VCOM Policies and Procedures

Student Policies

The VCOM Student Policies and Procedures Handbook (Student Handbook) covers other policies and procedures including those governing student conduct and responsibilities. The Student Handbook is published annually and may be amended from time-to-time. Notice of these changes will be made in writing or via email. Students must abide by the policies and requirements of the most recent Student Handbook and subsequent amendment(s) to that edition.

Dress Code

VCOM is a professional school; therefore, students are expected to dress and conduct themselves in a professional manner. The dress of a student in the classroom, laboratory, or small group should be one that demonstrates use of good hygiene, appearing clean, and without unpleasant body odor.

The student in the classroom should dress in a non-provocative manner and one that demonstrates respect for fellow students and faculty. Males should wear shirts with collars and long pants. Females should wear shirts that are not considered T-shirts or tank tops with skirts or pants or an appropriate dress. Business-casual dress is acceptable. However, shorts and jeans are not allowed and hats are not to be worn in the classroom.

While in the anatomy lab, students may change into scrubs and sneakers. Hats may not be worn in the anatomy lab. Instructions will be provided by OMM faculty on proper attire for the OMM laboratory experiences.

In the classroom, anatomy lab, conference rooms, auditoriums, PC/OMM labs, or other similar venues, hats should not be worn. If a student has a compelling reason they feel would be appropriate for them to wear a hat or head covering, they should speak to the Associate Vice President for Student Services (Virginia Campus) or the Director of Student Services (Carolinas Campus) in advance.

In clinical settings professional dress is expected. In any areas other than the surgical suite, delivery room, or emergency room setting, male students are expected to wear a dress shirt and tie, a short white coat, and dress slacks; female students are expected to wear dress slacks or skirts with a professional appearing shirt or a dress, and a short white coat. Open toe shoes are not allowed in the clinical setting.

Students dressing inappropriately may be sent home with an unexcused absence requiring a remediation. Repeated episodes may result in the problem being viewed as a Professional and Ethical Standards Board problem.

Academic and Behavioral Policies

Exams

Exams are given at regularly scheduled intervals within blocks and during finals’ weeks. Finals weeks do not include classes and are set aside for assessment purposes only. Students are assessed on the basis of their performance of assignments, their achievements in written and practical examinations, and their evaluations in the clinical setting. The Promotion Board, in the process of determining eligibility for promotion or graduation, considers the results of the student assessments and reports concerning attendance, conduct and potential professional attributes. For more on exams and academic performance, see the Student Handbook.

Academic Advising

Each new student is assigned both an academic biomedical and clinical faculty advisor. The advisor acts as a mentor, role model, and guide for the student. The advisor has no responsibility in advising the student as to policies and procedures and acts as an academic mentor only. Advisors’ office hours are available on the VCOM website. Members of the administration can typically be reached in their offices Monday through Friday from 9:00 a.m. to 5:00 p.m.; however, to assure sufficient time with the administrator, students are encouraged to make an appointment.

Academic Probation

Any student who has a failing grade in a course or rotation and/or has been recommended by the Promotion Board will be placed on academic probation and will be so informed in writing by the Associate Dean for Medical Education, the Associate Dean for Clinical Academic Affairs, or the Vice Dean. The purpose of academic probation is to alert the student, faculty, and administration to the fact that the student has experienced difficulty and that special consideration might need to be given such as counseling, tutorial assistance, special scheduling, or other activities to help the student resolve academic deficiencies. The length of academic probation and any requirements will be set through the operation of the Promotion Board. Academic Probation is not reported on the transcript. Academic probation is reported as a component of the Medical Student Performance Evaluation (MSPE) or Dean's letter.

Promotion Board

The Promotion Board monitors the academic progress by students throughout the academic program. The Promotion Board meets at the end of any block in which a student has achieved a failing grade, failed to successfully remediate a D grade resulting in an F, or when collectively a delay in a student’s academic progress is identified. The Vice Dean, Associate Dean for Medical Education, or Associate Dean for Clinical Academic Affairs may also call a meeting of the Promotion Board in cases where the academic progress of a student is affected by leaves of absences or other similar factors. Promotion Board meetings are not held for first time remediation resulting “in progress grade” for one course.

