the faculty member’s professional position as a representative of VCOM to damage the reputation of VCOM or its affiliates.	331
h. Violations of federal, state, or local laws.	331
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.	331
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.	331
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.	331
l. Failure to follow the AOA or VCOM Code of Professionalism and Ethics.	331
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.	331
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.	331
o. Failure to abide by the ethical standards for research as set forth by the college.	331
p. Other violations considered as unprofessional or unethical or which are in general disruptive to the business of the college.	331
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 ...	331
2.1 Misconduct Disciplinary Action	332
2.2 Misconduct Appeal Process to Request a Hearing	333
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...	333
2.3 Misconduct Hearing Procedures	333
3. duration of policy	334
G001 VCOM Policy for Planning and Promoting Graduate Medical Education.pdf	770
1. history of support for graduate medical education and opti	770
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...	770
2. POLICY	771
3. PROCEDURES	771
4. duration of policy	772
S009 VCOM Policy on Assuring the Clinical Education Curriculum.pdf	634
1. purpose	634
2. core clinical education at vcom	634
3. duties of the clinical affairs division	635
4. identification and appointment of clinical faculty	636
5. assuring clinical rotations and clinical capacity	637
5.1 Clinical Education Core Site Closures	637
5.2 Clinical Education Interruption Due to Critical Events	638
6. clinical assignment procedures	639
7. duration of policy	640
U012 VCOM Compensation and Equity in Pay Policy and Procedures.pdf	420
1. purpose	420
2. salary anti-discrimination policy	420
3. posting of salary and pay bands	421
4. determining initial salary	421
5. new hire performance evaluation	421
6. employee change of status	421
7. due process for employees seeking to improve their status prior to termination	423
8. annual employee performance evaluation	424
9. annual salary review and merit increase determination	425
10. pay equity audit	426
11. pay equity grievance process	427
12. duration of policy	427
U031 VCOM Policy on Safety and Health.pdf	555
1. purpose	555
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...	555
2. policy statement	555
3. compliance responsibility	555
3.1 Department of Operations	555
3.2 Department/Division Officers/Supervisors	556
3.3 Employees, Students, and Visitors	556
4. maintenance of campus facilities	556
4.1 Continuous Inspection Process (CAP)	557
4.2 Facilities Needs Assessment	558
4.3 Help Desk Ticketing System	558
5. campus access and safety	558
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...	559
5.1 Inclement Weather and Other Emergency Notifications	559
5.2 Emergency Preparedness, Response and Evacuation Procedures	560
5.3 Fire Safety	561
5.4 Firearms and Weapons	562
5.5 Tobacco, Nicotine, and Vape Free Campus	562
5.6 Alcohol and Drug Free Campus	563
5.7 Free from Impairments that Place Patients at Risk	563
5.8 Protection from Discrimination, Harassment, and Violence	563
6. environmental and occupational exposure and universal precautions	564
6.1 Pregnancy, Allergies, and Student Participation in Special Environments	564
6.2 Universal Precaution	565
6.3 Occupational Exposure to Bloodborne Pathogens	566
6.4 Infectious Disease Prevention	569
7. healthcare and insurance	570
7.1 VCOM Student Mental Health, Physical Health and Health Insurance	570
7.2 Employee Mental Health, Wellness, and Health Insurance	571
8. fatigue mitigation	571
8.2 Signs of Fatigue	571
8.2 Common Cause of Fatigue	572
8.3 Strategies To Be Used For Fatigue Mitigation	572
8.4 Identification of a Fatigued Physician/Student Involved in Patient Care	573
8.4.1 Responsibilities of the Supervising Clinical Faculty Member	573
8.4.2 Responsibilities of the Student	574
9. prevention education	574
9.1 Prevention and Awareness Education for Students	574
9.2 Prevention and Awareness Education for Employees	575
10. duration of policy	575
S015 VCOM Policy Professional & Ethical Standards Board.pdf	704
Edward Via College of Osteopathic Medicine	704
1. Purpose	704
2. Professional and Ethical Standards Board	704
2.1 Notice of Possible Suspension While Under Review	705
2.2 Choices for Review by the PESB, Three-Person Panel, or Campus Dean	705
