Behavioral Policies and Procedures

Diversity

The College is committed to the principle of nondiscrimination including but not limited to the federally protected classes of age, gender, race, color, national origin, religion or handicap. The College has a commitment to nondiscrimination against any individual or group of individuals. The College has a zero tolerance policy toward hate crimes and other inappropriate behavior exhibited as an act of discrimination. Those persons who believe they are experiencing discrimination should review the procedures for grievances found in this Handbook.

First and second year students, who may have a question or concern, should contact either the Associate Dean for Biomedical Academic Affairs or the Assistant Vice President for Student Services. While third and fourth year students should inform the Associate Dean for Clinical Academic Affairs or Assistant Vice President for Student Services if they are experiencing difficulty. Students not finding resolution should follow the grievance procedures in this Handbook or online at www.vcom.vt.edu.

Notice of Nondiscrimination

VCOM recognizes, values, and affirms that diversity contributes richness to the College and enhances the quality of education. Students, faculty, staff, and administrators are valued for their diversity. The College is committed to providing an academic and employment environment in which students and employees are treated with courtesy, respect, and dignity.

The College does not discriminate on the basis of race, color, national origin, gender, disability, religious affiliation, or age.

Students must meet certain minimal technical standards to be successful in the curriculum and to practice medicine safely and competently. Students who, with assistance, can meet the technical standards to be successful in the VCOM curriculum and to safely and competently practice medicine are considered for admission and are accommodated in the programs of the College.

The College has a commitment to nondiscrimination toward any individual or group of individuals, including a zero tolerance policy toward hate crimes and other inappropriate behavior exhibited. This commitment extends to other groups that may feel disadvantaged from a social perspective.

Any person having inquiries concerning VCOM’s compliance with the regulations implementing Title VI, Title IX, Section 504 or Section 503, is directed to contact the Office of Admissions, VCOM, 2265 Kraft Dr., Blacksburg, VA 24060. Any person may also contact the Assistant Secretary for Civil Rights, U.S. Department of Education, regarding the institution’s compliance with the regulations.

Attendance/Hours of Duty

Attendance Policy

In general, class attendance is expected unless an excused absence has been approved through the appropriate processes. Only students may attend classes or laboratories unless guests or others are invited by the instructor or approved through Student Services.

Excused Absence Policy

Students may request excused absence for personal, health-related or professional reasons.

Up to three days professional leave per year to attend conferences may also be granted at the discretion of the appropriate Associate Dean for the academic year involved. Students must submit the proper paperwork a minimum of 30 days in advance of the proposed dates. No excused absence will be granted after the fact, except in emergencies, as verified by the appropriate Associate Dean for the academic year involved.

OMSI and OMSII Procedure

Students should consult with the Excused Absence Guidelines on VCOM’s intranet site for instructions on completing a Request for an Excused Absence form. Students must complete a Request for an Excused Absence form available from the Office of Student Services or on the VCOM intranet site (http://intranet.vcom.vt.edu/clinical). Students receiving an excused absence will not be penalized for missing a class or exam. Faculty and students are expected to make reasonable accommodations for make-up exams, assignments, etc. where excused absences have been granted.

For absences related to medical illness or an emergency, where the need for the absence was unknown prior to missing class, the form must be completed on the first day the student returns to class. In cases where the excuse is for medical illness or emergency reasons, the student must notify the school of the circumstances on the day of or before the absence. In cases where a student misses an exam or an academic function that cannot easily be repeated, a physician’s excuse will frequently be required at the discretion of the Assistant Vice President for Student Services.

For absences not related to medical illness or an emergency, the student must complete the form and return it to the Office of Student Services a minimum of 30 days prior to the absence. The student will be required to obtain signatures from all course directors.

No excused absence will be granted after the fact except in emergencies as verified by the Assistant Vice President for Student Services.

OMSIII and OMSIV Procedure

Students must complete an Excused Absence from Clinical Rotations Approval Form. Forms are available from the Office of Clinical Affairs or from the VCOM intranet site (http://intranet.vcom.vt.edu/clinical). The Office of Clinical Affairs requires that the medical student complete and submit this form for any time "away" from clinical rotations. The student must have this form signed by their preceptor and others designated on the form to obtain an excused absence. The form must be completed prior to the beginning of the leave. If an emergency does not allow the student to submit this prior to the absence, the form must be submitted as soon as the student is physically able to complete the form. In addition to completion of the form, the student must notify the preceptor and the site coordinator of the absence as soon as possible either via telephone or in person.

Clinical Duties

The institution’s DSME and assigned precepting faculty determine clinical duty hours. Students are responsible to the assigned precepting faculty and are expected to comply with the general rules and regulations established by the assigned precepting faculty, and/or the core hospital(s), or facility associated with the rotation. Students are expected to work if their assigned precepting faculty are working. If students work on an excused holiday, the assigned precepting faculty should allow the student another day during the month as a compensatory day.

VCOM Excused Holidays

New Year’s Day
Memorial Day
Independence Day (July 4th)
Labor Day
Thanksgiving Day
Christmas Day

The average student clinical day begins at 7 am and ends at 7 pm. However, students are required to keep the hours expected by the precepting faculty. Some rotations assign students to shifts and in such cases the student may be required to work evening or night hours. If on-call hours are required, the student must take the call; however, the student should not be on duty for greater than 30 continuous hours. Students may be required to work weekends but in general should have two weekends per month free and two of seven days per week free.

