Management of The Violations of The Ethics and Honor Code

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Professional Conduct
Veterinarian's Oath

Our honor as community members and students of a professional program is maintained through accountability. We will act in accordance with this code; we expect our peers to do the same. We will act with honor to avoid burdening our peers with responsibility for our own integrity. Actions not in accordance with the aforementioned standards constitute a violation of this Code. Any time period described in the Code may be extended for good cause at the discretion of the LMU-OPCVM Dean or ADSA. Any meeting or hearing described in the Code may be rescheduled for good cause at the discretion of the LMU-OPCVM Dean or ADSA.

Professional Conduct Committee

The LMU-OPCVM chapter of SAVMA and the SGA officers of the LMU-OPCVM appoint students to address violations of the Ethics and Honor Code through the Professional Conduct Committee (PCC). The PCC serves as the student government’s representative and promotes professional self-governance. The PCC works with the offices of the ADSA and the SPC to aid in upholding LMU-OPCVM's high standards of professional behavior. All SPC/PCC meetings with students are private and confidential, including, but not limited to, the names of participants and witnesses, proceedings, discussions and deliberations, minutes, and recommendations. The following are prohibited in all SPC/PCC meetings unless otherwise authorized in writing by the ADSA: (1) electronic recording of the meeting, except for official minutes; (2) legal counsel; and (3) all other individuals not part of the SPC/PCC process or not invited to attend the meeting. The SAVMA Executive Board Liaison to the PCC will serve as the Chair. The Chair is a non-voting member that will only vote in the result of a tie.

Reporting procedure for ethics and honor code allegations

A case of a suspected violation or an unresolved situation may be brought to the PCC or ADSA through self-reporting or by the observer of a violation, at which point the case proceeds to an investigation if warranted and, potentially, a subsequent hearing for resolution. Reporting violations should be accomplished by submitting the appropriate Ethics and Honor Code Allegation form available in the OPCVM Student Services Canvas Organization.

Personal Grievances

Grievances of a personal nature that violate the Ethics and Honor Code, may be addressed through mediation facilitated by the ADSA between the two parties. If mediation does not reach a resolution through the ADSA, the process will progress as outlined below

Post-reporting procedure

After submission of a signed complaint, the involved parties will be notified within 5 working days of Misconduct Allegation and informed of a preliminary meeting date, time, and location with the ADSA. If the complaint is anonymous and unsigned, an investigation of the allegations shall be conducted by the PCC and/or the ADSA. Based on the findings of the investigation, further action may be taken by the ADSA through a preliminary meeting. If the preliminary investigation determines that no violation occurred, the matter is considered resolved. Records will be placed in a confidential file and destroyed upon the student’s graduation.

If it is suspected that a violation did occur, the process will proceed as outlined below.

Records are to be kept at each level of the process. The Chair will appoint a member to maintain all documentation. All records will be kept on file that is maintained by the ADSA.

Interim Suspension

Interim Suspension is issued in extreme or unusual cases when there is reason to believe, supported by sufficient evidence, that the continued presence of a student on campus presents an immediate danger or threat of harm to themselves or other members of the campus community. This may include but is not limited to, threat of disruption of any University operations or activities. Interim Suspension includes the immediate suspension of all student privileges associated with attending the University, including its related functions. A student who has been placed on Interim Suspension may not attend classes, may not participate in any University activities, and may be prohibited from being on University property pending the investigation of potential violations of the Student Handbook and outcome issued by the LMU-OPCVM Dean.

Preliminary Meeting

In the event that either mediation of a personal grievance did not reach resolution and or the violation was not a personal grievance, a preliminary meeting will be held. The preliminary meeting will be informational and investigative in nature. The ADSA will discuss with the student the accusations and the student’s options. The student will be given the Ethics and Honor Code Charge and Process form to sign, indicating the selected option. The student’s options are as follows:

  1. If the student accepts responsibility for any/all violation(s), the ADSA will decide if the matter will be resolved either by the ADSA with an administrative decision or referred to the SPC for resolution at the discretion of the ADSA. The student has two (2) working days to notify the ADSA of their decision to accept or not accept responsibility for any/all violation(s).
  2. If the student does not accept responsibility for any/all violation(s), the matter will be referred to the PCC and/or individuals designated by the ADSA for investigation. This investigation is not a determination of guilt, but rather the gathering of additional information to determine if there is enough to substantiate the violation. The student will have 48 hours from the meeting with ADSA to select either appearing before the SPC or the PCC to continue to the resolution process. After an option is selected, the ADSA will have five (5) working days to inform either the SPC or PCC of the violation(s).