2.2.1 Notice of Review by the PESB, Three-Person Panel, or Campus Dean	705
2.2.2 Review by the PESB	706
2.2.3 Review by the Three-Person Panel	707
2.2.4 Review by the Campus Dean	708
2.2.5 Appeal Process	708
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...	708
3. duration of policy	708
U018 VCOM Policy on Medical Treatment of VCOM Students and Employees by VCOM Physician Faculty and Other VCOM Students.pdf	450
1. purpose	450
2. on-campus treatment by vcom physician faculty	450
2.1 Emergency Medical Treatment by VCOM Physician Faculty	451
3. off-campus treatment by vcom physician faculty	451
4. student participation in other students’ healthcare	452
5. duration of policy	452
S017 VCOM Policy Health & Counseling Services Policy.pdf	709
1. purpose	709
2. vcom internal student counseling services	709
3. external counseling services	710
3.1 24-Hour/365 Days a Year Emergency Counseling Services	710
4. health services	710
5. duration of policy	711
S011 VCOM Medical Student Patient Care Supervision and Expectations for Performance in Patient Care Policy.pdf	643
1. purpose	643
2. regulated medical practice/medical legal limitations	643
2.1 Expectations of VCOM	645
2.2 Expectations of Supervising Faculty Physicians/Clinical Faculty	646
2.3 Expectations of Medical Students	647
3. expectations for student performance in patient care	649
4. duration of policy	651
F014 VCOM Campus Faculty Assembly, Campus Faculty Senate, and College-Wide Faculty Senate Policy and Procedures.pdf	339
1. purpose	339
2. overview	340
3. campus faculty assembly	340
3.1 Membership of the Campus Faculty Assembly	340
3.2 Meetings of the Campus Faculty Assembly	340
4. campus faculty senate	341
4.1 Duties of the Campus Faculty Senate	341
4.2 Membership of the Campus Faculty Senate	341
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 ...	341
4.3 Officers of the Campus Faculty Senate	341
4.4 Meetings of the Campus Faculty Senate	342
5. college-wide faculty senate	343
5.1 Duties of the College-wide Faculty Senate	343
5.2 Membership of the College-wide Faculty Senate	343
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:	343
a. The Chair of each Campus Faculty Senate (fulfilling four College Senator positions).	343
b. The Chair-Elect of each Campus Faculty Senate (fulfilling four College Senator positions).	343
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.	343
Representation of the College-wide Faculty Senate should be made up as follows:	343
5.3 Officers of the College-wide Faculty Senate	344
5.4 Meetings of the College-wide Faculty Senate	345
6. campus faculty assembly, campus faculty senate and college-wide faculty senate meeting guidelines	345
6.1 Voting Procedures	345
6.2 Consensus	345
6.3 Minutes	345
6.4 Reports	346
7. resignation or other vacancy of campus and college-wide faculty senators	346
8. duration of policy	346
U001 VCOM Notice of Nondiscrimination and Diversity.pdf	348
1. notice of nondiscrimination	348
2. duration of policy	349
U024 VCOM Policy on Administrative Staff, Classified Staff, and Select Wage Employees Recruitment.pdf	515
1. purpose	515
2. notice of nondiscrimination	515
3. approval for filling a position	516
4. sourcing of applicants	516
5. initial applicant screening	516
6. interviews	517
7. candidate selection	517
8. references, social media, and background checks	518
9. offer extension	518
10. acceptance of offer	519
11. difficult recruitments	519
12. duration of policy	519
U011 VCOM Discrimination, Harassment, and Violence Policy and Procedures.pdf	398
1. purpose	398
2. discrimination, harassment, and violence	398
2.1 Violation of the Discrimination, Harassment, and Violence Policy	399
3. discrimination	399
3.1 Sexual Discrimination	400
4. Harassment	400
4.1 Sexual Harassment	401
5. violence	402
6. definitions for purposes of the title ix final rule	402
7. reporting	405
7.1 Reports of Sex Discrimination, Including Sexual Harassment	406
7.2 Reports of Discrimination, Harassment, or Violence	406
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, ...	406
8. grievance process for claims of sexual harassment occurring in the education program or activity of the college against persons in the united states	406
8.1 General Requirements	406
8.2 Receipt of Formal Complaint	407
8.3 Dismissal of a Formal Complaint	408
8.4 Consolidation of Complaints	409
9. investigation of a formal complaint	409
10. hearings	410
10.1 Hearing Officer(s)	410
10.2 Live Hearings	410
10.3 Advisors	410
10.4 Order of Hearing	411