Didactics

Students are required to attend College and clinical site didactics as scheduled by the College and DSME's office. It is the student's responsibility to be aware of this schedule and attend all required activities. VCOM will publish a monthly didactic calendar. Responsibilities to the precepting faculty do not take precedence over required didactics unless so determined by the DSME.

Videoconferencing

Students are to attend all videoconferences unless excused by the DSME. Students may only be excused if they are:

a) On their scheduled Surgery rotation and scrubbed in for a procedure.

• Students must notify their site coordinator by phone and follow-up via email the day of the videoconference;
AND
• The attending physician must sign and submit documentation indicating that the student was involved in a specific procedure. This documentation must be submitted to the DSME by noon of the day after the missed videoconference.

b) On their scheduled OB/GYN rotation and in a delivery or surgical procedure.

• Students notify their site coordinator by phone and follow-up via email the day of the videoconference;
AND
• The attending physician must sign and submit documentation indicating that the student was involved in a delivery or specific procedure. This documentation must be submitted to the DSME by noon of the day after the missed videoconference.

c) On their underserved care rotation at a site more than 30 minutes away.

Morning Report Case Presentation

Students are to attend all Morning Report Case Presentations unless excused by the DSME.
Students may only be excused if they are:

a) On their scheduled surgery rotation and scrubbed in for a procedure.

• Students must notify their site coordinator by phone and follow-up via email the day of the morning report;
AND
• The attending physician must sign and submit documentation indicating that the student was involved in a specific procedure. This documentation must be submitted to the DSME by noon on the following day of the missed morning
report.

b) On their scheduled OB/GYN rotation and in a delivery or surgical procedure.

• Students notify their site coordinator by phone and follow-up via email the day of the morning report;
AND
• The attending physician must sign and submit documentation indicating that the student was involved in a delivery or specific procedure. This documentation must be submitted to the DSME by noon on the following day of the missed morning report.

c) On their underserved care rotation at a site more than 30 minutes away.

• Students must present a minimum of two Morning Report Case Presentations during their third year. Student performance is graded at the site.

In addition to the VCOM sponsored didactics, each rotation may have specific requirements such as case presentations, morning reports, etc. These also may vary by site. Students should complete all requirements set by their site.

Honor Code of Conduct

The Edward Via Virginia College of Osteopathic Medicine Honor Code of Conduct (VCOM Honor Code) embodies a spirit of mutual trust, intellectual honesty, and professionalism between the College and the student body, and it is the highest expression of the values shared by the VCOM community. The VCOM Honor Code is based on the fundamental belief that every student is worthy of trust and that trusting a student is an integral component in making them worthy of trust. It is maintained for the students by the students to protect the right to participate in an academic environment free from injustice caused by dishonesty. The VCOM Honor Code is maintained by the Honor Code Committee.

The VCOM Honor Code is first and foremost upheld by the student body. Students at VCOM are expected to conduct themselves in a professional and ethical manner befitting the honorable profession which they are entering. Students have an obligation to maintain the highest standards of integrity. It is not possible to enumerate all examples of expected academic and professional behavior nor is it possible to enumerate all behaviors that would be considered inappropriate, unprofessional, unethical, or not in keeping with the standards of a VCOM student. The following serves as a guideline to students.

In general, the founding principles of the VCOM Honor Code are the established rules and regulations of the VCOM community. The VCOM community includes VCOM, affiliated hospitals, and any institution where VCOM students pursue activities for academic credit. Violation of these rules and regulations may constitute a violation of the VCOM Honor Code. In addition, specific examples of behavior that may constitute a violation of the VCOM Honor Code include but are not limited to the following:

1. Cheating: Providing or receiving any unauthorized assistance or unfair advantage on any form of academic work, or attempt thereof. Sharing information from testing/exams is also considered a form of cheating.

2. Plagiarism: Copying the language, structure, ideas, algorithms, or computer code of another and representing it as one’s own work on any form of academic work or attempts thereof.

3. Falsification: Fabrication of information on any form of academic work or attempt thereof; including but not limited to the following:

a. Clinical requirements,
b. Internships, and
c. Assignments such as: histories, physicals, laboratory tests, rotation records, etc.

4. Disruptive Behavior: Any inappropriate etiquette or inappropriate disturbance repeated often enough to establish a disrespectful trend. Inappropriate disturbances include but are not limited to the following:

a. Arriving late for class, or leaving class while in progress.
b. Disrupting class with pagers or cellular phones.
c. Disrupting class with computers or computer games.
d. Disrupting class with loud talking, or other activities that create a distraction.
e. Leaving trash in classrooms or academic areas.
f. Bringing food into unauthorized areas or hosting food functions without permission.
g. Posting unapproved materials or approved posting in inappropriate areas.
h. Parking in inappropriate or reserved spaces.
i. Selling items in direct competition with the VCOM bookstore.

5. Unacceptable use of technology: Any violation of the acceptable use guidelines as published by the VCOM IT department. In addition, unacceptable uses of technology include but are not limited to the following:

a. Using computers for purposes that are considered unprofessional or immoral.
b. Accessing pornographic material at any time while on any campus of the VCOM community or using any equipment of the VCOM community to access such material.

