Academic Policies

Examinations

The grade point average (GPA) is the sum of earned grade points divided by the sum of term-hour credits passed and failed. Students are required to remediate any courses within a block where the student’s grade falls below 70 and above 65 (or a D). Students who do not successfully remediate these courses are awarded an F or Failing grade. .

If a student who has scored a D in a course, repeats, and passes the course with a grade above 70, the student is given a C for any score above 70.

In cases where the grade falls within the F range, or there is a failed remediation of a D grade and the student is given an F for failure to remediate, the student will be referred to the promotion board to determine the appropriate action to be taken. All F scores go to promotion board.

When a student has multiple D scores within a block or there is a reoccurring pattern of D scores over several blocks requiring remediation the case will also be referred to the promotion board.

Campus courses are eligible for the receipt of all traditional grading assignments. For the first two years, all courses have a traditional letter grade (A, B+, B, C+, C, and D, and F) and are calculated into the GPA.

For the third and fourth years, all rotations have both a “clinical modules/exam” grade which is based on the Honors, High Pass, Pass, Fail system, and a “Rotation” grade which is based on the Honors, High Pass, Pass, Fail system, which are not calculated in the GPA. An example of a Clinical Rotation grade, with its two components is:

Clinical Rotation I
Pediatrics Rotation	180 hours	High Pass
Pediatrics Modules/Exams	20 hours	Honors

Students must pass both the "module" and "rotation" portions of the course. All failures must be repeated. Students who fail one or more rotations will be reviewed and acted upon by the Promotion Board.

No grade will be changed unless the instructor certifies to the Registrar, in writing, that an error occurred or that the remediation results in a grade change; or the Dean certifies a change based upon an appeal.

In addition to the policies above, a student whose cumulative grade point average falls below 70(C) overall, a student who has an "F" in a clinical experience, or who fails to score a 70 or above on the post rotation exam on the second attempt is automatically placed on academic probation.

The record of each student on academic probation will be reviewed each block to evaluate the student's potential for continuance. At the end of the academic year, the Promotion Board may recommend promotion to the following year, repetition of the year just completed, repetition of a specific course or system, make-up examinations, summer courses, or dismissal. In general, students are not allowed to repeat an entire course more than once. On rare occasion the promotion board or Dean may allow a student to repeat a block or course more than once.

Academic Probation

Promotion Board for Students

The Associate Dean for Biomedical Academic and Research Affairs chairs the promotion board for years one and two. The Associate Dean for Clinical Academic and Research Affairs chairs the promotion board for years three and four. The Promotion Board for Student Progress is composed of the following voting members: the Associate Dean for Biomedical Academic and Research Affairs, the Associate Dean for Clinical Academic and Research Affairs, the Assistant Dean for Medical Education, the Assistant Vice President for Student Services, one primary care clinical faculty member, one specialty clinical faculty member, and one biomedical faculty member. Faculty members are appointed by the Dean. Non-voting members who attend are: the student class president as the student representative, the Registrar, the Director of Clinical Rotations (when about a clinically related failure), the Director of Financial Aid (on an "on-call" basis), the Course Director, and the Assistant to the Associate Dean for Biomedical Academic and Research Affairs as the secretary/recorder (for years one and two), or the assistant to the Associate Dean for Clinical Academic and Research Affairs.

The responsibility of the Promotion Board for Students is to assess academic progress of students toward an osteopathic medicine degree.

Procedures for calling and conducting a Promotion Board:

1. Promotion Board is held at the end of each block, after all grades have been determined by the Assistant Dean for Medical Education. The Assistant Dean for Medical Education (or the Dean in the case of COMLEX) will notify the appropriate Associate Dean if a student has:
   

   I.a. failed a course or rotation,
   
   I.b. attempted and has failed to remediate a course resulting in an F.
   
   I.c. has three or more D grades in any block.
   
   I.d. has a received a D or an F grade while the student has an outstanding F grade in any block.
   