Resolution procedures

The student will be provided with an opportunity to meet with the chosen committee (SPC or PCC, See below). The goal of the meeting is to gain insight into why the violation occurred and allow the student an opportunity to discuss their actions. This meeting will allow the SPC or PCC to make an informed recommendation for sanction up to, and including, dismissal to the Dean. The student should come prepared to explain their situation and what they would do to correct their situation. Other than the student, Procedural Advocate, the recording secretary, necessary individuals invited by the committee, and the committee members, no other individuals will be present at the meeting.

If the student then accepts responsibility and the ADSA elects to send the case forward instead of an administrative sanction, the SPC will hold a meeting within five (5) working days of notification. The attendance of the student shall be at the discretion of the SPC, but the student may elect to not attend if not required by the SPC. The SPC shall then deliberate and make a recommendation for sanction in writing to the Dean of LMU-OPCVM within five (5) working days for the final decision. The student will be notified of the LMU-OPCVM Dean’s decision within five (5) working days of receipt of the Committee’s recommendation for sanctions.

If the student in question still does not accept responsibility. The student will appear before the committee they selected (SPC/PCC) within five (5) working days. The committee will then make one or more of the following sanction recommendations to the dean.

SPC or PCC Guidance for Resolution of ethics and honor code violations

Once the committee has been presented with all material, and the student has been given the opportunity to speak on their own behalf and present information in support of their position, the committee must then make a recommendation. The discussion will be held in a private conference with only the members (voting and non-voting, including a recording secretary) in attendance. The voting members of the committee will make their recommendation with the understanding that only a preponderance of evidence is required for action to be taken to reach a recommendation. The committee should base their recommendation based on the following:

  1. What are the relevant circumstances in this case?
  2. What is an appropriate resolution in this case?

After an initial recommendation is reached, based on a majority of votes, the committee may adjourn for one working day to allow for individual and private reflection. The committee will then reconvene and either reaffirm its position or reach a new recommendation (again only requiring a majority of votes) on an alternative recommendation.

Forwarding of Recommendations of Resolution

All recommendations by the SPC or PCC will be delivered to the Dean in writing within five (5) working days.

The SPC will forward their recommendation to the LMU-OPCVM Dean for the final decision.

The PCC will forward their recommendation to the Assistant Dean of Student Affairs who affirms, recommends an alternative, or refers to the SPC for further consideration before rendering the recommendation to the LMU-OPCVM Dean withing five (5) working days.

The Dean of LMU-OPCVM will have five (5) working days upon receiving the recommendation for resolution to make the final decision. Decisions are reported in writing to the student, with copies sent to the Chairs of the PCC and SPC, and ADSA.

Sanctions

The following are administrative sanctions that may be imposed: (1) a warning, (2) probation, (3) suspension, (4) dismissal, (5) grade sanctions, including but not limited to grade reduction, failure of course or assignment (6) and any other administrative sanction deemed necessary and proper. All disciplinary sanctions are to be based on the nature of the specific behavior and the degree of the violation.

  1. The following are developmental sanctions that may be imposed in lieu of or in addition to an administrative sanction: (1) an educational activity, (2) loss or restriction of privilege, (3) mandatory education and training in diversity, empathy, anger management, resiliency, or topic related to the student’s violation, and (4) any other developmental sanction deemed necessary and proper. Successful completion of developmental sanctions within the specified period of time will be required to continue enrollment at LMU-OPCVM.
    • Disciplinary Probation
      The specified period of time for disciplinary probation is determined by the nature of the specific behavior and the degree of the violation. In addition to the imposed developmental sanctions, the following shall always be included with the sanction of probation:
      1. Student will be required to meet with the ADSA on a regularly scheduled basis, at its discretion, to review compliance with the policy and procedures of the Ethics and Honor Code.
      2. To take advantage of opportunities offered through counselors and other programs for development.
      3. Not hold any office in a student organization, nor attend local or national meetings.
    • Suspension
    • Suspension is defined as the immediate removal from the student’s class due to violations pertaining to the Ethics and Honor Code. This immediate removal is coupled with recession to a new class as previously described for Academic Deficiencies. A suspension may include additional administrative and developmental sanctions that shall be applied based on the nature of the violation. Unless specified, successful completion of all of the imposed sanctions will be required before the student is allowed to return to the LMU-OPCVM program.

