College of Veterinary Medicine Policies and Procedures
Not every student’s academic situation can be anticipated. Given a set policy and a list of regulations by which students are expected to perform, it is apparent that alternatives inherently need to be considered. It is also recognized that inflexible regulations often disadvantage those students in need of special consideration due to performance-affecting circumstances beyond their control (e.g.., health, family tragedy, etc.). Several guidelines will be utilized during the course of determining student academic direction and may, from time to time, be amended by the Faculty Committee on Academic Performance and Student Conduct (FCAPSC). These guidelines are meant to supplement the stipulated College or University academic policies and are not intended to serve as substitutes.
The Academic Standards, as set forth in this document, are to be used by the faculty and students as guidelines for academic activities in the College of Veterinary Medicine. Professional students will be expected to abide by the Standards of Conduct of the College of Veterinary Medicine and the NC State Code of Student Conduct (POL 11.35.01).
The revised academic standards were approved by the Faculty Committee on Academic Performance and Student Conduct in September, 2008.
To standardize grading, the following numerical scales are suggested as a general guideline for courses within the College of Veterinary Medicine, with final determination of the scale and grading to be made by the faculty in each course.
9 Point Grading Scale
*While an A+ grade carries 4 1/3 quality points, a student cannot receive a GPA greater than a 4.0.
The following grades are NOT used in the calculation of grade point averages:
- S – Satisfactory
- U – Unsatisfactory
- H – Honors
- P – Pass
- M – Marginal
- F — Fail (clinical rotations)
- IN — Incomplete
Academic Progress Policy
Satisfactory completion of all required courses in the DVM professional curriculum is required before the student becomes eligible to receive the DVM degree. The minimum acceptable performance in any given course is D-, M, or S. DVM students (with the exception of students in combined programs) must complete the DVM program within a total of 6 years. Under exceptional circumstances, longer periods may be approved by the Associate Dean of Academic Affairs (ADAA), who may prescribe additional requirements.
A student will automatically be placed on Academic Warning and interviewed by the Faculty Committee on Academic Performance and Student Conduct (FCAPSC) following any semester in which that student meets any of the following criteria:
- Receives a D+, D, D- or M in more than one course
- Has received a grade point average of less than 2.0 for all courses in that semester
- Has a cumulative GPA of less than 2.0
Students on academic warning are subject to the following restrictions:
- Ineligible to serve as a member of a voluntary clinical service group (e.g. Turtle Team)
- Not permitted to take professional days
In addition, students on academic warning may be required to step down from any CVM committees they are serving on, and may be subject to prescribed additional requirements for continuation in the DVM program by the ADAA or FCAPSC. Students are also strongly advised to step down from any club or class leadership positions in order to focus on academics.
Students will generally be removed from Academic Warning status following successful remediation of a course or rotation for which they earned a C- and/or completion of the following term without earning further D+, D, D-, or M grades. Students who are dismissed for academic performance reasons and readmitted may be placed on Academic Warning for the remainder of their time as a DVM student based on the recommendation of FCAPSC and approval of the ADAA.
Dismissal with Option for Readmission
Students whose academic performance meets any of the following criteria will be automatically dismissed from the DVM program:
- Receives an F or U in a course
- Receives three or more D+, D, D-, or M grades in one semester
- Receives a D+, D, D-, or M grade while on academic warning
- Receives more than four D+, D, D-, or M grades in total
Any student who has been withdrawn or dismissed from the first year of the professional program will be required to reapply for admission through petition to the Faculty Committee on Admissions for consideration with other applicants for that year. Rare exceptions may be approved by the ADAA.
For students in years 2-4 of the curriculum, dismissed students will meet with the FCAPSC, at which time they can petition the FCAPSC and ADAA for readmission under Academic Warning. Recommendations for or against readmission will be passed to the Dean, who will determine the final status of the applicant. If readmission is approved, the ADAA, with the recommendation of FCAPSC, will identify what courses (all or selected) will need to be repeated for the student to be permitted to progress in the program and if they are eligible for removal from Academic Warning status. Students should expect to retake any required courses during their next available offering, provided space is available. Registration for any given semester is predicated on successful completion of the preceding semester.
