Committee on Student Progress (CSP)

Committee on Student Progress Policies and Procedures

1.1 The CSP is composed of eight (8) members. The Associate Dean for Predoctoral Education (ADPreE), the Associate Dean for Postdoctoral Education (ADPostE), and the Director of Student Affairs (DSA) shall be members with vote. In addition, the dean shall appoint five (5) faculty members including at least two (2) from the basic sciences and two (2) from clinical departments. Appointments shall be made in accord with the by-laws of the faculty of the Ohio University Heritage College of Osteopathic Medicine (OU-HCOM).

1.2 The CSP shall be chaired by a faculty member appointed from the Committee membership by the dean. The DSA will serve as secretary for the CSP and will be responsible for minutes, all records, and most correspondence with the student. Vice chair will be selected by the chair at the beginning of the term.

1.3 The CSP chair may invite to CSP meetings other college faculty or administrative personnel for the purpose of providing additional information helpful to the work of the CSP. These individuals shall be without vote and will be present only during the portion of the meeting requiring their perspective. These individuals will not be present when a vote is taken.

2.1 The CSP shall review and evaluate the overall achievement and performance records of students pursuing the D.O. degree for purposes of promotion, graduation, program alteration, remediation, retention, repetition, and dismissal.

2.2 The CSP sees as an integral part of its role the encouragement of high-quality performance by all students. To this end, at its discretion, the CSP may recommend to the dean or other appropriate individuals or groups, students deemed deserving of recognition of meritorious performance related to their medical education.

2.3 The CSP, after its review of a student’s record, may recommend one of the following: to permit the student to proceed through the curriculum; to dismiss the student; to extend, shorten, or otherwise alter the student’s course of study.

2.4 The CSP will issue, through the appropriate channels, communications pertaining to a student’s academic standing.

2.5 Decisions of the CSP will be communicated by the chair or the DSS to the dean for review. Upon the dean’s approval, the CSP decision becomes an action of OU-HCOM.

2.6 The CSP shall review non-routine requests for access to individual student files (those requests outside of standard letters of recommendation) and make recommendations to the Dean concerning access in accordance with federal law and University policy concerning student records.

2.7 Policies and procedures necessary to carry out its responsibilities shall be formulated by the CSP. In accomplishing its tasks, the CSP may assume the additional responsibility for review and evaluation of procedures used to determine the achievement and performance of students in the OU-HCOM.

2.8 Procedures of the Committee

2.8.1 The meeting agenda will be set and schedules prepared by the chair, or, in the chair’s absence, by the vice chair. Meetings may also be scheduled upon the written request of any three CSP members to the chair or vice chair. A quorum shall consist of simple majority of the duly constituted voting membership. Minutes of CSP meetings will be kept by the vice chair and secretary and will be presented before each subsequent meeting for review and acceptance. All matters submitted to vote (excepting Section 13 provision) will be decided by a simple majority of those who vote. In situations where the timeliness of the CSP’s decisions is critical and a quorum does not exist, the recommendations to the dean will reflect this.

2.8.2 CSP meetings are not open to non-members except by action of the Committee and in accordance with University policy. However, during discussion of specific cases, individual students and/or faculty may be invited to be present to ask or to answer questions.

2.8.3 A mail vote may be substituted for a meeting for situations requiring a quick response.

3.1 Violation of Ohio University Student Code of Conduct

Upon matriculation to the Heritage College of Osteopathic Medicine, all OU-HCOM students become members of Ohio University and are given copies of the Ohio University Student Code of Conduct (see Community Expectations). Alleged violations of the general policies of this Code, including appeal, will be handled by the Director of University Judiciaries in accordance with Ohio University Student Code of Conduct Procedures as detailed in the Ohio University Student Code of Conduct.

The Director of University Judiciaries will notify the Dean of OU-HCOM when a medical student is charged with a violation(s) of the general policies of the Ohio University Student Code of Conduct and of the disposition of the charge(s) when decided.

In cases where the alleged conduct of a medical student appears to be in violation of both the professional standards of OU-HCOM and the Ohio University Student Code of Conduct, a decision whether to handle the alleged misconduct through the general university judicial system, the College, or both will be reached jointly by the Dean of OU-HCOM and the Director of University Judiciaries.

3.2 Violations of Professional Standards of OU-HCOM

3.2.1 Circumstances of Imminent Danger. Any time the actions of a medical student pose a threat of imminent danger due to an alleged violation(s) of professional standards, the Dean of OU-HCOM may immediately suspend the student from any and all activities of OU-HCOM as well as the property controlled by OU-HCOM pending a prompt hearing. Hearings under these circumstances will be conducted in accordance with the hearing and appeal procedures contained herein.