6. Unprofessional or Unethical Behavior: Is defined as behavior on or off the VCOM community campus that would or could cause a loss of respect or confidence in the offending student or in the VCOM community by the public, faculty, staff, colleagues, or the-community-at-large. Suspected violations in this category are referred, at the Dean’s discretion, either to the Professional and Ethical Standards Board (PSEB) or to the Honor Code Committee. If agreeable to the Dean, a student may request to waive a hearing by the PSEB or Honor Code Council for suspected violations in this category and have their case heard by the Dean only. In such cases, the Dean must agree to hearing the case, and must accept the student’s waiving of a hearing; the Dean’s decision is final and cannot be appealed.

Unprofessional or unethical behavior may include but is not limited to the following:

a. Entering or using the facilities of the VCOM community without appropriate authorization or during inappropriate times.
b. Knowingly and purposely disrupting teaching, research, administrative, or student functions of the VCOM community.
c. Abusive or disrespectful conduct toward members of the faculty, administrative or professional staff, employees, students, patients, or visitors of the VCOM community.
d. Failure to appear before the Honor Code Committee when called to appear, or failure to answer fully and truthfully during any such appearances.
e. Disclosure of privileged information from campus activities or patient care.
f. Improper relationships or activities involving persons entrusted to a student as part of educational requirements, which extend beyond those educational requirements. Entrusted persons may include but are not limited to the following: patients or other students under supervision.

7. Breach of Integrity: Any behavior at any time that is considered a severe lapse in judgment and damages the rofessional, ethical or moral integrity of the VCOM community. Suspected violations in this category are referred, at the Dean’s discretion, either to the PSEB or to the Honor Code Committee. If agreeable to the Dean, a student may request to waive a hearing by the PSEB or Honor Code Council for suspected violations in this category and have their case heard by the Dean only. In such cases, the Dean must agree to hearing the case and must accept the student’s waiving of a hearing’ the Dean’s decision is final and cannot be appealed. A Breach of Integrity may include but is not limited to:

a. Harassment, harm, abuse, or damage to any person or property in the VCOM community. This includes knowingly or purposely causing damage to or vandalizing VCOM community property.
b. Conviction of a criminal offense (other than a minor traffic offense).
c. Participating in academic or clinical endeavors in the VCOM community while under the influence of alcohol, or controlled substances.
d. Use, possession, or distribution of illegal drugs on or off the VCOM community campus at any time. This also includes the verbal or written discussion of the personal use of illegal drugs by a VCOM student, the verbal or written promotion or encouragement of illegal drug use by a VCOM student, or similar types of activities.
e. Communicating or posting of information or images in a public arena (including written or electronic/Internet communications) which would result in a loss of respect by patients or other members of the public toward the offending student or toward the College.

Violations of the VCOM Honor Code

Violations of the VCOM Honor Code may result in sanctions. Sanctions may include but are not limited to the following:

• Verbal reprimand;
• Service hours;
• Grade changes;
• Permanent notation in a student’s official academic record;
• Suspension; or
• Expulsion.

Any recommendation of suspension or expulsion must be elevated to the PESB. The Dean may also immediately elevate any severe suspected violation of the VCOM Honor Code to the PESB at any time. Specific practices and policies relating to suspected violations and associated sanctions may be found in the Constitution of the Honor Code Committee online at http://www.vcom.vt.edu/handbook/honor.html or by contacting honor@vcom.vt.edu.

To report a suspected violation, obtain the procedures if accused of a violation, or identify the members of the Honor Code Committee, contact honor@vcom.vt.edu.

Professional and Ethical Standards Board

The PESB shall be convened if the Honor Code Committee recommends suspension or expulsion or if the Dean decides the suspected violation warrants a suspected violation be directly referred to the PESB.

A student, in lieu of a formal hearing, may elect to have the matter heard by a three-person panel appointed and chaired by the Dean or may request that the matter be heard solely by the Dean. If a student elects or requests one of these options rather than a formal hearing, the decision of the panel or the Dean, respectively, will be final and another hearing will not be held.

Pending a formal hearing, if the Dean or their representative determines that the presence of the alleged offender would be disruptive to the school or would endanger the institution or the public, the Dean may suspend the student in question from the institution for a period not to exceed ten academic days. The Dean may extend this time period, however, in extraordinary circumstances. The PESB may extend the suspension during the proceedings for similar reasons.

For a formal hearing, the PESB, shall be composed of the two Associate Deans and faculty members appointed by the Dean. A representative from the Honor Code Committee and the Student Government Association President (or their designee) will also be present (both in nonvoting capacities). The Dean will appoint a Chair to the Standing Committee. The PESB will receive appropriate orientation by the Chair. The PESB will hear matters involving misconduct as referred by the Honor Code Committee. All members (except the Honor Code Committee and SGA representatives) are voting members.

A quorum of the PESB will consist of a majority of its voting members. All decisions require a simple majority vote of the members present. The PESB Chair is responsible for conducting the hearing and for ensuring that accurate records of the proceedings are kept.

Notice of Hearing of Professional and Ethics Standards Board

The PESB Chair shall give written notice of alleged misconduct to the alleged offender at least five academic days prior to the date of the proceedings, unless the student agrees in writing to an earlier hearing date. The notice shall set forth the following information: the time and date of the hearing and a clear and concise statement of the behavior that is alleged to constitute the misconduct. The notice shall state that the student has the right to present testimony and up to four witnesses on their behalf. The notice shall also state that the student, no later than two days prior to the hearing, shall reply to the charges against them, shall set forth any defense, and shall provide a list to the PESB Chair of any witnesses that the student plans to call on their behalf. The time for the hearing may be changed at the discretion of the PESB Chair for good cause.