Progression in the professional curriculum may be conditional on the student obtaining a higher grade (example: C or better) the second time they take a course.
Students who have been dismissed and re-admitted are automatically on Academic Warning (see above).
Dismissal without Option for Readmission
Students receiving an F or U grade in a DVM course while on Academic Warning will be permanently dismissed from the program without appeal.
Grade Point Average Requirements for Progression to the Third and Fourth Year
Students must have a cumulative grade point average of 2.0 or above to progress to the third and fourth year of the veterinary curriculum. Students failing to meet this requirement will be required to re-take courses in which they earned a grade less than a C-, will be on Academic Warning, and will be required to meet with FCAPSC, who may assign further requirements. The new grade for any repeated course will be averaged with the original grade as part of the calculated GPA.
Remediation of Grades lower than a C-
Students who receive a course grade of D+, D, D-, or M in years 1-3 of the curriculum may qualify for remediation, provided the course coordinator is agreeable and there is evidence the student made a good faith effort in the course through timely communication with the course coordinator, participation in the course, and/or accessing available resources for academic support. A plan of remediation for qualified students will be developed by the course coordinator in conjunction with the Office of the Associate Dean of Academic Affairs and the Chair of the Faculty Committee on Academic Performance and Student Conduct. The remediation plan may include required elements such as tutoring, study skills tutorials or required meetings with instructors. The remediation exam must be administered by the end of the first full week of classes in the subsequent semester for remediation in semesters 1-5, or by the end of block 1 for semester 6. Students who agree to a remediation plan must complete all required elements, including the exam itself; failure to complete any of the required elements may result in cancellation of the remediation offer and/or disqualification for subsequent remediation opportunities.
If remediation is successful, a grade of C- will be given for the course and will be used to calculate semester and total GPAs. No grade may be remediated to higher than a C-. If a student is unsuccessful at remediating a grade, the original grade as earned will stand.
Students may remediate no more than four courses. Any student that receives a grade of D+, D, D- or M after remediating four courses will be dismissed from the program. Remediated courses will also count towards the total number of allowable D+, D, D- or M grades.
A student may be allowed to remediate a grade of F provided there are compelling circumstances and remediation is approved by the Associate Dean of Academic Affairs. Failure to remediate a grade of F will result in dismissal from the program. A successfully remediated F grade will count towards the total number of allowable D+, D, D- or M grades.
Academic Performance Guidelines for Selectives
All students are required to successfully complete 12 credits of selectives prior to graduation. If a U grade is received in a selective course, that course must be repeated and successfully passed.
If the course in which an unsatisfactory grade was obtained is no longer offered or will not be offered during the normal registration period of the student, the student will be required to take and successfully complete the selective course closest in content to the failed course.
Clinical Year Academic Performance Guidelines
Students must successfully complete all course blocks (elective or required) for which they registered and possess a cumulative 2.0 GPA prior to being approved for graduation.
Marginal (M) or failing grades in clinical rotations are considered equivalent to D and F grades in preclinical courses, respectively. Students receiving an F grade will meet with the FCAPSC and may petition for readmission on Academic Warning pending the successful re-take and completion of the rotation.
Students failing a given block or clinical course may also petition the FCAPSC, the Department Head associated with the course offering, and the ADAA for permission to register for a substitute course or a special assignment. Final disposition to the student’s request will be decided by the ADAA following consideration of recommendations from both the FCAPSC and the appropriate Department Head.
Faculty Committee on Academic Performance and Student Conduct
The CVM Faculty Committee on Academic Performance and Student Conduct (FCAPSC) is comprised of nine members: four (4) faculty members, one elected from each department and one from the departments on a rotating basis; four (4) veterinary students, one (1) student from each class elected by popular vote of the class; the Assistant Dean of Student Development (ex-officio) and Associate Dean of Academic Affairs (ex-officio, non-voting except in the event of a tie of the regularly voting members). Each department and class is encouraged to appoint an alternate member. Preferably, the alternate faculty member has previously served on the committee. The alternate member from each class should be a class officer. The alternate member may attend any and all meetings to serve as a voting member in the absence of the elected member from the respective department or class.
Membership on the committee shall be for a period of four years for faculty members, who will serve on staggered terms for continuity. Student representatives will normally serve 4 years beginning in the fall semester of the freshman year. Student representatives will be elected within the first 2 weeks of the semester.