3.2.2 Circumstances of Non-Imminent Danger. A medical student accused of violating the professional standards of OU-HCOM will be scheduled a procedural interview with the Director of University Judiciaries through that office at the time the accused medical student is notified in writing by the OU-HCOM Office of Student Affairs of the alleged violation(s). Written notification will include:

1. A letter from the OU-HCOM CSP on Student Progress which includes procedures and options open to the accused medical student;

2. A copy of the referral notice which includes facts, circumstances and all documentation pertaining to the alleged violation(s); and

3. A copy of the "Medical Students’ Rights and Options Guide".

The purpose of the procedural interview is to provide the accused medical student with an opportunity to discuss the facts and circumstances which led to the referral. The Director of University Judiciaries will clarify the rights and options available, as well as describe potential outcomes for the violation in question.

The accused medical student will be scheduled by the OU-HCOM Director of Student Affairs to appear before a Professional Standards Hearing Committee (See Section 3.3), a subcommittee of the Committee on Student Progress. A date to appear for a hearing before the Professional Standards Hearing Committee will be determined within three working days of the conclusion of the procedural interview, or as otherwise arranged by OU-HCOM and the medical student.

The Professional Standards Hearing Committee will decide whether or not the accused medical student violated the professional standards of the College. If a violation is found, the Hearing Committee will recommend to the Dean of OU-HCOM a course of action up to and including dismissal of the student from the College.

3.3 The OU-HCOM Professional Standards Hearing Committee and Procedures

The Chairperson of CSP will appoint a Professional Standards Hearing Committee each year at the time College committee appointments are made. The Committee will be charged with hearing cases of alleged violations of professional standards by medical students. A Professional Standards Hearing Committee will be composed of three (3) members of the Committee on Student Progress. Training of the members of the Professional Standards Hearing Committee will be the joint responsibility of OU-HCOM, University Judiciaries, and the Office of Legal Affairs.

As noted above, OU-HCOM students alleged of violating professional standards will appear before the Professional Standards Hearing Committee. This meeting will be scheduled no later than three working days after the procedural interview with the Director of Judiciaries or as otherwise arranged by OU-HCOM and the medical student. If an accused medical student fails to appear at a scheduled hearing and his/her absence is not excused, the Professional Standards Hearing Committee may proceed in hearing the case without the student. Hearings may be rescheduled by the Chairperson of the Hearing Committee.

The presiding officer, who will normally be the Chairperson of the Professional Standards Hearing Committee, will assure an orderly hearing process so that fairness and due process are observed. Hearings are closed to the public unless specifically requested to be open by the accused student. However, the presiding officer reserves the right to exclude persons from the hearing if they are disruptive, or to postpone the hearing because of disruptive behavior of participants or observers.

The following represent general operating guidelines:

1. The presiding officer will inform the accused medical student of the professional standard(s) allegedly violated, the policies and procedures for the hearing, including the right to speak or not to speak on his/her behalf and to question persons who testify against him/her. The right to remain silent will not be used against the accused medical student.

2. The presiding officer will ask each member of the Hearing Committee to introduce him/herself and state his/her College affiliation. At any time before or during the hearing, the accused medical student or the complainant may ask for the removal of any member of the Hearing Committee, except for the presiding officer, by showing written or verbal evidence of bias on the part of any member. The presiding officer will decide whether the charge of bias is valid. If bias is shown, the presiding officer will excuse the member. Upon a charge of bias on the part of the presiding officer, immediately before or during a hearing, the chairperson of the CSP shall decide whether a charge of bias is valid. If bias is shown, the chairperson will excuse the presiding officer. The chairperson of the CSP may take the place of the presiding officer or may appoint another member of the Hearing Committee as presiding officer.

3. The accused medical student shall have the right to be assisted by an advisor of his/her choice, who must be a member of the university community (administrative official, faculty member, or student). The advisor, upon the request of the student, may (a) advise and assist the student in the preparation and presentation of his or her defense; (b) accompany the student to all disciplinary hearings; and (c) advise and assist the student in the preparation and presentation of appeals.

4. Ordinarily, an accused medical student is not permitted to be accompanied to the hearing by an attorney. However, specific guidelines governing the role of attorneys or law-trained advisors IN HEARINGS IN WHICH THERE ARE CRIMINAL CHARGES PENDING OR LIKELY TO BE PENDING CRIMINAL CHARGES are available from the Director of University Judiciaries. Should an accused medical student want his/her attorney present in such a hearing, prior arrangements and agreement with these guidelines must be established with the Director of University Judiciaries.

5. The accused medical student will be given the opportunity to admit or deny the charge(s).

6. The presiding officer will inform the Hearing Committee of its obligation to decide whether the accused medical student’s actions violated the professional standards of OU-HCOM, and, if so, the course of action to be recommended.

7. The complainant and the accused medical student will present statements concerning the alleged violation. The accused medical student, the complainant, and members of the Hearing Committee may examine all written material and question all witnesses.

8. After all statements have been presented, the complainant and the accused student, in that order, will summarize their positions. The Hearing Committee will then go into a closed session to make its decision. The Hearing Committee will determine by majority vote from the weight and credibility of the statements and evidence presented whether the accused medical student has violated the professional standards of the College. The presiding officer will inform the accused medical student of the Hearing Committee’s decision. In the case of a tie vote, the Chairperson of the CSP will schedule a new hearing.