The PESB must determine that valid evidence is present to confirm a violation has occurred. A two thirds majority vote must occur to determine a violation has occurred. The alleged offender and the Dean will receive notice of the PESB decision as to the violation that has occurred and the recommendations for action to be taken within seven academic days of the hearing. Either party has a right of written appeal to the College Dean. The alleged offender has the right to supply the Dean with any additional written information or appeal within seven academic days. The Dean has discretionary power to affirm, modify, or remand within a reasonable time, normally ten academic days from the receipt of the appeal. The Dean's decision is final. The student will receive written notice of the decision of the Dean within 21 academic days of the PESB. The Dean reserves the right to obtain outside legal opinions on the hearing and the decisions that have been made, and to delay decision until such time Counsel has responded.

Release of Information

All documents and other information concerning student discipline, including written reprimands, shall be maintained in a confidential file. Such actions become a part of the student's permanent education record but are only released at the written discretion of the Dean. However, as required on the Medical Student Performance Evaluation (Dean’s letter), all disciplinary actions will be reported.

Resolution and Grievance Procedure

The institution recognizes the need for students to voice grievances and to seek resolution to problems, disagreements with faculty/administrators, or interpretations of institutional policy. The institution also recognizes the responsibility of the student to express their concerns in a professional and ethical manner. Concerns may involve course grades, promotion, behavioral issues, financial concerns or issues related to accreditation standards and procedures.

For all resolutions and grievances that must be filed in writing, please send the appropriate material to the individual listed in the specific procedure at 2265 Kraft Drive, Blacksburg, VA 24060. Phone: 540-231-4000, Fax: 540-231-5252. All grievance material will be maintained on file in the Dean’s office and the specific student/employee/faculty file as appropriate to the grievance.

Each step of the Resolution and Grievance Procedures generally take two weeks to complete, unless otherwise noted. Extensions or waivers to this timeframe may be granted on a case-bycase basis. Notice of a request for an extension from a student shall be submitted within ten calendar days prior to the deadline. Decisions about granting or denying the request for extension shall be communicated to the student via letter within two business days of receipt of the request for extension. Likewise, if the College needs to extend a deadline, the Director of Human Resources shall provide said notice ten days before the due date.

Academic Resolutions and Appeals

An individual concern that is academic in nature should be first discussed with the immediate instructor or preceptor and must be done in a professional manner. This concern generally includes those that arise from personal conflicts or actions taken against a student individually. For individual concerns, if resolution cannot be reached, the student may, within two weeks of the failed resolution, appeal, in writing to the appropriate Associate Dean for the academic year involved. If resolution cannot be reached from the prior appeals, the student may, within two weeks of the failed resolution, appeal in writing to the Dean whose decision will constitute the final resolution. The administrative officer may refuse the meeting if the appeal has not been presented in writing, in advance of the meeting.

A concern over general course procedures or grading policies should be addressed through the Class President or the Class Representative through the appropriate Curriculum and Assessment Committee. If through the normal processes for an acceptable and reasonable request, a resolution cannot be reached, the Class President may, within two weeks of the failed resolution, appeal in writing to the appropriate Associate Dean for the academic year involved. If resolution cannot be reached from the prior appeals, the Class President may, within two weeks of the failed resolution, appeal in writing to the Dean whose decision will constitute the final resolution. The administrative officer may refuse the meeting if the appeal has not been presented in writing, in advance of the meeting.

A concern over College policies and procedures should be addressed through the SGA President and the Assistant Vice President for Student Services. If through the normal processes for an acceptable and reasonable request, a resolution cannot be reached, the SGA President may, within two weeks of the failed resolution, appeal in writing to the Dean. If resolution cannot be reached from this appeal, the SGA President may, within two weeks of the failed resolution, appeal in writing to the President whose decision will constitute the final resolution. The administrative officer may refuse the meeting if the appeal has not been presented in writing, in advance of the meeting.

A complaint related to accreditation standards and procedures should be brought to the SGA President who will address the complaint with the Assistant Vice President for Student Services. If through the normal processes for an acceptable and reasonable request, a resolution cannot be reached, the SGA President may, within two weeks of the failed resolution, appeal in writing to the Dean. If resolution cannot be reached from this appeal, the SGA President may, within two weeks of the failed resolution, appeal in writing to the President. The administrative officer may refuse the meeting if the appeal has not been presented in writing, in advance of the meeting.

If the student has followed the complete appeals process, is supported by the SGA President, and the student believes that the complaint provides evidence that the College is not following accreditation standards they may consult with the American Osteopathic Association’s Commission on Osteopathic College Accreditation at 142 East Ontario Street, Chicago, IL 60611. The COM Accreditation Standards and Procedures, including the complaint procedure can be found on www.aoacoca.org. If the concern is financial or with other areas of the College, the student should follow the appropriate chain of command as defined by the VCOM organizational chart.

Reminder: Course Assessment policies and test question challenges are not covered under student grievances. See Medical Education policies and syllabi on Scholar for each course.

Grievance Procedure for Harassment² or Discrimination

Students who feel they are being discriminated against on the basis of color, race, gender, religious affiliation, age, national origin, or handicap have the right to exercise the Grievance Procedure.