10.5 Cross-Examination	411
10.6 The Record	411
11. determination regarding responsibility	411
12. appeals	412
13. informal resolutions	413
14. recordkeeping	414
15. retaliation	414
16. miscellaneous	415
16.1 Emergency Removal	415
16.2 Administrative Leave	415
16.3 Delays	415
17. grievance procedures for discrimination, harassment, and violence other than sexual harassment provided for in section 8 et seq	416
17.1 General Requirements	416
17.2 Receipt of a Report	416
17.3 The Investigation Process	417
17.4 Appeal	418
17.5 Miscellaneous	418
17.6 Retaliation	418
18. Duration of Policy	418
APPENDIX A	419
U005 VCOM Policy Federal Procurement.pdf	373
1. General policy	373
2. Code of ethics	373
3. Acquisition procedures	374
4. additional policies when using federal funds to purchase	375
5. Duration of Policy	375
S013 VCOM Policy Minimal Health Requirements for Admission.pdf	670
1. purpose	670
2. minimal health requirements for admission and continued enrollment	670
2.1 Submission Requirements	671
2.2 History and Physical Examination Requirement	671
2.3 Required Laboratory Tests and Immunizations	672
2.4 Optional Laboratory Tests and Immunizations	684
2.5 Chronic Infectious Diseases and/or Conditions with Increased Risk for Infection	685
2.6 Expert Panel for Infectious Disease Considerations	685
3. disability insurance	686
4. liability insurance	686
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...	686
5. health insurance	686
6. duration of policy	687
U033 VCOM Administrative Designee Policy.pdf	582
1. purpose	582
2. appointment of an administrative designee	582
3. responsibilities of the administrative designee	583
4. notification to stakeholders	583
5. duration of policy	583
U021 VCOM Records Retention Policy.pdf	471
1. purpose	471
2. records retention	472
3. records related to subpoenas or litigation	472
3.1. Records Related to Audits, Inspection, or Litigation	473
3.2. Subpoenas for College Records	474
4. records retention schedule	474
5. records storage	475
6. disposition of records	475
7. ferpa – student educational records	476
8. employee records	477
9. policy review and enforcement	477
10. duration of policy	478
S014 VCOM Policy Code of Conduct.pdf	688
1. purpose	688
2. vcom honor code of conduct	688
3. the honor code council intervention sub-committee (hccis)	691
4. the honor code council (hcc)	692
4.2 The Honor Code Council Business Meetings and Quorum	693
4.3 Honor Code Investigation (HCI)	693
4.4 Honor Code Hearing	694
4.5 Classification of Offenses and Sanction	696
4.6 Rights and Obligations of the Accused	697
4.7 Rights and Obligations of the Reporter	698
4.8 Rights and Obligations of the Advisor	698
4.9 Rights and Obligations of an Announced Witness	699
4.10 Appeals	699
4.11 Extenuating Circumstances	700
4.12 Definitions	700
5. duration of policy	701
U021 Record Retention Schedule.pdf	479
Sheet1	479
F001 VCOM Policy on Faculty Recruitment and Selection.pdf	266
1. purpose	266
2. notice of nondiscrimination	267
3. academic, research, and adjunct track faculty recruitment and selection process	267
3.1 Approval for Initiating the Faculty Recruitment Process	267
3.2 Sourcing of Applicants	267
3.3 Initial Applicant Screening	267
3.4 Search Committee	268
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...	268
3.5 Interviews	268
3.6 Candidate Selection	269
3.7 References, Social Media, and Background Checks	269
3.8 Offer Extension	270
3.9 Acceptance of an Offer	271
3.10 Difficult Recruitments	271
4. clinical track faculty recruitment and selection	271
4.1 Application for Initial Appointment	271
4.2 The Review Process for Initial Appointment	273
4.3 Offer Extension and Acceptance of an Offer	273
5. duration of policy	274
Appendix A	275
U003 VCOM Employee Educational Aid Program Policy and Procedures.pdf	353
1. purpose	353
2. overview of the educational aid program	353
2.1 Employer Required Coursework or Degree Program Completion	354
3. eligibility criteria	354
4. the employee educational aid initial application process	354
4.1 The Employee Educational Aid Initial Application	354
4.2 Review of the Employee Educational Aid Initial Application	355
4.2.1 Approval of the Employee Educational Aid Initial Application	356
4.2.2 Denial of the Employee Educational Aid Initial Application	356
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...	356
5. request for reimbursement for additional courses not included in the employee educational aid initial application	357