9. If the Hearing Committee finds the accused medical student has violated the professional standards of the College, the student will be given an opportunity, prior to the Hearing Committee making a decision about a course of action to address the violation, to present written and/or oral statements by character witnesses. The complainant may rebut any statements and may present an oral or written statement about the impact of the violation(s) of the accused medical student. The Hearing Committee will also consider the following:

a. The statements presented at the hearing;

b. Prior record of the medical student;

c. Case precedent;

d. The guidelines as detailed by the presiding officer.

10. The presiding officer will inform the student of the Hearing Committee’s recommendation to the Dean. Normally, the Hearing Committee’s recommendation will be the decision. The Dean is charged to review the record of the hearing resulting in the recommended decision. The Dean may impose a different sanction for cause. The Dean will notify the student, in writing, of his/her decision.

3.4 Process of Appeal of Hearing Committee’s Decision

3.4.1 College Appeals Committee

The accused medical student and the complainant have the right to file a written appeal to a College Appeal Committee within three working days of the written notification of a decision. A College Appeal Committee shall be composed of a medical student, a member of the College faculty and the Director of University Judiciaries. The OU-HCOM members shall be appointed by the Chair of the CSP.

Appeals may be filed for the following reasons:

a. Inappropriate disposition; and

b. Procedural defect in the original hearing and/or the presence of new evidence.

The College Appeal Committee, meeting in closed session within a reasonable period of time, will either grant or deny the appeal by majority vote. If the appeal is granted, the disposition of the case may be changed or a new hearing ordered. If the appeal is granted because of new evidence, the only remedy available is a new hearing.

a. In considering a change of disposition by reducing or increasing it, the College Appeal Committee will do so only in the clear abuse of discretion by the Professional Standards Hearing Committee.

b. In considering appeals because of a defect in procedure, the College Appeal Committee will be limited to ordering a new hearing to the extent that in their judgment a defect in the original hearing is found which was sufficiently substantial to have changed the outcome in a significant manner.

c. In considering the original evidence presented at a hearing in light of alleged new evidence the College Appeal Committee will order a new hearing only if the new evidence is of such a nature as to change the outcome of the original hearing.

The person filing the appeal will be notified by the DSS in writing of the decision within three working days of the conclusion of the College Appeal Committee meeting.

3.4.2 Appeal to the Director of Legal Affairs

Normally, the decision of the College Appeal Committee is final. However, under extremely unusual circumstances, the accused medical student and/or the complainant may request the Director of Legal Affairs to review a decision.

An appeal to the Director of Legal Affairs must be presented to that office in writing with all supporting documents within three working days of the formal notification of the decision of the College Appeal Committee. Appeals to the Director of Legal Affairs may be filed for the following reasons:

a. Inappropriate disposition; and

b. Procedural defect in the original hearing and/or the presence of new evidence.

The Director may change the decision, order a new hearing, or sustain the decision of the College Appeal Committee.

a. In considering the change of sanction, the Director will do so only if there is evidence of abuse of discretion by the College Appeal Committee.

b. In considering a defect in procedure, the Director may order a new hearing, if in the Director’s judgment, a defect in the original hearing is found which was sufficient to have changed the outcome.

c. In considering alleged new evidence, the Director will order a new hearing only if the new evidence is of such a nature as to possibly change the outcome of the original hearing.

The result of a hearing ordered by the Director may be appealed as detailed in Appeal process above. The decision of the Director to change a disposition is final.

4.1 A practicing osteopathic physician requires specialized physical and perceptual levels of function not typical of many professions. These functions are outlined in the Health and Technical Standards for Admission and Graduation document and acknowledged by applicants at the time of admission. In osteopathic medicine, the integrity of the neuromuscular system and coordinating systems are significant aspects of diagnosis and treatment. In recognition of Ohio University’s commitment to Affirmative Action and the rights of disabled persons as osteopathic students, the OU-HCOM has designated the CSP as a responsible body to determine whether or not accommodations can be made to allow for the education of disabled persons. In response to a request for accommodation, the CSP will follow the policy outlined in Appendix 2.

5.1 For all courses throughout all Phases of the curriculum, the OU-HCOM will employ a grading scale with Credit (CR), Progress (PR), and Fail (F).

5.2 A grade of CR will be awarded to students who have successfully met all specified academic requirements for an OU-HCOM course. The CR grade shall also be given for courses waived.

5.3 An F (failure) grade indicates an overall failure to demonstrate achievement of the specified level of competence determined by the instructor of record for a particular course as outlined in the syllabus. This grade is assigned to a student who, after completing all required work and undergoing evaluation as described in the course guidelines, has not performed up to standards defined as minimal by the course coordinator. Change of an F to a passing grade requires either successful performance on a re-examination, or else repetition of the entire course, or a remediation course.