Students who are seeking assistance with a disability and do not believe they are being provided reasonable accommodations may also utilize the Grievance Procedure for resolution. However, in order to ensure disability accommodations are made, and in accordance with section: Assistance with Disabilities, students, who are seeking assistance with a disability, must first meet with the Associate Dean for Biomedical Academic Affairs. If the College can provide reasonable accommodations that would allow student success in their program the accommodation will be made. The accommodation takes in consideration if the student meets technical standards and where accommodations are appropriate in that they do not require a significant change in the programs or functions of the College.

Retaliation against any individual who files a grievance or participates in the grievance process is prohibited. In the event a student or anyone who participated in the grievance process believes they have been subjected to retaliation, that individual may use the Harassment Grievance procedures listed below.

² Grievance procedures for sexual harassment are separate and can be found under the section: Sexual Harassment
Complaints.

Step One: The Resolution Process

Students who meet the technical standards and feel they are being discriminated against on the basis of color, race, gender, religious affiliation, age, national origin, or handicap shall first meet with the Director of Human Resources to explain their grievance. The Director of Human Resources can be reached at: phone 540-231-5673 or email: rhudson@vcom.vt.edu and is found on the third floor of the academic building at 2265 Kraft Drive; Blacksburg, VA 24060. The student must schedule a meeting with the Director of Human Resources within two weeks from the date of the action being grieved or the date the student should have known about the action to initiate this discussion. The grievance complaint must be made in writing and signed by the person filing it. The Director of Human Resources shall investigate the grievance within a one week period. In the case where the discrimination is in any way threatening, the Director of Human Resources shall investigate the complaint and bring it to the attention of the Dean immediately for intervention.

After the investigation period of one week, the student filing the grievance, and the person against whom the grievance is filed shall meet with the Director of Human Resources to discuss a peaceful and prompt resolution. This meeting shall be scheduled within 14 calendar days of the initial filing of the grievance. A letter confirming the mutual decisions of the resolution shall be distributed, within ten calendar days of the meeting, to all persons and kept within the permanent student and or employee files for possible future issues that may arise with the resolution.

The Director of Human Resources shall keep a record of his investigation, including a report of his findings. All material shall be filed as previously stated in this procedure.

Students who feel their disability³ needs are not being met may also file a grievance. In this case the Director of Human Resources shall meet with the person filing the grievance. The Director shall complete the investigation of the complaint within two weeks. The student shall provide the Director with the verification of disability by a health professional and provide all suggestions for accommodations. The Director shall meet with the VCOM officer in charge of the area where the accommodations need to be made to see if a peaceful and prompt resolution can be made. Where the peaceful and prompt resolution can be made, the Director will verify that the accommodation has been made and follow with written verification to all parties within that two week timeframe.

If the Director of Human Resources determines there is insufficient evidence to support the allegations, he may close the grievance and shall notify the student, within that two week timeframe, of his findings and the student’s right to request a grievance hearing.

The Director of Human Resources shall keep a record of his investigation, including a report of his findings. All material shall be filed as previously stated in this procedure.

³ At the time of filing the student should have followed all the procedures listed in the Requesting Assistance Policy
found in this Handbook.

Step Two: The Grievance Hearing Process

If the student feels they are being discriminated against or that their disability is not being adequately accommodated, and for whom a peaceful resolution has not been successful, they may request the Director of Human Resources and the College Dean to call a Grievance Hearing. The student has 30 calendar days after receiving notice of denial of the grievance to request such a hearing.

The request must be in writing, signed by the student, and include the following information:

1. A clear and precise statement of the grievance;
2. State how the action is discriminatory or the decision unreasonable if it is a denial of a requested accommodation;
3. Name the respondent parties (the person(s) against whom the grievance is filed);
4. State how each respondent is responsible for the action or decision;
5. State the requested remedy; and
6. State whether a non-participating observer will be brought to the hearing.

This information must be sent by certified mail or delivered with signature of receipt to both offices. Upon receipt of the request for a Grievance Hearing the following processes shall be followed.

a. The Dean shall have seven calendar days to review the case to see if a peaceful and prompt resolution can be made between the parties. In cases where this cannot be accomplished, the Dean shall appoint a Grievance Hearing Board at the end of the seven days.

b. The Grievance Hearing Board shall be appointed by the Dean who shall notify the Grievance Hearing Board, in writing, of their appointment and inform them of the date of the hearing. The date of the hearing shall be within 14 calendar days of the notice. The Dean shall assure that those participating on the Grievance Hearing Board are not a part of the alleged discrimination or
the denial of accommodations. The Grievance Hearing Board shall consist of the appropriate Associate Dean, two faculty members, one staff member, and one student. The Dean shall chair the Grievance Hearing Board and shall vote only in case of a tie.