5.1 Requests for Reimbursement for Additional Courses Outside of the Scope of the Employee Educational Aid Initial Application	357
5.2 Requests for Reimbursement for Additional Courses Within the Scope of the Employee Educational Aid Initial Application	357
5.2.1 Review of Employee Educational Aid Supplemental Applications	357
5.2.1.a. Approval of the Employee Educational Aid Supplemental	358
Application	358
5.2.1.b. Denial of the Employee Educational Aid Supplemental Application	358
6. process for reimbursement	359
7. separation of employment prior to completing the agreed upon service period	360
8. duration of policy	361
U003 Educational Aid Agreement.pdf	364
Edward Via College of Osteopathic Medicine	364
R019 VCOM Policy on Quality Assurance and Quality Improvement.pdf	243
R019 VCOM Policy on Quality Assurance and Quality Improvement.pdf	243
1. purpose	243
2. definitions	243
3. policy	244
3.1 QA/QI Activities Related to the Academic Program	244
4. determining whether a project is qa/qi or research	245
4.1 QI/QA Activities Requiring IRB Review	246
4.2 QI/QA Activities Not Requiring IRB Review	246
5. clarifications for publishing or presenting qa/qi	247
6. duration of policy duration of policy	247
R019 Quality Assurance and Quality Improvement Determination Form.pdf	248
U023 VCOM Policy on Solicitations, Surveys, and the Use of College Outcomes.pdf	506
1. purpose	506
2. policy statement	506
2.1. Monetary Solicitations	507
2.2. Surveys	507
2.2.1 Process for Survey Approval	508
2.2.2 Privacy	508
2.2.3 Survey Software	509
2.3. Research or Quality Assurance/Quality Improvement (QA/QI) Studies Involving Surveys	509
2.4. College Outcomes	510
3. sponsorship	510
4. sanctions for policy violations	511
5. duration of policy	511
F007 VCOM Faculty Appointment Promotion and Tenure Policy and Procedures.pdf	299
1. purpose	299
2. faculty classifications	299
2.1 Academic Track Faculty, Full-time	299
2.2 Academic Track Faculty, Part-time	300
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...	300
 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.	300
 Includes those faculty with emeritus status.	300
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...	300
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.	300
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.	300
2.3 Clinical Track Faculty	300
2.4 Research Track Faculty	302
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).	302
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.	302
2.5 Adjunct Faculty	302
3. appointment, promotion, and tenure	303
3.1 Board Certification and Medical Licensure Requirements	303
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.	303
 Clinical Track Faculty who teach in the patient care environment at a VCOM affiliated core rotation site must:	303
o hold a current medical license in the state in which they practice with no sanctions; and	303
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.	303
 Temporary faculty who teach in the patient care environment at a non-core rotation site must:	303
o hold a current medical license in the state in which they practice with no sanctions.	303
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.	303
 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...	304
3.2 Academic Rank	304
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.	304
3.2.1 Assistant Instructor	304
3.2.2 Instructor	304
3.2.3 Assistant Professor	305
3.2.4 Associate Professor	305
3.2.5 Professor	306
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...	306
3.3 The Appointment, Promotion, and Tenure Committee	307
3.4 Initial Faculty Appointment	307
3.4.1 The Application Process for Initial Appointment	308
3.4.2 The Review Process for Initial Appointment	310
3.5 Temporary Initial Appointment	313
3.6 Appointment Re-Credentialing	314
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...	314
3.7 Appointment Re-Activation	314
3.8 Faculty Promotion in Academic Rank	314
3.8.1 Faculty Performance and Service Expectations for Promotion to the Ranks of	315
Instructor, Assistant Professor, and Associate Professor	315
3.8.2 Faculty Performance and Service Expectations for Promotion to the Rank of	317
Professor or the Award of Tenure	317
3.9 Tenure	319
3.10 The Process of Applying for Promotion in Rank or Tenure	320
3.10.1 Initiation for Promotion in Academic Rank	320
3.10.2 Initiation for Tenure	321
3.10.3 Expedited Promotion to the Rank of Assistant Professor for Obtaining a Doctoral-Level Degree or Due to Revised APT Policy	321