5.4 The PR (progress) grade may be used to defer award of a permanent grade pending successful remediation of selected areas of unsatisfactory or marginal performance. A PR indicates deficiencies in an identifiable subsection of a course in which successful completion of all such subsections is required for passing. Change of a PR to a CR grade requires reexamination and/or additional work only in the subsections of the course in which the deficiencies exist. Failure to remediate a PR will result in an F for the course.

5.5 Use of the grades listed in 5.1 may be postponed by use of the I (Incomplete) grade. An Incomplete (I) indicates that a student has made progress in a course, but has been unable to finish certain required work for issuance of a CR grade. At the end of the sixth week of the next regularly scheduled academic quarter immediately following the quarter in which the I symbol was issued, the I symbol automatically will convert to an F grade, unless the instructor has either issued a final grade or requested an extension of the six week time limit. The time limit extension cannot extend further than the end point of that current quarter. All I symbols must be removed prior to graduation.

5.6 A T (transfer) indicates accepted courses on a transfer student's transcript.

6.1 The Instructor of Record of each OU-HCOM course will assure that the course syllabus, provided to all students at the beginning of the course, clearly describes all performance standards and the means of measurements to determine competency in a total course and in any portion of a course that provides a measurable part of the total grade. The final grade in a course will be determined by the Instructor of Record.

6.2 Professional performance will be considered part of the course grade where such standards are incorporated into the evaluation process. When such expectations are part of the course objectives, the course syllabus will contain a clear statement describing methods to be employed to evaluate such professional performance, as well as how such an evaluation will be incorporated into the course grade.

6.3 It is required that each student PASS or receives a CR or T for all courses. Failure to reach the established competency level for a particular course will result in the issuance of an F, I, or PR grade for the course.

6.4 Students performing clinical rotations, including family practice clerkship, receive evaluations of Passing, Marginal and Failing. The CSP will meet with all students who receive one failing or two marginal evaluations. These evaluations are used to assign a final grade for the course.

6.4.1 Students on clinical rotations, including family practice clerkship, may be required to meet with the CSP when referred by a CORE assistant dean, or other appropriate person. In this case, a documented pattern of less than satisfactory performance, even if not reflected by marginal or failing evaluations, will be reviewed and recommendations will be made to the dean toward resolution of the problem.

6.5 Reassessment Policy for the CPC

The goals of OU-HCOM are to graduate students who have met college admission and academic requirements and assure the Ohio General Assembly and Ohio Board of Regents that Ohio University graduates are competent osteopathic physicians. The faculty, staff, and administration are committed to providing the academic support necessary to help students successfully meet the institution's academic standards and to insure the citizens of the state of Ohio of the quality of graduating physicians. The following precepts underlie this commitment.

Some purposes of assessment tools (exams) are:

• to ensure that every student has achieved the curricular objectives for all the courses/blocks in which they are enrolled;
   
• to identify any deficiencies that a student needs to address;
   
• to enhance the learning process; and,
   
• to provide benchmarks demonstrating that students are progressing satisfactorily through the curriculum

Ultimately, responsibility for meeting course/block requirements rests with the student and the responsibility of certifying student competency rests with the faculty. However, some students may indeed have mastered more objectives than his/her performance on the exam would suggest. Therefore students may be afforded more than one opportunity to demonstrate proficiency. Students vary in their backgrounds, learning styles, talents, and strengths. Some students require more support, guidance, and individual attention to their academic needs than others in order to progress through our academic program. Therefore, reasonable additional time and effort is provided by OU-HCOM to these students to assist them in demonstrating proficiency.

6.5.1 Early Intervention

Acting in an advocacy role with students, the Committee on Student Progress (CSP) is committed to early intervention when a student is experiencing academic difficulty. Students who (1) receive a grade two standard deviations below the mean on a block or content exam; or (2) are identified by a course coordinator as showing significant academic deficit, are encouraged to meet within 14 calendar days after grades are posted with the CSP, or the CSP Chair or designee, to discuss plans for addressing the problems which inhibit satisfactory performance. The student will be asked to meet with the Learning Specialist and/or other appropriate Student Affairs staff to generate a plan for assessment of needed skills and program to attain academic success. The plan will be submitted to the CSP Chair or designee for review.

6.6 Reassessment Procedures

6.6.1 In the event of failure to meet the published standards of a course/block, a student who has been assigned a grade of “PR” may be given an additional opportunity to demonstrate mastery of the objectives by the course coordinator via a second assessment, an exam comparable to the original in scope and content. This is limited by 6.6.3 below. The CSP, in consultation with the Course Coordinator, sets specific reassessment dates for each course/block. The dates are published at the beginning of the academic year and quarter for each course. All changes to these published dates must be approved by the CSP. The goal of the Committee, where feasible, is to accomplish reassessments within two weeks of the beginning of the quarter.

6.6.2 Second Assessment performance:

A. If the student meets the criteria for passing established by the course coordinator on the second assessment, s/he is awarded a grade of "CR" for the course.

B. Failure in this second assessment of the course material represents an academic deficit. Any student who fails this second assessment will meet with CSP, in consultation with the course coordinator(s), for consideration of the appropriate intervention including, but not limited to, one of the following:

• Repeating the academic year, or
   
• Dismissal.
   