   I.e. has failed COMLEX 1 and is not eligible to be promoted to the fourth year by the end of the third year, OR has not taken COMLEX 1 in the time frame required, OR has failed COMLEX 2 or PE and is not eligible to graduate.

2. The appropriate Associate Dean will then convene the Promotion Board.
   
   
3. At a Promotion Board Meeting, members/attendees have the following roles:
   
   

   III. a. The Associate Dean for Biomedical Academic and Research Affairs will report on the Academic Progress of the student(s) to be reviewed for years one and two and the Associate Dean for Clinical Academic and Research Affairs will report on the academic progress for years three and four.
   
   III. b. The Assistant Dean for Medical Education will report on assistance that the student has received or been offered, including but not limited to tutoring or advising.
   
   III.c. The Assistant Vice President for Student Services will report on documentation that the Office of Student Services may have which may be relevant to the student's academic progress. III.d. The Registrar will have the student's entire academic record available (course evaluations, performance assessments and the student's transcript) for the members to reference if needed.
   
   Note on "IP" and "D" and "F" grades: A student who earned a "D" initially is eligible to remediate the course will have the grade reported as In Progress ("IP") on his/her transcript until remediation is attempted and a new grade is issued. The Registrar will report current "IP" grades to the appropriate Associate Dean at the time the "IP" is assigned. Once an "IP" grade has been officially changed to a letter grade on the transcript, the Registrar will not retain a record of "IP' courses as part of the academic record. The appropriate Associate Dean, however, maintains a listing of previously satisfied D grades in courses and will report such to the Promotion Board for assessment of the student's academic performance and progress.
   
   Students who fail to remediate a “D” will have failed the course and receive an F. Students will also be given an F for any failed course . If a student is allowed to repeat a failed course, the F will be replaced by a new grade (if remediated successfully), however the word (remediated) will be reflected.
   
   The highest grade that can be given for a remediated course is a (70%) seventy percent.
   
   III.e. The Course Director for the course(s) failed will be present at a Promotion Board meeting to explain course procedures, grading, and to clarify any remediation processes for that course only. He/she and the student representative will not vote and will be excused prior to deliberations.

4. The promotion board following deliberations may make the following recommendations to the Dean:

   IV.a. Award of a satisfactory grade (70%) and promotion to the next block.
   
   IV.b. For students at risk for failing to make academic progress through: multiple D grades which require remediation to achieve a passing grade (this may include students who have or have not previously been placed on academic probation) the Promotion Board may address any of the following in its recommendation.

   IV.b.1. Whether to require further coursework or to have the student repeat or satisfactorily perform additional clinical rotations.
   
   IV.b.2. Place, not place, or extend the student on academic probation.
   
   IV.b.3. Specify a timeline or manner in which remediation must occur.
   
   IV.b.4. Make a determination for dismissal procedures or repeat of academic year.
   
   IV.b.5. Whether to require or suggest assessment for psychological/addition problems. Such testing will be at the student’s expense.

   IV.c. For students who are considered at risk and failing to make academic progress OR delayed in making academic progress through: one or more failed courses, multiple D grades requiring remediation totaling greater than 50% of the total contact hours in any block or cumulatively for that year, failure to remediate a D resulting in an F, failure to remediate a D in more than one course, or failure of two clinical rotations the Promotion Board may make one of the following recommendations:

   IV.c.1. Repeat of the failed course or courses with a D grade only, or
   
   IV c.2 Repeat of an entire academic year, or
   
   IV.c.3. Recommend a program that will delay promotion until progress has been made through a delayed program or suspension.

   IV.d. Dismissal of the student may be recommended by the Promotion Board when the student demonstrates that he/she is Unable to Make Academic Progress. This includes:

   IV.d.1. Multiple failing grades, more than one grade <65%.
   
   IV.d.2. One failing grade <65%, or more than one grade within the D range in courses within the first block.
   
   IV.d.3. Failing course grades, (one failing grade and a history of conditional grades within the D range) in two courses or greater, within one academic year.
   