3.10.4 Faculty Portfolio for Consideration of Promotion in Rank or Tenure	322
3.10.5 The Review Process for Promotion and Tenure	325
4. the review process for equity in promotion and tenure	328
5. honorary appointments	328
6. duration of policy	329
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.	329
R003 VCOM Policy Research Misconduct.pdf	67
1. Purpose	67
2. Scope	67
3. Definition of Research Misconduct	67
4. Jurisdictional Requirements	67
4.1. Time Limitations	67
4.2. Evidentiary Standards	67
4.3. Confidentiality	68
4.4. Research Conducted at a Former Institution	68
4.5. Research Transferred to VCOM	68
5. Roles and Responsibilities	68
5.1. Institutional Integrity Officer	68
5.2. Institutional IDO	68
5.3. Inquiry and Investigation Committees	69
6. Allegations of Research Misconduct	69
6.1. Inquiry	69
6.2. Sequestration of Research Records	70
6.3. Investigation	70
6.4. Appeal	71
6.5. Protections and Confidentiality	71
6.6. Reporting and Record Retention	71
7. Institutional Actions	72
8. Training and Education	72
9. Duration of Policy	72
U009 VCOM Computer and Hardware Acquisition and Replacement Policy.pdf	387
1. purpose	387
2. policy	387
3. primary computer and standard equipment allocation and funding	387
4. secondary computers, additional equipment, or upgraded hardware and funding	388
4.1 requesting secondary computers, additional equipment, or upgraded hardware	388
5. hardware replacement cycle	389
5.1 hardware replacement return process	389
6. diagnostic and repair services for vcom-issued hardware	389
7. disposition / retirement of computer equipment	389
8. employee option to purchase assigned computer	390
9. duration of policy	390
U034 VCOM Software Procurement and Licensing Compliance Policy.pdf	584
1. purpose	584
2. applicable software	584
3. software acquisition process	585
4. user or department requirements	586
4.1. Due Diligence and Compliance	586
4.2. Software Disposal and Return	587
5. violations of software licenses and enforcement	587
6. duration of policy	587
S002 VCOM Policy Attendance.pdf	597
1. purpose	597
2. attendance requirements for oms 1 and oms 2 students	597
2.1 Mechanism to Verify Attendance – OMS 1 and OMS 2 Students	598
2.2 OMS 1 and OMS 2 Excused Absences	598
2.2.1 Planned Excused Non-Medical Absences for OMS 1 and OMS 2 Students	598
2.2.1a OMS 1 and OMS 2 Conference Attendance	599
2.2.2 Planned Excused Medical Absences for OMS 1 and OMS 2 Students	600
2.2.3 Unplanned Excused Absences for OMS 1 and OMS 2 Students	600
2.2.3a Sudden Illness or Medical Emergency of the Student	601
2.2.3b Non-Medical Emergency or Medical Emergency of an Immediate Family Member	601
2.3 OMS 1 and OMS 2 Unexcused Absences	602
2.4 Consequences for Not Meeting the Requirements of the Attendance Policy	602
3. attendance requirements for oms 3 and oms 4 students	603
3.1 Didactic, Case Presentations, and OMM Workshop Attendance	604
3.1.1 Didactic and Case Presentation Attendance	604
3.1.2 OMM Workshop Attendance	604
3.2 Mechanism to Verify Attendance – OMS 3 and OMS 4 Students	604
3.3 OMS 3 and OMS 4 Excused Absences	605
3.3.1 Planned Excused Absences for OMS 3 and OMS 4 Students	605
3.3.1a OMS 3 and OMS 4 Conference Attendance	606
3.3.2 Unplanned Excused Absences for OMS 3 and OMS 4 Students	606
3.3.2a Sudden Illness or Medical Emergency of the Student	607
3.3.2b Non-Medical Emergency or Medical Emergency of an Immediate Family Member	607
3.4 OMS 3 and OMS 4 Unexcused Absences	608
3.5 Consequences for Not Meeting the Requirements of the Attendance Policy	608
4. tardiness	609
4.1 OMS 1 and OMS 2 Tardiness	609
4.2 OMS 3 and OMS 4 Tardiness	609
5. duration of policy	610
S019 VCOM Student Promotion Board Policy and Procedures.pdf	755
1. purpose	755
2. duties of the promotion board	755
2.1 Academic Year Promotions and Graduation	755
2.1.1 The OMS 1 and OMS 2 Promotion Process	755
2.1.2 The OMS 3 Promotion Process	755
2.1.3 The OMS 4 Promotion Process and Recommendation for Graduation	755
2.2 Assessment of Academic Progress	756
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...	756
2.2.1 Reasons to Call a Promotion Board Meeting for OMS1 and OMS 2 Students	756
2.2.2 Reasons to Call a Promotion Board Meeting for OMS 3 and OMS 4 Students	757
2.3 Special Meetings of the Promotion Board	759
2.4 Administrative Resolutions Not Requiring Referral to the Promotion Board	759
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...	759
3. promotion board membership	761
4. promotion board procedures	761