• Under very extenuating circumstances the course coordinator, in consultation with the CSP, may consider the option of further assessment. The form of remediation and /or reassessment, if allowed, would be determined by the course coordinator with assessment dates set by the CSP, in consultation with the course coordinator. Such remediation and /or reassessment for more than one course is not deemed a viable option. It represents too large an academic deficit.

Scheduling such an exam, if deemed an option:

Year 1 Students – Summer remediation and /or reassessment option

Year 2 Students - may not be permitted to take Part 1 of National Boards (a required benchmark) in order to prepare for reassessment before beginning Summer Year 3. They may be permitted to take Part 1 of National Boards in the Fall of Year 3 with successful completion of Year 2 and Summer Year 3.

If the student meets the criteria for passing established by the course coordinator on the summer assessment, s/he is awarded a grade of "CR" for the course.

Given failure, the CSP will evaluate appropriate intervention including, but not limited to, one of the following:

• Repeating the academic year, or
   
• Dismissal

6.6.3 Any student who is awarded a grade of "PR" in two or more courses within an academic year will meet with CSP, in consultation with the course coordinator(s), for consideration of the appropriate intervention including, but not limited to, one of the following:

• Proceeding through the remainder of the year with an opportunity for reassessment if approved by the course coordinators of the courses in which the multiple “PR” grades occurred
   
• Repeating the academic year, or
   
• Dismissal

6.7 Appeal of Dismissal

6.7.1 A student may appeal dismissal by following the protocol described in Section 7. A written appeal to the CSP must be submitted prior to the appearance before the Committee and within ten working days of the end of the quarter in which the student was automatically dismissed according to the Competency Levels covered in this section.

6.7.2 Readmission after Dismissal. If after periods of non-enrollment a dismissed student requests readmission, he/she must put the request in writing to the DSS. The request will be handled as outlined in Section 7.

7.1 The student is encouraged to describe to the DSS in writing prior to the meeting the reason(s) for failure or and any attempts to resolve the problem(s). Specifically, the student should address, but not be limited to, the following questions:

• When did the problem(s) begin?
   
• Is it the first time for the problem(s)?
   
• Did the student seek help? If so from whom?
   
• What could have been done to prevent the problem(s)?
   
• What solutions does the student propose to address the problem(s)?

Any available professional documentation of the problem(s) should be provided.

7.2 The student is encouraged to read the CSP Guidelines in preparation for the meeting.

7.3 The student may be accompanied by anyone of the student’s choice knowledgeable about the student’s academic/personal situation excluding an attorney. Exception to this is outlined in Section 3, Item 4.

7.4 At the conclusion of the discussion, the chair will advise the student that the CSP’s recommendation will be forwarded to the dean and the dean’s decision will be made available to the student, generally within ten (10) working days.

7.5 The CSP may request a meeting with the student, and a student may request a meeting with the CSP, for other reasons not mentioned above. The DSS will be responsible for notifying the student at least ten (10) working days prior to the meeting the reasons for, date of, and time of the meeting. In the case of a student-generated request to meet with the CSP, the student should make the request at least 10 days before the next scheduled meeting. The CSP chair will decide when the CSP can meet with the student based on the current meeting schedule and the CSP’s tasks.

7.6 If the dean approves a CSP recommendation to uphold a dismissal, initiate a dismissal, or alter the content or time sequence of the established program, the following shall occur:

7.6.1 The student will be notified in writing of the recommendation. In the case of curricular alteration, the letter will specifically address the CSP’s concern about the student’s academic performance and suggest means by which the student may obtain any necessary help in meeting the curricular goals. In addition, the letter should describe the consequences of any future deficiencies on his/her academic record.

7.6.2 After receipt of the written statement, the student shall have a maximum of ten (10) working days to appeal to the dean of the OU-COM, as prescribed in Section 12: Appeals Procedure.

8.1 Progress Through Years

8.1.1 A student in the four-year curriculum will ordinarily progress to each successive year upon completion of all course work for the previous years.

8.1.2 All outstanding deficiencies (PR) grades in Year 2 must be remediated before completion of Year 3 Summer courses in order to receive credit for Year 3 Summer. If a student does not successfully complete Year 2 remediations during the summer, the student is dismissed. This is limited by Section 8.3 and 6.6.1.

8.1.3 No student shall progress to Family Medicine Clerkship without successful completion of Summer Year 3.

8.1.4 No student shall progress to Year 4 without successful completion of Year 3.

8.1.5 No student with an unremediated F, I, PR grade or marginal or failing evaluation on clinical evaluations can be recommended for the D.O. degree.

8.2 COMLEX Requirements for all OU-HCOM Students

Students are required to pass COMLEX Level 1 CE, COMLEX Level 2 CE and COMLEX Level 2 PE of the National Board of Osteopathic Examiners (NBOME) in order to graduate from the Ohio University Heritage College of Osteopathic Medicine.