This committee shall interview each student whose performance is below the minimum defined in the Academic Progress Policy session. The instructor(s) who issued D+, D, D-, M, F or U grades may also be interviewed at the committee’s discretion.
Students may elect to bring a CVM staff member, CVM faculty member or CVM student to the meeting as a support person, but that person may not speak or advocate on behalf of the student.
Based on these interviews, this Committee shall recommend to the ADAA whether the student will be:
- Permitted to continue in the professional curriculum
- Permitted to remediate
- Required to repeat the course or courses in which there was unsatisfactory performance
- Permitted to continue in the following class of professional students
- Dismissed from the professional program at the College of Veterinary Medicine
Students are expected to attend lectures, participate when called upon, and attend and participate in laboratory activities. Lectures and laboratory attendance may or may not be mandatory, and each course coordinator will indicate in the course syllabus what the attendance policy for the course will be. Sanctions for disregard of mandatory attendance may include grade reduction, an “F” for the course, or repetition of portion(s) of the course to satisfy the course requirements as determined by the course coordinator.
Excused Absences Approved by the Office of Academic Affairs
Excused absences may fall into three groups: Approved in Advance, Professional Days, and Unscheduled. All absences are requested through the through the CVM Student Absence System; if approved, course coordinators for affected courses will be notified. Students are expected to make up any missed assignments, quizzes or tests within five business days of returning or by the date provided by the instructor. Extensions must be approved by the Office of Academic Affairs. Dishonest absence request of any nature are considered to be violation of professional conduct under Standards of Non-Academic Conduct (see 2.2).
Approved in Advance
Students receiving an excused absence approved in advance from the Office of Academic Affairs will not be penalized for missing class or exams, but will be required to work with their instructors to make up any missed work or exams. Regardless of the reason why a class is missed, all required coursework must be completed before certification for graduation will be permitted. Scheduled absences may be approved by the Office of Academic Affairs in advance for a limited number of reasons. Health and personal reasons will be considered on a case-by-case basis. Job related issues, including interviews, and travel to meetings are considered under the separate Professional Days guidelines. Exceptions for meeting travel are granted to SCAVMA officers attending the annual SAVMA or AVMA meeting or students invited by the Office of Academic Affairs to represent the college in some official capacity at a meeting.
Students are allotted two professional days in the first three years of the curriculum and two professional/personal days in the senior year.
During years 1-3, professional days are intended for conference attendance or other educationally related activities. Professional day use in year four is unrestricted (can be for any purpose) Years one through three professional days do not carry over into the clinical year. Students must have a plan in place for making up any missed activities prior to taking professional days. Instructors will work with the Academic Affairs Office to determine blackout dates in advance of the semester; blackout dates will generally only be allowed for activities for which there is no reasonable alternative for making up the missed activity. For best consideration, students must request professional days within the first two weeks of the semester, requests made later in the semester will be evaluated on a case-by-case basis.
Professional/personal days in the clinical year are requested through the CVM Student Absence System and are approved by the clinical year scheduler. For best consideration, requests should be made at least 7days in advance of the day. Professional/personal days in the clinical year may be used for any reason and are considered separately from other excused absences. In general, students will not be permitted to miss the first day of a rotation and requests may not be approved if another student from the rotation has already been granted a professional/personal day for the date in question, or if the requesting student has already missed rotation days for any other reason. Students granted a professional/personal day must work with the rotation to make up any missed activities and ensure equitable distribution of on call or other requirements. Clinical year professional/personal days are in addition to the excused absence day granted for North American Veterinary Licensing Examination (NAVLE) testing and for the USDA accreditation training.
Unscheduled absences for health or personal reasons require validation and approval by the Office of the Associate Dean for Academic Affairs (years 1-3) or the clinical year scheduler (year 4). As soon as you know that you will miss class, please request an excused absence through the CVM Student Absence System. If able, students should also notify their instructors and/or course coordinators.
If you are on a clinical rotation, timely, proactive communication with the rotation Block Leader and classmates in addition to contacting the clinical year scheduler is expected due to patient care considerations and alignment with professional norms. Upon your return, please notify the Academic Affairs Office / clinical year scheduler and work with your instructors to make up any missed work or exams.