Prior to convening the grievance hearing meeting, the Grievance Hearing Board shall be trained on the specific grievance hearing procedures relating to the individual grievance and will be provided with additional educational material as appropriate.

c. The Grievance Hearing Board shall hear the denial of accommodations grievance and/or the allegations of discrimination by the student. The person filing the grievance as well as the person against whom the grievance is alleged shall at this time bring all witnesses and/or evidence to the hearing for the Grievance Hearing Board to consider. The Grievance Hearing Board shall also review documentation, including the final report from the Director of Human Resources relating to the grievance, and, as necessary, shall interview the Director as a witness in the grievance.

d. Following this initial hearing and presentation, the Grievance Hearing Board shall recess for a period of not greater than two weeks without making a decision. The Grievance Hearing Board, or the Director of Human Resources at the request of the Grievance Hearing Board, shall conduct further investigation of the alleged grievances. The Grievance Hearing Board may during this time meet with the legal counsel for the College who has further expertise in the law regarding disability and discrimination.

e. The second meeting of the Grievance Hearing Board, which shall occur within a two week period, shall be to further discuss the grievance, the investigation, the educational materials provided, and the legal counsel advice. The Grievance Hearing Board may require second interviews with the person filing the grievance or with those whom the grievance is filed against. The Grievance Hearing Board shall make a final ruling at this meeting. Minutes will be taken of all Grievance Hearing Board meetings. A letter shall be sent to the student within 14 calendar days of the final determination by the Grievance Hearing Board.

Step Three: Final Appeal Procedure

The student has the right to appeal the decision of the Grievance Hearing Board to the College President. The student has 30 days after receiving the Grievance Hearing Board decision letter to file for an appeal. All such requests must be in writing, signed by the student, and be sent via certified mail. The President shall have a period of not greater than two weeks to respond to the
appeal. The President shall have the final determination as to the outcome.

State Council of Higher Education for Virginia

Students with grievances or complaints against the College for which they do not believe they have received resolution, may file a complaint, as a last resort, to the State Council of Higher Education for Virginia (SCHEV) at: James Monroe Building; 101 N. 14th Street, 9th floor; Richmond, VA 23219; phone: (804) 371-2938; fax: (804) 786-2027 or (804) 225-2604. SCHEV’s website is: www.schev.edu.

Formal Federal Agency Grievance Procedures

Students with grievances or complaints against the College based upon violations of Section 504 or the ADA also have the right to file a complaint with the Office for Civil Rights by: (1) mailing the grievance or complaint to Alice B. Wender, Director, District of Columbia Office, Office for Civil Rights (OCR), U.S. Department of Education, P.O. Box 14620, Washington, DC 20044- 4620; or (2) faxing it to Ms. Wender at (202) 208-7797; or (3) filing it electronically at: http://www.ed.gov/about/offices/list/ocr/complaintprocess.html. For more information students can contact the Office for Civil Rights via phone: (202) 786-0500 (voice) and (202) 208-7741 (TDD) or via e-mail at: orc@ed.gov.

Requesting Assistance

Additional special learning needs should be discussed with the Associate Dean for Biomedical Academic Affairs. VCOM makes reasonable accommodations including seating arrangement adjustments, visual or auditory aids, and other classroom or learning needs. A letter from a health professional verifying the need is generally required. Examples of assistance that can be provided are:

• Wireless auditory assists for each classroom;
• Online and verbal curriculum delivery in the classroom so that various learning styles may be met; and
• Extended test taking times are given for every exam extending up to twice the normal time for national board test items. All test taking environments are quiet and monitored so as to be free from distraction and noise.

These are examples of how VCOM meets the needs of students; however, an individual student should meet with the Associate Dean for Biomedical Academic Affairs if they require assistance with individualized needs and who may be reached at 540-231-4000 or bhill@vcom.vt.edu to make an appointment in person.

If a student had a difficulty with the facility, the Chief Operating Officer should be contacted.The entire building was designed to accommodate those with disabilities and meets ADA guidelines. The Chief Operating Officer can be reached at bprice@vcom.vt.edu or by calling through administration.

If a student requires special assistance not listed above they should meet with the Assistant Vice President for Student Services, who can be contacted at bking@vcom.vt.edu or call the student services office through the main phone tree. A contract exists with a primary care practice to assist with meeting health care needs, and minimum co-pay is required for an appointment. The College holds a contract with an outside counseling service for free and confidential counseling. The Assistant Vice President for Student Services (contact information above) will make arrangements with the best resources available to the student from the community or College resources.

All students who request accommodations or assistance due to a disability must supply a verification of the disability from their health care professional and must provide a waiver that allows the College administration and the health care provider to discuss the accommodations needed. In the case that the College requests a second opinion, students may be required to have an independent evaluation for the disability at the College's request from an unbiased third party health provider. Students should be familiar with the technical standards of the College and the accommodations that are already provided. Students are not compared with other students in their performance within the College but instead are evaluated as to the ability to gain the minimal amount of knowledge and perform the clinical skills necessary to practice safely and competently as a physician.

Any student who experiences difficulty obtaining an accommodation for a disability should contact the Human Resources Director at rhudson@vcom.vt.edu, whose office is on the third floor, or dial human resources in the finance section of the main phone tree, for further assistance. Students should first contact the Director for Human Resources with a specific request regarding a disability that is not currently being met or if they feel they are being discriminated against in any way to begin the resolution process. Please refer to the Resolution and Grievance Procedures section of in this handbook or on VCOM’s website at: www.vcom.vt.edu for more information .

The College seeks to accommodate those with a disability wherever possible. The College supports non-discrimination on the basis of gender, age, religion, national origin, color, or race. Therefore it is generally true that difficulties can be resolved through the resolution process. All individuals listed above may be contacted at 2265 Kraft Drive; Blacksburg, VA 24060, phone: 540-231-4000.