All eligible students will be required to take COMLEX 1 CE by the beginning of the first (summer) quarter of their third year. If a student is unable to take the exam prior to the beginning of that quarter, he/she must write a letter to the appropriate curriculum director to request approval for the delay.

If a student fails the initial exam, he/she may continue with classes, but is required to meet with the OU-HCOM Learning Specialist to set up a board preparation program and is required to retake the exam by the end of October of his/her third year. He/she will be allowed to participate in clinical rotations while preparing for retaking the boards.

If the student fails the exam again, he/she may continue with clinical rotations.  However, the student is required to meet with his or her CORE Assistant Dean and CORE Administrator to set up a remediation/board preparation proposal.  This proposal may include a change in his or her scheduled rotations.  This proposal must be submitted to the Associate Dean for Pre-Doctoral Education and the Committee on Student Progress.  If a student fails COMLEX Level 1 CE for the third time, he/she must appear before the Committee on Student Progress for further review and disposition.

All 4th year students are encouraged to take COMLEX Level 2 CE no later than January of the 4^th year.  If a student fails the initial COMLEX Level 2 CE, he/she is required to meet with the CORE Assistant Dean and CORE Administrator to set up a remediation/board preparation program.  By NBOME policy, students cannot retake the exam earlier than 60 days from the date of the last failed exam.  If a student fails COMLEX Level 2 CE for the third time, he/she must appear before the Committee on Student Progress for further review and disposition.

The COMLEX Level 2 PE should be passed by the end of February of the graduating year in order to receive the D.O. degree.  By NBOME policy, students cannot retake the PE earlier than 90 days from the date of the last failed exam.  If a student fails the initial COMLEX Level 2 PE, he/she is required to meet with the CORE Assistant Dean and CORE Administrator to set up a remediation/board preparation program.  If a student fails COMLEX Level 2 PE for the third time, he/she must appear before the Committee on Student Progress for further review and disposition.

If the Office of Student Affairs has not received notification that a student has passed COMLEX Level 2 CE and COMLEX Level 2 PE in time to clear that student for graduation (usually one week prior to graduation) that student may participate in graduation ceremonies but will not receive a diploma until all graduation requirements are complete. 

If a student fails to pass either the COMLEX Level 1 CE, Level 2 CE or Level 2 PE after three attempts, the Committee on Student Progress may recommend the student’s dismissal from OU-HCOM.

8.3 Time limits for Student Progress: Completion of Curriculum and Degree.

These principles apply to all students.

8.3.1 No student shall take longer than three years to complete the first two years including time for illness and leaves of absence.

8.3.2 No student shall take longer than three years to complete the final two years of the medical curriculum including times for illness and leaves of absence.

8.3.3 No student shall take longer than a total of 6 years to complete the requirements for the D.O. degree.

9.1 Withdrawal from Course(s):

If, after consultation with the instructor of record , there is agreement that it is in the best interest of the student to withdraw from a course(s), the student may petition the CSP to withdraw by submitting a written request through the DSS. The request should be accompanied by written support of the instructor(s). The student must continue participating in the course until the request is approved. A student may withdraw from a course(s) as part of the approval of an IEP request.

9.2 Withdrawal from the college:

Students wishing to withdraw from the college must submit their intention and date of withdrawal in writing to the DSS, who will then notify the dean. The DSS will acknowledge the withdrawal in writing to the student and follow-up with any remaining procedural issues.

9.3 Leave of Absence

9.3.1 Under exceptional circumstances, a student may be granted a leave of absence from the college, with the opportunity for readmission at a specified later date. Written requests for leaves of absence are to be submitted to the CSP. Following appropriate consultation with instructors and/or college administrative personnel, as well as consideration of any documentation, the CSP will decide whether to recommend the leave.

9.3.2 Under exceptional circumstances, the CSP may recommend that a student take a leave of absence from the college, with the opportunity for admission at a specified later date.

10.1 In those instances in which a student’s previous course work and/or experience has provided a body of knowledge equivalent to an OU-HCOM course, the student may submit to the CSP a written request for waiver examination no later than thirty (30) days before the beginning of the quarter during which the course is offered. Consideration will be given to the student’s academic history and the course coordinator’s opinion in making a recommendation. Waiver exams will be given no later than the end of the first week of the quarter in which the course is to be taught. The level of competence required to secure a waiver shall be determined by the course coordinator of each course, who shall construct and grade the waiver examination.

10.2 Requests to have equivalents of course requirements accepted in lieu of a written waiver examination, must be submitted to the CSP 30 days before the beginning of the quarter for which the request is being made. The ADC will consult with the course coordinator for recommendation to the CSP . Approval, if given, must be accompanied by a written explanation of the rationale.

10.3 Successful waivers, by examination or equivalence, require the student to register and pay tuition for the course(s) waived. A grade of CR will be recorded in the official transcript.

10.4 Students who wish to appeal the results of a waiver examination must enroll for the course in question, but may file a written appeal. See Section 12 on Appeal of Grades.