   IV.d.4. Multiple conditional grades where a student repeatedly receives conditional grades in many blocks and the promotion board determines the student is not achieving the expected academic progress.
   
   IV.d.4. Failure of greater than two clinical rotations.
   
   IV.d.5. Failure and evidence that demonstrate cumulatively that the student is not gaining the appropriate knowledge and/or qualifications to become an osteopathic physician.

5. All students who fail a course will be placed on academic probation. Students who have a D, or who have an incomplete or in progress grade will not be placed on academic probation except when more than one course is involved and the Promotion Board identifies that student to be significantly at risk or delayed in making academic progress (see IV.b.).
   
6. Following a Promotion Board for Students, the appropriate Associate Dean will make the Promotion Board's recommendation to the Dean. The Dean will assure college policy has been followed and if policy has been followed or pending legal counsel consultation may choose to intervene or not to accept the recommendation of the Promotion Board.
   
7. The Associate Dean will also notify the student of the outcome of the Promotion Board meeting and any sanctions if applicable. Upon notification, the student may appeal the decision in writing to the Dean within seven calendar days of notification. The appeal should be based upon new and significant information. The Dean will normally reply in writing within seven working days of receiving the appeal. In the case of an appeal, the Dean's decision will be final.

Special Meetings of the Promotion Board

1. The Dean may call a meeting of the Promotion Board to determine placement of a student who has taken an approved extended leave, or has been on suspension to determine where the student will pick up in the curriculum and if “make-up” is needed.
2. The Dean or the appropriate Associate Dean may convene the Promotion Board to meet about a student who has taken an unplanned leave, been brought before the Honor Council or the Professional and Ethics Standards Board, or about a student who has been temporarily suspended prior to a hearing to determine if there are issues related to academic progress. If the student's academic progress will be affected, the Promotion Board will make appropriate recommendations to the Dean.

   Recommendations for special meetings of the Promotion Board may include but are not limited to those specified in IV.b. or IV.c. The Promotion Board will not make recommendations about behavioral infractions but may refer the issue to the Honor Council or Professional and Ethics Standards Board, if appropriate.

   Special meetings of the Promotion Board will be chaired by the appropriate Associate Dean and the role of voting and non-voting members will be the same as specified in item III. A course director will not be present at the meeting but a representative of the Honor Council, Professional and Ethics Standards Board or a similar representative may be invited to be in attendance to clarify issues related to the specific case being discussed.

Withdrawal/Leave Procedures

An involuntary withdrawal may result in a dismissal from the College.

Students on temporary suspensions less than six months are not dismissed, however are withdrawn from classes.

When the terms of a temporary suspension are not met and the period of suspension is greater than six months the withdrawal becomes a dismissal and is retroactive to the first date of the suspension.

All voluntary requests for withdrawal or extended leave are initiated through the Assistant Vice President for Student Services. The Dean, however, makes final decisions. Students who discontinue their education at VCOM for any reason are required to complete an Exit/Change of Status Form and to obtain appropriate clearances

1. Temporary Medical Leave — May be granted to students who have an approved medical reason. Temporary medical leave may last up to thirty days. For approved temporary medical leaves, when possible, the student will be given the opportunity to make up coursework within the academic year and stay with the current class.
2. Extended Medical — May be granted to students for leave no longer than six months who have an approved medical reason. For students who are determined to be in good academic standing the student may be required to repeat up to one academic year depending on where they are in the curriculum. The placement of the student will be determined by the appropriate Associate Dean or the Dean.
3. Medical Withdrawal — May be granted to students who have an approved medical reason exceeding six months. Students must apply for re-admission. The Admissions Committee will determine acceptance and the Associate Deans will determine advance placement for students who were in good academic standing at time of withdrawal. The Promotion Board must meet about all students who are not in good academic standing.
4. Military Withdrawal — May be granted to students whose military reserve obligations may require a period of absence from the academic program when they are called to extended active duty. Readmission is guaranteed pending proof of compliance with minimal technical standards and the Codes of Conduct (Honor Code and Professional and Ethical Behavior).
5. Personal Withdrawal — May be granted to students who wish to voluntarily leave VCOM for personal reasons and are in good standing. Students must submit a written request to the Assistant Vice President for Student Services. The Dean has final approval. Students withdrawing from VCOM who utilize personal withdrawal are not guaranteed re-admission.