Improper Relationships

Relationships between a student and a faculty/staff member entrusted to oversee the student, which extend beyond the educational requirements or beyond College activities, are not allowed. Relationships with patients (by a student or faculty member) which extend beyond their care requirements are also not allowed.

Consensual Relationships Policy

Consensual relationships between student and faculty or students and staff members in a position of authority are not allowed. Sexual activity is not permitted in the clinical settings. See Code of Conduct in this Handbook for further information.

Sexual Harassment

Sexual harassment at the institution is unacceptable behavior and will not be tolerated. Sexual harassment includes sexual advances, requests for sexual favors, and other intimidating verbal or written communications or physical conduct of a sexual nature. Sexual conduct including, but not limited to, the following will be considered sexual harassment and will be regarded as a
violation of this policy when such sexual conduct occurs between a student and employee, or between a faculty member and a student. This may also apply to situations between two students or among more students in which the harassment interferes with the student’s success:

1. Submission to such conduct is made a term or condition of employment or student status.
2. Submission to or rejection of such conduct by an individual is used as the basis for employment or academic decisions such as retention, promotion, performance evaluation, pay adjustment, discipline, work assignment, or any other condition of employment, career development, or academic standing.
3. Such conduct has the purpose or effect of unreasonably interfering with work performance or of creating an intimidating, hostile, or offensive working or learning environment.
4. Such conduct emphasizes the sexuality or sexual identity of the employee or student in a manner that prevents or impairs that person's full enjoyment of employment or educational benefits, climate, or opportunities.

If a student feels that they may have a complaint of sexual harassment, the following grievance process options are available:

Female students should discuss the matter with the Controller, in the Finance Department and male students should discuss the matter with the Director of Human Resources. No one will receive unfavorable treatment for presenting a complaint of sexual harassment. However, institution policy considers reporting false information as behavior subject to disciplinary action.

All complaints will be considered confidential to the extent possible. Only those individuals determined to be involved in the complaint or its resolution will have information concerning the complaint. Any individual violating the policy against sexual harassment may be subject to disciplinary action. Failure by anyone vested with the responsibility to report allegations of sexual harassment is considered a violation of this policy. It is the intent of this policy to comply with the requirements under Title VII of the 1964 Civil Rights Act and Title IX of the 1972 Education Amendments, as well as other applicable statutory laws and regulations of the Commonwealth of Virginia.

Responsibility for Sexual Harassment Concerns

It is the responsibility of the Controller or the Director of Human Resources to investigate claims of sexual harassment in a timely manner according to established policies and with confidentiality to the extent possible. It is the responsibility of the administration and faculty to foster a learning environment that is free from sexual harassment.

Sexual Harassment Grievance Process

If a student believes that sexual harassment has occurred, they may receive confidential and informal consultation concerning the incident(s) without committing to a formal act of filing a complaint with subsequent investigation and resolution of the incident. If the student is female, the consultation may be with the Controller (who holds the appointment as Representative for Sexual Harassment Concerns). Or if the student is male the consultation may be with the Director of Human Resources. Following the informal consultation, the student can then decide to:

1. Counsel with the Director of Human Resources or the Controller without taking formal action;
2. Take personal action (such as a letter to the accused);
3. Request informal third-party mediation; or
4. File a grievance that initiates formal investigation and resolution of a complaint. The grievance must be in writing and must specifically identify the reason for the complaint.

If a formal written grievance is submitted by a student regarding sexual harassment, an investigation will be conducted. If a reasonable probability exists based upon the information gathered, that harassment has occurred, the Controller along with the Director of Human
Resources will:

1. Develop and implement a plan for resolution acceptable to the accused and accuser, OR
2. Hold a formal hearing.

Sexual Harassment Hearing Board

If the student chooses a formal hearing to resolve an alleged complaint, the Dean will appoint the chair to conduct the proceedings. The Sexual Harassment Board Hearing Board (Hearing Board) will consist of the following voting members:

• Two faculty members appointed by the College Dean.
• One student appointed by the College Dean.
• The two Associate Deans and Assistant Vice President for Student Services.
• The Hearing Board composition will be as diverse as possible in terms of sex, race, and age.
• The chair of the Hearing Board will give written notice of the complaint to the alleged offender at least seven working days prior to the date of the proceedings.
• The notice shall set the time and date of the hearing and a statement of the alleged violation.
• The notice shall state that both the accuser and the accused have the right to present testimony and up to three witnesses on their behalf. The notice also shall state that the accused must reply to the charges against them, set forth any defense, and provide a written list of witnesses to the chair no later than two working days prior to the hearing. The accuser also must provide a list of witnesses, if applicable.
• The accuser and the accused are responsible for notifying their witnesses of the time, place, and nature of the hearing.

