Policies and Procedures

Proposed Policy Changes

In accordance with Institutional Policy GA-35: Adoption, Amendment, or Repeal of Rules and Posting of Administrative Procedures, the below-listed policies are now being posted for a 30-day public comment period. Please submit any comments in writing to Charity Richmond no later than Monday, June 10, 2023.

E-05: Student Transfer
E-05 Current Policy Proposed Policy (PDF-Download)
E-16: International/Special Electives, Research, Special Interest Courses
E-16 Current Policy Proposed Policy (PDF-Download)

The following policies are being submitted for adoption or revision for the new Graduate Degree Program(s). The policies are split into two groups: combined and program specific. In accordance with Institutional Policy GA-35: Adoption, Amendment, or Repeal of Rules and Posting of Administrative Procedures, these policies are now being posted for a 30-day public comment period. Please submit any comments in writing to me no later than June 10, 2023.

Combined Policies

Existing policies that need minor revisions to be applicable to both the D.O. program and the Graduate program(s).

E-01: Educational Goals
E-01 Current Policy Proposed Policy (PDF-Download)
E-06: Audit of Classes
E-06 Current Policy Proposed Policy (PDF-Download)
E-08: Student’s Academic Responsibilities
E-08 Current Policy Proposed Policy (PDF-Download)
E-09: Attendance
E-09 Current Policy Proposed Policy (PDF-Download)
E-11: Grading Authority
E-11 Current Policy Proposed Policy (PDF-Download)
E-16: International/Special Electives, Research, Special Interest Courses
E-16 Current Policy Proposed Policy (PDF-Download)
F-05: Assessment and Payment of Tuition and Fees
F-05 Current Policy Proposed Policy (PDF-Download)
GA-08: Drugs, Alcohol, Testing and Treatment
GA-08 Current Policy Proposed Policy (PDF-Download)
GA-20: Graduation Dates
GA-20 Current Policy Proposed Policy (PDF-Download)
GA-23: Emergencies and Adverse Weather
GA-23 Current Policy Proposed Policy (PDF-Download)
ST-05: Student Health Insurance
ST-05 Current Policy Proposed Policy (PDF-Download)
ST-08: Student Mental Health
ST-08 Current Policy Proposed Policy (PDF-Download)
ST-16: Student Complaints
ST-16 Current Policy Proposed Policy (PDF-Download)

Program Specific Policies

Adoption of new policies for the graduate program and revision of existing policies for the D.O. program. The D.O. program revisions are non-substantive, but necessary to distinguish those policies as applicable to only D.O. students. Creation of a new policy numbering system is necessary for the program specific policies. The new numbering system is shown in parenthesis.

D.O. Program Policies

E-05 (DO-03): Student Transfer
E-05 Current Policy Proposed Policy (PDF-Download)
E-12 (DO-07): Grading Scale
E-12 Current Policy Proposed Policy (PDF-Download)
E-13 (DO-02): Curricular Years
E-13 Current Policy Proposed Policy (PDF-Download)
E-17 (DO-08): Grading Policies – Clinical Rotation Courses
E-17 Current Policy Proposed Policy (PDF-Download)
E-18 (DO-09): Student Examinations
E-18 Current Policy Proposed Policy (PDF-Download)
E-19 (DO-14): Academically at Risk
E-19 Current Policy Proposed Policy (PDF-Download)
E-21 (DO-15): Remediation
E-21 Current Policy Proposed Policy (PDF-Download)
E-22 (DO-10): Accommodations for Examinations
E-22 Current Policy Proposed Policy (PDF-Download)
E-23 (DO-12): Promotion Requirement National Board Exam- COMLEX
E-23 Current Policy Proposed Policy (PDF-Download)
E-24 (DO-17): Dismissal
E-24 Current Policy Proposed Policy (PDF-Download)
E-26 (DO-16): Leave of Absence
E-26 Current Policy Proposed Policy (PDF-Download)
E-27 (DO-18): Graduation Requirements
E-27 Current Policy Proposed Policy (PDF-Download)
E-30 (DO-11): Collection of Student Feedback
E-30 Current Policy Proposed Policy (PDF-Download)
E-35 (DO-13): Promotion Requirement - Objective Structured Clinical Examinations (OSCEs)
E-35 Current Policy Proposed Policy (PDF-Download)
E-36 (DO-04): Background Check for Students
E-36 Current Policy Proposed Policy (PDF-Download)
ST-01 (DO-01): Academic and Professional Standards
ST-01 Current Policy Proposed Policy (PDF-Download)
ST-06 (DO-05): Proof of Inoculations/Health Form
ST-06 Current Policy Proposed Policy (PDF-Download)
ST-12 (DO-06): Standardization of Student Clinical Lab Coat and Identification Badge
ST-12 Current Policy Proposed Policy (PDF-Download)