A. At the conclusion of the academic block/rotation, the Associate Dean, appropriate for the year of the student, may convene the Promotion Board:	761
 The Associate Dean for Medical Education convenes and Chairs the Board for all OMS 1 and OMS 2 cases.	761
 The Associate Dean for Clinical Affairs convenes and Chairs the Board for all OMS 3 cases.	761
 The Associate Dean for OMS 4 and GME convenes and Chairs the Board for all OMS 4 cases.	761
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...	761
 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:	761
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...	762
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...	762
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.	762
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.	762
o No other individuals are permitted to attend the Promotion Board meeting on the student’s behalf.	762
 Following the meeting with the student, the Associate Dean will follow-up by emailing the student the standard Promotion Board notification email.	762
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...	762
5. promotion board recommendations	763
5.1 Recommendations by the Promotion Board for OMS 1 and OMS 2 Students Who Have Been Referred for F Course Grade(s)	763
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)	764
5.3 Recommendations for OMS 3 and OMS 4 Students Who Have Been Referred for F Clinical Rotation Grades	765
5.4 Recommendations for OMS 1 – OMS 4 Students for a GPA of 2.79 or Less	765
5.5 Additional Recommendations	766
6. promotion board recommendation notification and appeals process	766
 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.	766
 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...	767
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...	767
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.	767
 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...	767
 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...	768
7. request for special considerations and/or the need for accommodations	768
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 ...	768
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...	768
8. duration of policy	768
S018 VCOM Grading, Satisfactory Academic Progress, and Graduation Requirements Policy and Procedures.pdf	713
1. purpose	713
2. academic grading, promotion and graduation	713
3. educational conflicts of interest and recusal	714
4. oms i and oms ii grading	716
4.1 Grading Scale	716
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.	716
4.2 Grade Point Average (GPA)	716
4.3 Finalization and Changes to Course Grades	716
5. oms i and oms ii satisfactory academic progress	717
5.1 OMS 1 and OMS 2 Course Remediation	717
5.2 F Course Grade	719
5.3 Repeated Course(s)	719
6. oms iii and oms iv grading	719
6.1 Grading Scale	719
6.2 Grade Point Average (GPA)	721
6.2 Finalization and Changes to Course Grades	721
7. oms iii and oms iv satisfactory academic progress	722
7.1 End of Rotation Exam Remediation and/or Failure	722
7.2 Module Course Failure	723
7.3 Clinical Rotation Competency Evaluation Failure	723
7.4 Failure to Obtain a Clinical Rotation Performance Evaluation	724
7.5 Clinical Rotation Repeated Performance Issues	725
8. in progress/incomplete grades	726
8.1 IP Course Grade	726
8.2 INC Course Grade	726
9. Audited Course(s)	727
10. academic probation	727
11. altered degree plan of study	728
11.1 Failure to Make Academic Progress While on an Altered Degree Plan	729
12. comprehensive Testing	729
12.1 COMSAE Phase 1: A Comprehensive Review Exam	729
12.1.1 COMSAE Phase 1: First and Second Attempt	730
12.1.2 COMSAE Phase 1: Third Attempt	733
12.2 COMSAE Phase 2: A Comprehensive Review Exam	738
12.2.1 COMSAE Phase 2: First and Second Attempt	738
12.3 COMPE: A Comprehensive Osteopathic Medical Performance Exam	742
12.3.1 COMPE: First Attempt	742
12.3.2 COMPE: Second Attempt	742
13. national board exams: comlex level 1 and comlex level 2 ce	743
13.1 COMLEX Level 1	743
13.1.1 COMLEX Level 1: Failure of the First or Additional Attempts	744
13.2 COMLEX Level 2 CE	747
13.2.1 COMLEX Level 2 CE: Failure of the First or Additional Attempts	748
13.2.2 COMLEX Level 2 CE: Students Who Have Not Passed by the Date of Graduation	750
14. maximum length of completion	751
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).	751
15. graduation requirements	751
16. duration of procedure	753
S001 VCOM Policy Admissions for the DO Program.pdf	589
1. purpose	589
2. notice of nondiscrimination	589
