Policies and Procedures

Approved Policies and Procedures

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

Education

• E-01 -- Educational Goals
• E-02 -- Accreditation
• E-03 -- Repealed
• E-04 -- Full Time Student Status
• E-05 -- Student Transfer Policy
• E-06 -- Audit of Classes
• E-07 -- Canceled Class Policy
• E-08 -- Student Academic Responsibilities
• E-09 -- Attendance
  • Procedure for Institutional Policy E-09: Attendance
• E-10 -- Repealed
• E-11 -- Grading Authority
• E-12 -- Grading Scale
  • Procedure for Institutional Policy E-12: Grading Scale
• E-13 -- Curricular Years
• E-14 -- Repealed
• E-15 -- Student Professional Liability Insurance Coverage
• E-16 -- International/Special Electives, Research, Special Interest Courses
• E-17 -- Grading Policies - Clinical Rotation Courses
• E-18 -- Student Examinations
  • Procedure for Institutional Policy E-18: Student Examinations
• E-19 -- Academically at Risk
• E-20 -- Repealed 
• E-21 -- Remediation
• E-22 -- Accommodations for Examinations
• E-23 -- Promotion Requirement National Board Examination - Passage of COMLEX
  • Procedure for Institutional Policy E-23: Passage of COMLEX
• E-24 -- Dismissal
• E-25 -- Repealed
• E-26 -- Leave of Absence
• E-27 -- Graduation Requirements
• E-28 -- Academic Regalia
• E-29 -- Hooding at Graduation Ceremony
• E-30 -- Collection of Student Feedback
  • Procedure for Institutional Policy E-30: Collection of Student Feedback
• E-31 -- Graduate Teaching Assistant (GTA)
  • Procedure for Institutional Policy E-31: Graduate Teaching Assistant (GTA)
• E-32 -- Repealed
• E-33 -- Repealed
• E-34 -- Repealed
• E-35 --Promotion Requirement - Objective Structured Clinical Examinations (OSCEs)
• E-36 -- Background Check for Students
• E-37 -- Merit Pay Determination for First Year Faculty
• E-38 -- Withdrawal
• E-39 -- Repealed
• E-40 -- Copyright
• E-41 -- Faculty Recusal from Student Grading, Promotion, and Investigation

Finance

• F-01 -- Fiscal Responsibility
• F-02 -- Credit
• F-03 -- Hospitality Expenses
• F-04 -- Special Revenue
• F-05 -- Assessment and Payment of Tuition and Fees
• F-06 -- Refund of Tuition and Fees
• F-07 -- Tuition and Fees Waivers
• F-08 -- Gifts and Endowments-WVSOM Foundation, Inc.
• F-09 -- Investment Policy
• F-10 -- Allocation of WVSOM Resources

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 -- Repealed
• 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-20 -- Graduation Dates - New  (effective June 1, 2022)
• 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

• PP-01 -- Improper use of Disposition of School Property
• PP-02 -- Campus Parking
• PP-03 -- Campus Use and Restrictions Policy

Research

• R-01 -- Use of Research Animals
• R-02 -- Allocation of Institutional Funds
• R-03 -- Research Misconduct
  • Procedure for Institutional Policy R-03: Research Misconduct
• R-04 -- Conflict of Interest in Research
  • Procedure for Institutional Policy R-04: Conflict of Interest in Research
• R-05 -- Human Subjects Research
• R-06 -- Time and Effort Certification
  • Procedure for Institutional Policy R-06: Time and Effort Certification
• R-07 -- Export Control
  • Export Control SOP
• R-08: Sponsored Program Administration
  • Procedure for Institutional Policy R-08: Sponsored Program Administration, SPIBS
  • Procedure for Institutional Policy R-08: Subrecipient Determination, Risk Assessment, and Monitoring

Special Rules

• SR-1:  COVID-19 Response
  • Procedure for Special Rule 1 COVID-19 Response 
  • Procedure for Special Rule 1 COVID-19 Response Outbreak Plan 
  • Procedure for Special Rule 1 COVID-19 Response Suspected Infection

Student

• ST-01 -- Academic and Professional Standards
  • Fact Finding Committee Procedure
  • Procedure for Appeal of Final Course Grades
  • Student Promotions Committee Procedure
• 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

• Employee Handbook
• Faculty Handbook
• Student Handbook

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