Graduate Program Policies

E-12 (GP-04): Grading Scale
E-12 Current Policy Proposed Policy (PDF-Download)
E-18 (GP-05): Student Examinations
E-18 Current Policy Proposed Policy (PDF-Download)
E-19 (GP-08): Academically at Risk
E-19 Current Policy Proposed Policy (PDF-Download)
E-21 (GP-09): Remediation
E-21 Current Policy Proposed Policy (PDF-Download)
E-22 (GP-06): Accommodations for Examinations
E-22 Current Policy Proposed Policy (PDF-Download)
E-24 (GP-11): Dismissal
E-24 Current Policy Proposed Policy (PDF-Download)
E-26 (GP-10): Leave of Absence
E-26 Current Policy Proposed Policy (PDF-Download)
E-27 (GP-12): Graduation Requirements
E-27 Current Policy Proposed Policy (PDF-Download)
E-30 (GP-07): Collection of Student Feedback
E-30 Current Policy Proposed Policy (PDF-Download)
E-36 (GP-02): Background Check for Students
E-36 Current Policy Proposed Policy (PDF-Download)
ST-01 (GP-01): Academic and Professional Standards
ST-01 Current Policy Proposed Policy (PDF-Download)
ST-06 (GP-03): Proof of Inoculations/Health Form
ST-06 Current Policy Proposed Policy (PDF-Download)

Approved Policies and Procedures

Institutional policies and procedures are sequentially numbered and grouped by subject matter:

Education

Finance

General Administration

GA-01 -- Governance and Administration
GA-02 -- Institutional Mission Statement
- Procedure for Institutional Policy GA-02: Institutional Mission Statement
GA-03 -- Repealed
GA-04 -- Repealed
GA-05 -- Repealed
GA-06 -- Repealed
GA-07 -- Repealed
GA-08 -- Drugs, Alcohol, Testing and Treatment
GA-09 -- Repealed
GA-10 -- Standing Boards, Committees or Councils
GA-11 -- Record Retention
- Procedure for Institutional Policy GA-11: Record Retention
GA-12 -- Repealed
GA-13 -- Repealed
GA-14 -- Title IX, Sexual Harassment, and Discrimination
- Procedure for GA-14 Title IX, Sexual Harassment, and Discrimination
GA-15 -- Safety and Security
GA-16 -- Application for Employment by WVSOM Board of Governors Members
GA-17 -- Repealed
GA-18 -- Solicitation of Funds
GA-19 -- Repealed
GA-20 -- Graduation Dates
GA-21 -- Use of College Name and Stationery
GA-22 -- Telephone Service - Long Distance Use
GA-23 -- Emergencies and Adverse Weather - Class Cancellations & Campus Closures
GA-24 -- Use of State Vehicle
GA-25 -- Public Communications
GA-26 -- Repealed
GA-27 -- Visitors on Campus
GA-28 -- Discrimination in the Workplace and Educational Environment Prohibited
GA-29 -- Repealed
GA-30 -- Bookstore and Textbooks
GA-31 -- Acceptable Use of Information Technology Resources
GA-32 -- Under Review
GA-33 -- Travel
GA-34 -- Public Record Requests - West Virginia Freedom of Information Act
GA-35 -- Adoption, Repeal or Amendment of Rules and Posting of Administrative Procedures
- Procedure for the Adoption, Amendment, or Repeal of Institutional Operating Procedures
GA-36 -- Core Values
GA-37 -- Vision Statements
GA-38 -- Naming Policy for WVSOM