11.1 OU-HCOM policy requires applicants for admission who have been enrolled in other medical schools to be considered for admission by the Student Selection Advisory Committee. If found to be eligible for admission by the Committee and approved by the dean of the college, the applicant will be referred to the ADC for determination of what, if any, advanced standing may be awarded.

11.2 After a comparison study of the curriculum of the previous school of enrollment and that of OU-HCOM, and considering the applicant’s academic record at his/her previous school, the ADC will determine what course(s) may be accepted for transfer to the official transcript as grades of T. The ADC will determine what courses, or subsections of courses, the applicant must make up or repeat as a condition of matriculation. The ADC will forward his/her recommendations to the CSP for review and recommendation to the dean.

11.3 The CSP may require oral or written examination of applicants in any or all courses prior to approval of transfer credit.

11.4 Course(s) accepted for transfer to the official transcript will be recorded as grades of T.

11.5 The transfer credit to be granted and the make-up requirements will be stipulated to the applicant in writing prior to matriculation as a condition of admission.

11.6 The applicant must submit, in writing, his/her acceptance of admission and all conditions stipulated by the CSP, together with appropriate fees and/or advance deposits, before the admission can be considered final.

12.1 Appeal of dean’s decisions

12.1.1 A decision made by the dean based on a recommendation from the CSP may be appealed. The written appeal must be submitted directly to the dean within fifteen (15) days of the letter’s date describing the decision and must document:

• what is being appealed
   
• a rationale to support a change in or withdrawal of the decision
   
• suggested alternative options

12.1.2 The dean will meet with the student and consult with the appropriate resource personnel within a reasonable period of time from receipt of the appeal before making the decision to accept, reject, modify, or request the CSP to reconsider its recommendation. The student will be notified of the decision within a reasonable period of time.

12.1.3 If the dean requests the CSP to reconsider its decision, he/she will provide CSP with specific reasons for this request. Within ten (10) working days of receiving the request, the Committee will meet and respond to the dean with either a confirmation of its original decision or a new recommendation.

12.1.4 Within a reasonable period of time, the dean may accept the recommendation of the CSP or offer an alternative determination which will be the final decision for the appeal.

12.1.5 After exhausting this appeal procedure, the student may pursue the college grievance procedures.

12.2 Grade Appeals Procedures

12.2.1 For all classes/courses taken at OU-HCOM, the instructor of record/course coordinator for a class has full responsibility for assessing student performance and assigning grades to students enrolled in the class, subject to the appeal process described in this section. It is understood that, except in cases involving charges of academic dishonesty, the burden of proof for the validity of a request for a grade change must rest with the student. Time frames for responses from faculty and administration are included as guidelines under normal circumstances.

12.2.2 A student wishing to appeal an assigned course grade must do so by initiating, no later than 5 working days after the beginning of the quarter following the one in which the grade was assigned, whether enrolled or not, the following procedure:

12.2.2.1 The student must make a concerted effort to resolve any disagreements by

a) detailing concerns in writing to the instructor of record/course coordinator, and

b) discussing the issue with the instructor/coordinator.

12.2.2.2 The instructor must respond in writing to the student’s written concerns within 5 working days of the discussion with the student.

12.2.2.3 If these efforts fail to provide a satisfactory resolution, the student must, within 5 working days of receiving the written response from the instructor, appeal in writing to the ADC, or the ADACE in cases in which the ADC is course coordinator. The appeal must be accompanied by copies of the correspondence between the student and the instructor. The ADC will, within 10 working days after receipt of the student's appeal, notify the student of his/her assessment of the sufficiency of evidence and any further action to be taken.

12.2.2.4 If the ADC believes there is justification for further investigation, he/she will appoint a five-member panel, consisting of representation from the basic science faculty, the clinical faculty, and the student leadership, to review the appeal. The ADC will designate a faculty chair for this panel. Normally it will take 10 working days, from the time the ADC notifies the student of the decision, for the panel to convene and decide.

12.2.2.5 After a review of the facts, if the panel finds there is insufficient reason to change the grade, the appeal process is completed. If the panel finds there is sufficient reason to change the grade, the panel will decide what the resulting grade will be and communicate that decision to the ADC who will notify the registrar by signing the grade change form.

12.2.2.6 If the ADC finds that the issue does not warrant a panel's review and that the grade should stand as assigned, he/she will so inform the student within 10 working days of the receipt of the written appeal by the student. The student may appeal this decision to the dean in writing within 5 working days of receiving the written response from the ADC.

12.2.2.7 If the dean finds insufficient evidence to warrant a change of the grade, the appeal process is completed. If the dean finds sufficient evidence to investigate further, he/she will call a new 5-member panel, consisting of representation from the basic science faculty, the clinical faculty, and the student leadership to review the appeal. The dean will designate a faculty chair for the panel. Normally it will take 10 working days from the point the dean notifies the student of the decision for the panel to convene and decide. If the panel finds sufficient evidence to warrant a change of grade, it is empowered to proceed to change the grade by having the chair notify the registrar by signing the grade change form.