Responsibilities of the Professional Conduct Committee Members

  1. To the Community
    The PCC’s responsibilities to the community include: educating students and faculty about the Code, providing information and literature about the Code and assisting in maintaining awareness of the Code. Committee members will also undergo appropriate training prior to their becoming active members of the Committee through meetings with the Office of Student Affairs.
  2. Within the Committee
    The PCC is responsible for interpreting the Code. The Committee will consider each case individually and should be sensitive to both the community and the individual involved when making decisions.

Membership of the Professional Conduct Committee

1st – 2nd year PCC members vs 3rd year PCC members

  • 1st – 3rd-year students sit on the committee: 2 representative students from each cohort and the SAVMA Executive Board PCC liaison. The SAVMA PCC liaison will serve as recording secretary and vote in case of a tie.
  • 1st – 2nd-year students will preside over all instances brought to the PCC, 3rd year students will preside only for instances that involve 3rd year students.

Appointment Process

  • Students will be appointed to the PCC as outlined by the SGA and SAVMA guidelines.
  • Once students have been appointed to the PCC as 2nd-years, they will remain on the PCC for the rest of their student matriculation.
  • SGA and SAVMA bylaws reflect that if a member is asked to be removed from the PCC during their time on the committee, that another representative will have to be appointed on a case by case basis.

Quorum

  • A quorum of 2/3 of the PCC is required to be present at any of its meetings to make the proceedings of that meeting valid.
  • Instances that involve 1st – 2nd-year students will be reviewed by 1st – 2nd-year PCC members and a quorum of 2/3 is required.
  • Instances that involve 3rd-year students will be reviewed by 1st – 3rd-year PCC members and a quorum of 2/3 is required.
  • If PCC member(s) are asked to recuse themselves, then the quorum would still be 2/3 of the voting members but the SAVMA Executive Board PCC Liaison could be asked to fill in as a voting member to complete the quorum.
  • If the PCC is unable to reach a quorum of 2/3, the SAVMA Executive Board PCC Liaison can be given the authority to ask an elected member of the SAVMA Executive Board to sit on the PCC for a case as an “alternate.”

PCC Member Recusal

  • If a PCC member were to recuse themselves because they are a close friend, roommate, significant other, etc. to the person of interest but are not directly involved in the case being presented, they are allowed to attend the meeting and contribute to the discussion. However, the recused member would not be allowed to vote in any decisions.
  • If a PCC member is recused because they are a close friend, roommate, significant other, etc. and the member is directly involved in the case being presented, they would also be recused entirely, including but not limited to the ability to attend the meeting, contribute to the discussion, or vote on any decision.

The Assistant Dean of Student Affairs is an advising member of the Professional Conduct Committee and will be made aware of all reports prior to the commencement of the proceedings.

Ratification of the Code

Members of the PCC may ratify this Code by a two-thirds majority vote and approval of the Assistant Dean of Student Affairs, with final approval residing with the Dean of LMU-OPCVM. All incoming classes will be subject to this Code and will sign the pledge during their orientation process.

Amending the Code

This Code may be amended through an annual proposal and voting process, as written in the student governance documents (SCAVMA and SGA). Amendments to the Code will be accepted by a three-quarters majority vote of the PCC and approval of the Dean of LMU-OPCVM.

Special Circumstances

  1. Cases involving substance abuse/mental health that do not involve an honor code infraction will be handed over to the Assistant Dean of Student Affairs without further action by either the PCC or SPC.
  2. Any situations the committee deems to be outside of its purpose will be forwarded to the Assistant Dean of Student Affairs.
  3. The Assistant Dean of Student Affairs reserves the right to provide administrative oversight to any case.

Right to Appeal Ethics and Honor Code Decision

A student wishing to appeal the LMU-OPCVM Dean’s decision must submit a letter requesting an appeal to the Student Appeals Committee via email within five (5) working days of receiving notification of that decision. During the process of the appeal, the conditions set forth in the dean’s decision will stand (e.g., probation, dismissal/separation).

The Appeals Committee determines if the LMU-OPCVM policies and procedures relating to the case were followed and that no gross misapplication of fact occurred. The committee does not render a judgment on the Ethics and Honor Code violation or academic deficiencies, only that the proper policies and procedures were followed. They will meet with the student and if requested by the student, a PA, but not with witnesses or complainants. The decision of the committee will be forwarded in writing by the chair to the Dean of LMU-OPCVM. The Dean of LMU-OPCVM will forward it to the student by certified mail to their last official address or hand-delivered with return receipt. All decisions of the Appeals Committee will be final and binding. No further option for appeal will be considered.

The Student Appeals Committee has five (5) working days to finalize the case.