Readmission will require documentation be submitted as determined by the nature of the withdrawal and any then current requirements. Failure to provide documentation in a timely manner could result in a guaranteed readmission becoming void.

Screening and Occupational Exposure of Students

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 universal precautions, having this information prior to such exposures can provide valuable information if the student does develop the disease. Again, this information should not be submitted to the college and is for the student's personal use only.

Attendance Policy

Professional Liability Insurance

Clinical Health Standards and Clinical Policies

The Associate Dean for Clinical Academic and Research Affairs is responsible for supervising and directing the clinical education of VCOM students. To fulfill this role, the Associate Dean for Clinical Academic and Research Affairs may delegate appropriate authority to Directors within the College. The Associate Dean for Clinical Academic and Research Affairs is responsible for decisions directly affecting the educational experience of the students within the clinical site. The Associate Dean for Clinical Academic and Research Affairs has the authority to evaluate, establish, and arrange for clinical rotations at hospitals/clinics that he/she believes are of high quality, and to make decisions relative to preceptors, services, academic issues, and behavioral issues that occur. Decisions will be made to maximize the educational experience of the student. Other factors that may be considered in such decisions include personality conflicts, availability of staff, hospital census, or any other factor that impacts medical education. The Associate Dean for Clinical Academic and Research Affairs may require attendance at scheduled conferences and presentations, writing of papers, case presentation and other appropriate activities. In short, the Associate Dean for Clinical Academic and Research Affairs has the authority and responsibility to enforce the academic policy of the College at the clinical sites. In the event that a student does not abide by the decisions of the Associate Dean for Clinical Academic and Research Affairs, further procedures may be initiated as defined by the College Catalog and/or Student Policy and Procedures Handbook.

The Associate Dean for Clinical Academic and Research Affairs is responsible for providing biannual progress reports to VCOM on third-year and fourth-year student performance at the clinical sites. This individual written report will include an assessment of the student's strengths and weaknesses in regard to clinical training. Both cognitive skills and non-cognitive issues will be addressed. This evaluation will be reviewed with the student in person and will be based on evaluation forms, log sheets, and a personal interview with the student. Information in this report may be included in the VCOM Dean's Letter of Recommendation for the student.

The Associate Dean for Clinical Academic and Research Affairs shall have authority to initiate interim temporary suspension or an immediate medical leave for VCOM students. If the Associate Dean for Clinical Academic and Research Affairs determines that a student may constitute a threat to his/her own welfare or that of fellow students, staff, or patients, he/she may suspend the student or place the student on medical leave effective immediately. Once placed on leave or suspended, the student is no longer covered by College 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 the following:

• Substance abuse (alcohol & other drugs).
• Medical or psychological illnesses.
• Suspected illegal behavior.
• Suspected physical, sexual, or emotional abuse.

The power of the Associate Dean for Clinical Academic and Research Affairs 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 will be notification of the Dean as to the need for such a hearing.

If a student fails a clinical rotation, the Associate Dean for Clinical Academic and Research Affairs will interview both student and preceptor and make a written record of the interview. The Associate Dean for Clinical Academic and Research Affairs also will make a recommendation to the Student Promotion Board concerning the student's failure based on overall performance and overall knowledge content that was gained (or missed). This recommendation is non-binding. The Promotion Board makes the final decision.

Additional policies and protocols affecting students in Clinical Rotations will be updated and distributed annually to students.

VCOM College Catalog and Student Policies and Procedures Handbook - Subject to Change.

VCOM reserves the right to change any information on this website, in the VCOM Catalog and in the Student Policies and Procedures Handbook with appropriate notification of students.

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