13.1 The policies and procedures of the CSP must be responsive to the growth and change of the college and its instructional programs. At the same time, the CSP must maintain stable structure and organizational clarity. To that end, revisions will occur as follows:

13.1.1 All revisions must be approved by absolute majority vote of the CSP and submitted to the dean for approval. Such changes are effective immediately on approval by the dean.

13.1.2 Any CSP member may propose revisions by submitting them in writing to the chair. Any non-Committee member may propose revisions or additions by having a CSP member sponsor such a change following the procedure just described.

13.1.3 All proposed changes will be reviewed by the CSP in quorum in a first-reading format, with voting to occur at the next meeting of the Committee. Changes become effective upon final approval by the dean.

13.1.4 Steps cited in 13.1.3 may be suspended by the Committee on majority vote. In such instances, an approved change will be labeled as "tentative" and must be reaffirmed by the Committee in a subsequent meeting in order to have status.

13.2 Approved revision or additions to the policies and procedures will be journalized as an addendum to this document to fit with the format and order numbers of this document. The DSS will duplicate and distribute approved changes to all faculty, staff and students of the HCOM and appropriate university offices. In July of each year, the DSS will reissue the policies and procedures with all changes from the prior year incorporated into its text.

13.3 The DSS is empowered to include any mandated changes resulting from college policies, university actions, or statutory requirements.

DISABILITY POLICY

The Ohio University Heritage College of Osteopathic Medicine is committed to providing to qualified disabled students the full privileges, rights, programs, and activities of the college, and to ensuring that no person who meets academic and technical standards is denied benefits or subjected to discrimination by reason of a disability. In that spirit, and in conjunction with federal laws, the college seeks to provide reasonable accommodations for qualified students with qualified disabilities.

The CSP is the designated body within the college to determine whether or not reasonable accommodation(s) can be provided. This decision will be made either as part of the admissions process, or during matriculation, depending upon when the disability is declared/identified.

1) identify the disability and provide documentation to the CSP within a month after admission for incoming students, and at least a month before services are needed for matriculated students;

2) submit to the CSP a written request for specific accommodations with input from the evaluator within the first month of admission for incoming students, and at least one month before services are needed for matriculated students; and

3) utilize accommodations that enable him/her to meet the requirements of the medical curriculum. A student is not required to accept accommodation, but if he/she refuses accommodation, and is subsequently unable to meet the requirements of the program, he/she is no longer considered a qualified person with a disability.

Documentation must:

1) be provided by an appropriately trained professional;

2) be derived by professionally accepted methods;

3) be current, factual, objective, and medically valid; and

4) establish that the disability substantially limits one or more of the student's major life activities.

All costs associated with documentation and testing are the responsibility of the student.

A student who chooses to self-identify and document a disability will provide a written request for specific accommodation(s) to CSP. Students can obtain a Request for Accommodation application form from the DSS. This form must be completed by the student and the professional providing documentation for consideration by CSP; additional documentation will also be considered. The CSP will then determine whether or not reasonable accommodation(s) exist that would allow a disabled student to meet the college's technical and academic standards without compromising those standards. Because reasonable accommodation(s) change as the demands of the curriculum change and the student’s physical condition changes, the student will repeat this process at least one month before the beginning of each quarter.

Examples of reasonable accommodations include, but are not limited to:

• allowing student to enroll in the individual extended program (IEP)
• providing special seating in lab/lecture
• providing readers/note takers
• providing students with a detailed syllabus
• providing outlines of lectures
• presenting new vocabulary in a handout
• announcing reading assignments well in advance
• providing books on tape or computer book readers
• providing review sessions
• providing study questions in the same format as the exam
• providing exams in large print
• permitting use of computer software programs or other technological devices
• allowing students to take exams in a different format (e.g. oral)
• allowing extended (e.g. double time) to take exams
• increasing the frequency of exams
• permitting exams to be individually proctored
• assisting in test-taking and study skills

The OU-HCOM will keep all information concerning a student's disability confidential in accordance with federal law and Ohio University policies. This information will be kept in a file separate from the student's academic file. Only need-to-know faculty, staff, and administrators may be informed about limitations, restrictions, and accommodations.

After a student has submitted the completed Request for Accommodation application form, the CSP will review the request and will identify reasonable accommodation(s) based on the requested accommodation(s) and the essential requirements of the curriculum.

While it is the responsibility of the student to reveal and document a disability, the CSP can initiate discussion about a suspected disability if there is evidence of academic performance problems.

The college assumes no responsibility to provide accommodation if doing so would alter an essential requirement of the academic program (see Southeastern Community College v. Davis and Doherty v. Southern College of Optometry).

The college will make a good faith effort to provide a reasonable accommodation to a student with a disability. However, a student can be dismissed under the following conditions:

1) if she/he cannot meet the essential academic/technical requirements of the program with or without the accommodation(s);

2) if she/he can meet the requirements, but doing so would create a significant harm to others;

3) if no reasonable accommodation can be made after a good faith effort or the student cannot comply with the reasonable accommodation.

ACCESS TO STUDENT RECORDS