Procedures for Academic Deficiencies

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Academic Probation
Recessed Student Policy

Description of Roles

Student Progress Committee

The purpose of the Student Progress Committee (SPC) is to ensure that every graduate of LMU-OPCVM has the skills, knowledge, and judgment to assume the responsibilities of a veterinarian. The SPC will monitor student progress both academically and professionally to ensure that all students meet the requirements necessary for graduation. The SPC is comprised of faculty with an Ex-officio member appointed by the Dean from LMU-OPCVM’s administration (See LMU Employee Handbook OPCVM Appendix for composition, terms, and limits).

At the end of every grading period (semester), the SPC Chair and Dean-appointed Administrator are given the final course grades. For students who have failed to progress sufficiently, the SPC Chair will schedule a meeting on the last Friday of the semester. Minutes will be kept by a recording secretary. All matters are submitted to a vote, with a simple majority ruling. The Chair will be a non-voting member unless there is a tie vote.

In addition to students who failed a course, the committee may also request to meet with students who consistently score below 75% for final course grades, consistently receive negative comments on clinical rotations, or students with any other academic or professionalism issues. Students purported to have exhibited or performed unethical and/or unprofessional behavior may also be referred to the SPC (See Professional Conduct).

Students who have an academic deficiency may be granted the opportunity to meet with members of the SPC. The goal of this meeting is to gain insight into why the student is having difficulty so that the SPC can make an informed recommendation to the Dean of LMU-OPCVM. The student should come prepared to explain their situation and proposed steps or actions to correct their situation. The individuals allowed to attend these meetings are the student with one (1) “Procedural Advocate,” the Committee members (SPC/PCC), and a recording secretary. The Committee may choose to invite individuals who have additional information that is pertinent to the reason the student must appear before the SPC. Within five (5) working days, the committee’s recommendation will be forwarded in writing to the Dean of LMU-OPCVM. The following are prohibited in all Committee meetings unless otherwise authorized in writing by the Assistant Dean of Student Affairs: (1) electronic recording of the meeting, except for official minutes; (2) legal counsel; and (3) uninvited individuals.

Procedural Advocates

It has been recognized that the potential for additional concern and stress may be caused by a student’s requirement to respond to inquiries from the ADSA, SPC, and/or the PCC. The role of a “Procedural Advocate” (PA) has been developed to alleviate some of these negative possibilities and to provide the student support. A student may request a PA to assist them through the SPC process.

The PA will not be allowed to act as an attorney or agent for the student during SPC meetings. The role of the PA is limited to assisting, advising, and supporting the student during the SPC process and meetings. The overall role of a PA is to ensure that the student understands the SPC process by reviewing the procedural information with the student prior to SPC meetings. The PA will also ensure that the student understands the outcome and options they may have because of an SPC decision.

All PAs will be trained by the office of the ADSA and other university resources to ensure adequate knowledge of the SPC process. The PA may be a trained LMU-OPCVM faculty or staff. While it is recommended that the student take advantage of the PA’s assistance, it is not required. In order to allow a PA to assist a student, the student must sign and submit a FERPA Authorization for Release of Information Form which can be found at https://www.lmunet.edu/registrar/ferpa/forms.php. The student may discontinue the assistance of a PA at any time.

The PA is allowed to assist students in both academic and Ethics and Honor Code matters. They are not allowed to speak on behalf of the student at any point and may only address the Committee for clarification of procedural or administrative points. Additionally, PAs are also not allowed to appear at an SPC meeting in lieu of a student. An individual PA shall not assist a student in both the meeting with the committee (SPC/PCC) and the Appeals committee, a new PA will assist in the appeals process.

Outcomes for Student Deficiencies in the Preclinical Semesters (1-6)

For students failing one or more courses during semesters one through six, the SPC shall recommend to the Dean of LMU-OPCVM one of the following actions:

  • Failure of one course within an academic year (excluding Marginal Pass as noted above). o The student will be recessed or dismissed.
  • Failure of two courses within an academic year. o The student will be recessed or dismissed.
  • Failure of three courses within an academic year. o The student will be dismissed.
  • Students who have three or more cumulative failures in their pre-clinical semesters (1-6) will be dismissed.
  • Failure of a previously failed course will result in dismissal.

A semester will only be repeated once. Students must complete the entire curriculum within five years of initial enrollment in LMU-OPCVM.

The LMU-OPCVM Dean reserves the right to administratively withdraw (dismiss) a student at any time due to failure to progress through the curriculum, inability to meet technical standards that preclude progression through the curriculum, or for violations of professional behavior standards or violations of the ethics and honor code.

Transitioning from preclinical to clinical courses (AY 2 to CY)

Students must successfully pass all required pre-clinical assessments and courses prior to entering the clinical year. Failure of courses or required assessments may result in the student being recessed. Students who have not completed pre-clinical course requirements by the end of OPCVM rotation block 2 will not be allowed to progress into their cohort’s clinical year and will be required to wait to enter clinical year with the next cohort. Students who are deemed deficient during the semesters 5-6 by the Outcomes and Assessment Committee may be recommended for clinical-based remediation prior to starting the clinical year.

Outcomes for Student Deficiencies in the Clinical Year

Students who fail one or more rotation(s) or who have serious and/or egregious misbehavior shall meet with the Assistant Dean of Clinical Relations and the Assistant Dean of Student Affairs to discuss reasons for failure or the behavior.

  • The first failure in the clinical year shall result in either:
    • remediation or repetition of the rotation as determined by the Dean after consultation with the ADCR and ADSA. The decision regarding resolution of the first failure is final and not subject to appeal.

Subsequent failures during the clinical year will result in a referral to the Student Progress Committee (SPC) for further action. For students who appear before the SPC, the SPC shall recommend to the Dean one of the following actions:

  • The second failure in the clinical year shall result in the repetition of the rotation or repetition of part or all the academic year.
  • The third failure in the clinical year shall result in dismissal.
  • The second failure of a previously failed rotation will result in dismissal.
  • Failure of remediation will result in the student repeating the rotation unless this constitutes the third cumulative failure, which results in dismissal.
  • Serious and/or egregious misbehavior shall result in one of the following recommendations
    • Remediation
    • Repetition of rotation(s)
    • Recession
    • Dismissal from the LMU-OPCVM

Students must complete the OPCVM curriculum within the 5-year term from the initial OPCVM Program start date.

The committee’s recommendation will be forwarded to the Dean within five (5) working days. A remediation fee for rotations will be assessed to cover administrative functions.

Students may still walk with their scheduled class of graduation if they are able to complete all requirements for graduation by December 1 of the year of their originally scheduled graduation.

Those students with serious or egregious professional or ethical misbehavior shall also be referred to either the Professional Conduct Committee (PCC) or the SPC. Meetings during a clinical year may occur via teleconference or in person. All rotations must be satisfactorily completed prior to graduation.

The Dean’s Actions in Response to SPC Recommendations

Upon receiving the SPC’s recommendation the Dean of LMU-OPCVM will review and subsequently affirm, amend, or reverse the recommendation within five (5) working days and notify the student in writing of the decision. In addition, the SPC Chair and the Assistant Dean of Student Affairs will receive copies of the written notification within the same time frame. Course Directors will be notified as needed by the SPC Chair for courses requiring remediation.