Temporary Suspension or Immediate Medical Leave

The Vice Dean (or his/her designee) has the authority to initiate interim temporary suspension or an immediate medical leave for VCOM students. If the Vice Dean (or designee) determines that a student may constitute a threat to their own welfare or that of fellow students, staff, or patients, the student may be suspended or placed on medical leave effective immediately. Once placed on leave or suspended, the student is no longer covered by VCOM policy (liability coverage, etc.). This notification must be in writing, and the Dean must be notified within three working days of such action. Possible situations where such action may be necessary include, but are not limited to the following:

1. Substance abuse (alcohol & other drugs);
2. Medical or psychological illnesses;
3. Suspected or alleged illegal behavior (until evidence resolves or substantiates evidence);
4. Suspected or alleged physical, sexual, or emotional abuse (until evidence resolves or substantiates allegation), or
5. Other unethical or unprofessional behavior.

The power of the Vice Dean (or designee) to initiate interim suspension is not limited to the above list. Immediately following a temporary suspension, a Behavioral Board or Promotion Board will be called. The initial step in the process is to notify the Dean as to the need for such a hearing.

Screening and Occupational Exposure of Students

In order to begin classes, students must submit documentation regarding screening exams such as: TB, Hepatitis B, Rubella, Rubeola and Varicella immunity. These requirements change annually according to national health standards and clinical site requirements. Screening is required in the first year because students participate in early clinical experiences that involve exposure to patients at risk. Students who are concerned about caring for patients at risk should consider the program requirements and should seek an alternate profession if they believe they cannot provide hands-on care to patients without causing risk to patients or themselves. Students who develop a concern after beginning classes should seek counseling so they may determine how best to successfully complete their training program while protecting themselves and the patient. For more information about the screening and occupational exposure of students and Universal Precautions, please visit VCOM’s website at www.vcom.vt.edu.

While VCOM does not require HIV and Hepatitis C testing for admission, VCOM recommends that students have such testing prior to matriculation for their personal information. Students are exposed to many infectious diseases during their training, and though most infections can be prevented through the use of universal precautions, having this information prior to such exposures can prove invaluable if the student does develop the disease. Students, as future physicians, should consider the safety of the patient first and foremost and act accordingly. Again, this information should not be submitted to the College and is for the student’s personal use only.

Alcohol and Drug Testing

VCOM promotes a safe, healthy, and productive learning and working environment free from the influences of drugs and alcohol and to ensure the safety and welfare of students, faculty, and patients cared for by College representatives. This policy, while in place to ensure safety, does not preclude criminal action by means of other institutional policies and/or state and federal law.

Random drug screening is performed on one or two occasions during enrollment at VCOM and may also be done by order of the Associate Dean for Clinical Academic Affairs.

For more information about alcohol and drug testing, please visit VCOM’s website at www.vcom.vt.edu.

Drug and Alcohol Abuse Prevention

VCOM prohibits the unlawful possession, use, or distribution of illicit drugs and alcohol by students and employees on VCOM’s property or as part of any VCOM sponsored activities. Information is distributed annually to students and faculty regarding the use of illicit drugs and the abuse of alcohol, including health risks and legal sanctions. A copy is available from the Assistant Vice President for Student Services. VCOM has an online drug and alcohol abuse prevention program to be completed by all students and employees which can be found in the Human Resources section of the VCOM website. Student education is also provided in the Block 1 Professionalism and Ethics course.

Attendance Policy

Students in the OMS1 and OMS2 years are expected to attend all classes with a minimum of acceptable attendance of 85 percent of each course, except for any class, lecture or symposium that is marked as mandatory. Attendance for all clinical rotations (OMS3 and OMS4 years) is mandatory. Only students may attend classes or laboratories unless guests or others are invited by the instructor or approved through the Office of Student Services.

VCOM College Catalog