3. recruitment priorities	590
4. minimum requirements for interview and admission	590
4.1. AACOMAS Application	592
4.1.1 Official Transcripts	593
4.2. VCOM Secondary Application	593
4.2.1 Requirement to Report Charges or Arrests	594
4.3. Interview Selection and Admissions Process	594
4.4. Rescinding Admission Offer	595
5. early decision admissions track	595
6. duration of policy	595
S003 VCOM Mandatory Medical Leave of Absence.pdf	611
1. purpose	611
2. mandatory medical leave of absence	611
2.1 Individual Assessment Team	613
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...	613
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...	613
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 ...	613
2.2 Decision of the Campus Dean	613
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...	613
2.3 Appeal Process	614
3. mandatory medical leave of absence reinstatement procedures	614
4. duration of policy	614
S007 VCOM Policy and Procedures Tuition and Fees Refunds.pdf	629
1. purpose	629
2. calculating the tuition and fees refund	629
2.1 Refunding When Title IV Monies Were Received	629
2.2 Refunding When No Title IV Monies Were Received	630
3. duration of policy	630
S012 VCOM Policy Technical Standards for Admission and Successful Completion of the Osteopathic Program Policy.pdf	652
1. Purpose	652
2. technical standards for admission and successful completion of the osteopathic program	652
3. disclosure and evaluation of conditions that may affect the ability to meet technical standards	660
3.1 Section 504 Accommodation Requests for Applicants with Disabilities	660
VCOM recognizes that students with disabilities may have varying needs and is committed to supporting qualified students in achieving academic success. Consistent with Section 504 of the Rehabilitation Act, VCOM provides reasonable accommodations to ...	660
 Applicants who are admitted, and who believe they may require accommodations should contact the Director for Student and Institutional Academic Success, who serves as the Section 504 Campus Coordinator, to begin the Section 504 eligibility process. ...	660
 Students requesting accommodations must complete the VCOM Section 504 eligibility application and submit all required supporting documentation. Eligibility for accommodations is determined through the Section 504 review process.	660
 For students who are found eligible, VCOM may provide reasonable accommodations designed to ensure equal access to the curriculum while maintaining the Technical Standards for Admission and Successful Completion of the Osteopathic Program. Accommod...	661
Additional information is available in the “Assistance for Matriculated Students with Disabilities” section of this Handbook.	661
3.2 Disclosure of Prescribed Medications and Compliance with Technical Standards	661
Applicants receiving treatment with controlled substances or other prescribed medications that may result in a positive drug screen must notify Clinical Affairs prior to matriculation and provide documentation from the prescribing physician verifying ...	661
Documentation of a valid prescription or a medically necessary treatment regimen does not guarantee a student's eligibility to participate in all educational, laboratory, simulation, or clinical activities. For example, VCOM recognizes that some stat...	661
The College reserves the right to have the Individual Assessment Team evaluate the use of any prescribed controlled substance or other medication that may result in a positive drug screen and underlying condition to determine whether the student can m...	661
In addition, certain clinical training environments may impose restrictions on individuals with positive drug screen results or the use of specific medications, regardless of whether the medication is legally prescribed. Students remain responsible f...	662
4. assistance for matriculated students with disabilities	662
4.1 Requesting Accommodations	664
4.2 Determining Eligibility for Accommodations	667
5. duration of policy	669
U010 VCOM Substance Use, Testing, and Abuse Prevention Policy.pdf	391
1. Purpose	391
2. drug-free/alcohol-free workplace	391
4. substance use testing	393
5. student disclosure of prescribed medications and compliance with technical standards	394
6. self-identification of substance use dependence or arrest/criminal charge of a substance use violation	395
7. substance abuse prevention	396
8. Duration of Policy	396

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