Hearing Procedures

• The appointed chair will conduct the hearing.
• The Hearing Board is not bound by strict rules of evidence and may admit such evidence and testimony as the chair deems relevant to the proceedings.
• Members of the Hearing Board present at the hearing will disclose any information that points to a possible bias against the person charged.
• Members of the Hearing Board who are present at the hearing shall disqualify themselves from hearing a case if they believe in good faith that their capacity for making an objective judgment is reasonably impaired. Faculty and student members who disqualify themselves may be replaced by another appointment from the Dean.
• The Hearing Board shall ensure that each party has reasonable opportunity to present relevant oral or documentary material evidence at the hearing. The hearing shall be confidential unless the accused elects otherwise in writing prior to the hearing. The accused has the right to testify on their own behalf, if they so choose, or remain silent.
• The hearing may be conducted in the absence of the accused, but only if the accused has been properly notified and fails to appear. The accused and the accuser each will be permitted to have one advisor present during the entire hearing (these advisors may be of any profession). These advisors, however, may not address the hearing. Once all testimony is given, the Hearing Board will meet in closed session to review and to decide on further action (see sanctions).
• Only one witness at a time may appear before the Hearing Board unless the chair directs otherwise.
• Minutes of the proceedings shall be maintained. Only upon the request of the accused, accuser, or the Hearing Board chair shall a written or audio transcript of the proceedings be made available. An appropriate fee will be charged to the requester.
• The Hearing Board will render a written decision to the Dean within ten working days of the conclusion of the hearing prepared by the chair.
• The chair will give the decision of the Hearing Board in writing to the accused and the accuser.
• The Hearing Board must find that a violation has occurred by a preponderance of the evidence.

Appeal

The accused and accuser have a right of appeal to the Dean. The Dean has discretionary power to affirm, modify, or remand the decision within ten working days from the receipt of the appeal. The Dean's decision is final.

Record of Proceedings

All documents and other disciplinary information, including written reprimands, shall be maintained in a confidential file.

Sanctions

Sexual harassment is subject to disciplinary sanctions. These sanctions involve, but are not limited to, reprimand, probation, suspension, and dismissal.

• Reprimand. A reprimand is a written letter from the Dean to the violator for misconduct that is found to be a minor offense.
• Probation. Probation is a formal written warning that behavior has been inappropriate and that if additional problems occur, further action will occur. A person may be placed on probation for no longer than one year. The Hearing
Board will decide on provisions included in the probation. Such provisions may include a requirement that the person obtain medical (including psychiatric), consultation and treatment, or other requirements that will remedy the
misconduct and prevent its recurrence. Persons may continue as students while on probation.
• Suspension. Suspension is defined as a temporary separation from the institution. The Hearing Board determines the duration of a suspension. Suspension may include a requirement that the violator obtain medical/psychiatric consultation and treatment or other appropriate sanctions.
• Dismissal. Dismissal is a permanent separation from the College. The Hearing Board may impose dismissal with or without the right to return to the institution.
• Consultation: When medical or psychiatric consultation is required or recommended the Hearing Board will respect patient/physician confidentiality. However, the Hearing Board can place qualifying conditions upon the accused
by requiring satisfactory evaluation by a physician or psychiatrist appointed by the Hearing Board.

All individuals listed above may be contacted at 2265 Kraft Drive; Blacksburg, VA 24060, phone: 540-231-4000.

Dress Code for Students

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

In the classroom – students should dress in a non-provocative manner and in a manner 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. Shorts and jeans are not allowed. Business casual dress is
acceptable. Dress shoes should be worn (no sneakers, sandals, flip flops or the like). Women may only wear open toed shoes which are considered dress shoes (not sandals). Note below that open toed shoes may never be worn in the clinical setting. Hats are not to be worn in the classroom or labs.

In the anatomy lab – students may change into scrubs and sneakers.

For Primary Care and OMM lab experiences – appropriate lab attire is required: shorts, preferably loose with soft material; cut-off jean shorts don’t meet either requirement, sweat pants, and T-shirts (no tank tops). For women, a bathing top or other appropriate clothing that may be worn in public, but allows access to the spine, is required. Socks may be worn, but no shoes may be worn on the OMM tables. Warmer clothing may be brought to layer over the aforementioned clothing, but lab training may require that this outer layer be removed periodically. The dress code may be altered by the lab leader for that lab and will only be altered with advance notice. Lab clothing may be worn to the lectures in the afternoon prior to lab.

Student Professional Conduct and Dress Code in Clinical Settings– VCOM students are expected to dress and conduct themselves in a professional and ethical manner at all times while on rotations. High professional standards are expected to be consistent with those of the osteopathic medical profession. Students on rotations are working in both the academic community and the health care team—honesty, integrity, and patient confidentiality are expected in all situations. In addition, compliance with institutional rules and regulations, and city, state, and federal laws is required. Inappropriate conduct will be handled by the means described in the Code of Conduct and the Code of Behavioral Standards in this Handbook and on VCOM’s website at www.vcom.vt.edu.

Professional conduct and dress – is expected at all times while on duty. Students should be clean and neatly dressed. Students should be aware they are working with the public and personal hygiene is of the utmost importance. Students who emanate unpleasant odors may be sent home by the precepting faculty. Except in the surgical suite, delivery room, or emergency room setting professional dress is required. Foot attire for students should include casual dress shoes or dress shoes with no open toed shoes or sandals unless approved by precepting faculty. No tennis shoes are allowed. Male students should wear a collared shirt and tie and a white coat. Jeans are not allowed. At the discretion of the precepting faculty a collared shirt or sweater may replace a tie. Female students should wear a dress or skirt of appropriate length, or dress slacks. Female students should also wear a white coat. Dress should not be provocative for male or female students. Students should use good judgment here, if there is a question as to the appropriateness of the dress, the student should ask the precepting faculty prior to wearing.

Students dressing inappropriately may be sent home with an unexcused absence requiring remediation. Repeated episodes may be viewed as an issue which will be brought before the professional and ethical standards board.

VCOM Student Policies and Procedures Handbook 2008-2009