Severe weather can cause students and faculty be late or absent. If the University is operating under condition 1 (reduced operations), classes are in session; however, students should use their best judgement in deciding if it is safe to come to class and clinical rotations. If the University is operating under condition 2 or 3, classes are cancelled, including senior year clinical rotations. In the event that classes are cancelled, each course coordinator will determine how to handle missed classes. Rescheduling of classes is best handled by the course coordinator in conjunction with a representative from the DVM class.
Clinical Absences for NAVLE
Your NAVLE date will be assigned by NAVLE once you apply. Once you know your date, you will need to inform the rotation of the date you will be gone. Remind the rotation of your NAVLE testing date when you start the block. You will be excused from the rotation starting at 5:00 p.m. the day before the test and for the test date itself, you must return the day after the test at the typical starting time for the rotation.
Externship Travel Days
During the senior year, some students will need to have a travel day to transition from a clinical block to the required Monday attendance on a distant externship. In this case, the student will request an excused absence using the CVM Student Absence System (https://essapps.cvm.ncsu.edu/studentabsence/) at least 4 weeks in advance. When the excused absence is approved, the student will be relieved of clinical duties at the end of the second to last day of the rotation (typically a Saturday) to allow travel on the last day (typically a Sunday). The student is exempted from all subsequent patient care duties. The student is expected to work proactively with the block leader to ensure there is appropriate distribution of any weekend duties such as patient care, on call, or other activities. Requests for two travel days must be accompanied by proof that it is not possible for the student to travel to or from the externship in a single travel day.
Absences Approved by the Instructor
Faculty instructors have the authority to grant excused absences from their specific class or senior block on a case-by-case basis outside of the situations described above; however, they are under no obligation to do so. Students should not schedule any travel without prior permission. All absences approved by instructors should be reported to the Academic Affairs Office or Student Services Office for tracking purposes.
Professional veterinary students will soon be full members of the veterinary profession; therefore, they have an obligation to conduct themselves in an ethical manner at all times and abide by the NC State Code of Student Conduct (Policy 11.35.01; https://policies.ncsu.edu/policy/pol-11-35-01/)
Students are prohibited from attempting to dishonestly or unfairly advance their or another person’s academic status. Faculty members must take responsibility for reasonable and traditional safeguards such as examination security and proctoring, and should clearly establish expectations to students through the course syllabi. Use of the Pack Pledge, “I have neither given nor received unauthorized aid on this tests or assignment,” is strongly encouraged. Broad examples of academic misconduct are listed below; however, this is not intended to be an exhaustive list of prohibited behaviors. For additional information, see the NC State Code of Student Conduct (Policy 11.35.01; https://policies.ncsu.edu/policy/pol-11-35-01/).
Examples of prohibited behavior include:
- Receiving or giving unauthorized aid on examinations, quizzes, papers, reports, or any other assignment that is to be accomplished individually.
- Plagiarism (misrepresenting the work of others as your own or failure to properly attribute a source) or allowing your academic work to be represented as the work of another.
- Possessing, buying, selling, or using, at any time, any information related to a test or assessment not allowed by the instructor. This includes distribution, possession, or viewing of past exams for any course, unless the course leader has expressly given permission for such use via the course syllabus.
- Denying others the opportunity to prepare for an upcoming examination. Examples include, but are not limited to, sequestering permitted old exams, specimens, slides, radiographs, reprints, etc.
- Attempting in any other way to advance one’s academic status unfairly, such as feigning illness in order to take an examination after the scheduled date or making changes on a graded examination and then resubmitting it for re-grading.
- Use of materials, instruments or technology (e.g. notes, calculator, cell phone, internet) that has not been authorized by the instructor.
- Falsifying a medical record, necropsy report, or any other document relating to the treatment, care, health, or disposition of any patient or laboratory animal in the College of Veterinary Medicine, or failure to keep such information confidential.
- Falsifying an attendance record for a classmate or requesting that a classmate falsify an attendance record on their behalf.
All members of the community (students, faculty, staff) have a responsibility to report academic misconduct. Students and staff should report any incident of academic misconduct to the faculty member of the associated course or courses and to the Associate Dean of Academic Affairs. Faculty members should report violations directly to the ADAA who will then recommend a course of action.