Personnel

PE-01 -- Employees
PE-02 -- Faculty
- Procedure for Institutional Policy PE-02 - Faculty Equivalent Tested Experience
PE-03 -- Institutional Holidays and Employee Leave
PE-04 -- Repealed
PE-05 -- Repealed
PE-06 -- Repealed
PE-07 -- Repealed
PE-08 -- Repealed
PE-09 -- Repealed
PE-10 -- Repealed
PE-11 -- Repealed
PE-12 -- Repealed
PE-13 -- Adoption of the Code of Ethics of the American Osteopathic Association for Clinical Faculty
PE-14 -- Ethics
PE-15 -- Repealed
PE-16 -- Repealed
PE-17 -- Repealed
PE - 18 - Dismissal of Senior Administrators

Physical Plant

Research

Special Rules

SR-1: COVID-19 Response

Student

ST-01 -- Academic and Professional Standards
ST-02 -- Privacy Rights of Students
ST-03 -- Repealed
ST-04 -- Mail
ST-05 -- Student Health Insurance
ST-06 -- Proof of Inoculations/Health Form
- Procedure for Institutional Policy ST-06: Proof of inoculations/Health Form
ST-07 -- Antihazing
ST-08 -- Student Mental Health
ST-09 -- Repealed
ST-10 -- Residency Classification and Appeals
ST-11 -- Repealed
ST-12 -- Standardization of Student Clinical Lab Coat and Identification Badge
ST-13 -- Repealed
ST-14 -- Repealed
ST-15 -- Repealed
ST-16 -- Student Complaints
- Procedure for Institutional Policy ST-16: Student Complaints

WVSOM Handbooks

Miscellaneous Procedures and Forms

Biosafety Committee Procedures Manual
Bloodborne Pathogens Guidelines and Exposure Control Plan
Health and Technical Standards Form - Students must comply with the version of Health & Technical Standards in effect at the time of their matriculation.
Procedure for Access to Institutional Data
Procedure for Requesting Payment of Certification, Licensure, or Dues (Effective April 23, 2019)
Procedure for Research Incentive Program

Policies and Procedures

Proposed Policy Changes

E-05: Student Transfer

E-16: International/Special Electives, Research, Special Interest Courses

Combined Policies

E-01: Educational Goals

E-06: Audit of Classes

E-08: Student’s Academic Responsibilities

E-09: Attendance

E-11: Grading Authority

E-16: International/Special Electives, Research, Special Interest Courses

F-05: Assessment and Payment of Tuition and Fees

GA-08: Drugs, Alcohol, Testing and Treatment

GA-20: Graduation Dates

GA-23: Emergencies and Adverse Weather

ST-05: Student Health Insurance

ST-08: Student Mental Health

ST-16: Student Complaints

Program Specific Policies

D.O. Program Policies

E-05 (DO-03): Student Transfer

E-12 (DO-07): Grading Scale

E-13 (DO-02): Curricular Years

E-17 (DO-08): Grading Policies – Clinical Rotation Courses

E-18 (DO-09): Student Examinations

E-19 (DO-14): Academically at Risk

E-21 (DO-15): Remediation

E-22 (DO-10): Accommodations for Examinations

E-23 (DO-12): Promotion Requirement National Board Exam- COMLEX

E-24 (DO-17): Dismissal

E-26 (DO-16): Leave of Absence

E-27 (DO-18): Graduation Requirements

E-30 (DO-11): Collection of Student Feedback

E-35 (DO-13): Promotion Requirement - Objective Structured Clinical Examinations (OSCEs)

E-36 (DO-04): Background Check for Students

ST-01 (DO-01): Academic and Professional Standards

ST-06 (DO-05): Proof of Inoculations/Health Form

ST-12 (DO-06): Standardization of Student Clinical Lab Coat and Identification Badge

Graduate Program Policies

E-12 (GP-04): Grading Scale

E-18 (GP-05): Student Examinations

E-19 (GP-08): Academically at Risk

E-21 (GP-09): Remediation

E-22 (GP-06): Accommodations for Examinations

E-24 (GP-11): Dismissal

E-26 (GP-10): Leave of Absence

E-27 (GP-12): Graduation Requirements

E-30 (GP-07): Collection of Student Feedback

E-36 (GP-02): Background Check for Students

ST-01 (GP-01): Academic and Professional Standards

ST-06 (GP-03): Proof of Inoculations/Health Form