Procedures Related to Academic Misconduct
Reported cases of academic misconduct may be handled at a local level by the course coordinator or Faculty Committee on Academic Performance and Student Conduct, or may be referred to the Office of Student Conduct (https://studentconduct.dasa.ncsu.edu/procedures/). All procedures, whether local or referred, will be conducted in accordance with REG 11.35.02 – Student Discipline Procedures.
Potential sanctions will depend on the nature of the violation but may include;
- Written warning
- Academic Integrity Probation for the remainder of the student’s academic career
- Reduction in grade for the assignment, exam, quiz or other assessment
- Reduction in grade for the course
- No credit for the assignment, exam, quiz or other assessment
- A course grade of F
- Suspension from the University
- Expulsion from the University
- Additional sanctions not listed above may be imposed including, but not limited to, required counseling, research and reflective writing assignments or other non-academic sanctions.
Behavior subject to disciplinary action includes alleged violations of federal, state, or local laws that threaten the well-being or safety of the campus, acts of violence, or behavior that adversely affects the University or CVM or its educational programs or mission. All members of the community (students, faculty, staff) have a responsibility to report acts of non-academic misconduct. Some examples of non-academic misconduct are listed below; however, this is not intended to be an exhaustive list of prohibited behaviors. For additional information, see the NC State Code of Student Conduct (Policy 11.35.01; https://policies.ncsu.edu/policy/pol-11-35-01/).
- Theft or unauthorized use of any item, public or private, at the College of Veterinary Medicine, Veterinary Hospital, or other units of North Carolina State University, for example: drugs, syringes, instruments, microscopes, books, etc.
- Any behavior that does not comply with the professional standards established in the regulations of the North Carolina Veterinary Medical Board and in Article 11, Chapter 90, of the North Carolina General Statutes, to the extent applicable to veterinary students.
- Failure of any student participating in any (national or international) College of Veterinary Medicine sanctioned or sponsored trip to follow the direction of faculty members on the trip, behave in a manner respectful of local custom and law, or conduct themselves in a manner consistent with that of licensed veterinary professionals.
- Alcohol violations, including possession or consumption by a person under the age of 21; consumption outside of legally permissible areas; or any other violation of NCSU POL 04.20.02 – Alcohol Policy.
- Any violation of the NCSU POL 04.20.05 – Illegal Drugs policy.
- Computer and network abuse, including use of another person’s computing identification and/or password without permission or unauthorized entry into or transfer of an electronic file.
- Misappropriation of intellectual property including copying any material from Mediasite, course sites or course notes into publicly accessible web sites. Students may copy course material onto their own computer for use related to their education, but may not redistribute it. Redistribution can be a copyright violation.
- Illegal or unauthorized possession of weapons on University property or at a University-sponsored activity.
- Neglect or mistreatment of any CVM hospital patient or laboratory animal.
All members of the community (students, faculty, staff) have a responsibility to report non-academic misconduct. Students, staff and faculty should report any incident of non-academic misconduct by a student to the Associate Dean of Academic Affairs who will then determine a course of action.
Procedures Related to non-Academic Misconduct
Reported cases of non-academic misconduct may be handled at a local level by the Faculty Committee on Academic Performance and Student Conduct, or may be referred to the Office of Student Conduct. All procedures, whether local or referred, will be conducted in accordance with REG 11.35.02 – Student Discipline Procedures.
Potential sanctions will depend on the nature of the violation. Possible sanctions include, but are not limited to, the following:
- Written warning
- Disciplinary probation for a minimum of the remainder of the current semester up to the remainder of the student’s academic career
- Restriction of privileges
- Financial restitution
- Additional sanctions may include, but are not limited to, services or research projects, required counseling, etc.
The NC State Disability Resource Office assists students with disabilities by determining access needs and coordinating academic adjustments in accordance with the Americans with Disabilities Act and the Rehabilitation Act. The Disability Resource Office will assist students with the eligibility process and the accommodations process to ensure students have reasonable accommodations. Common accommodations include testing accommodations and assistive technology. All students seeking accommodations for testing (e.g. extended time, separate testing, individual testing) must be approved for those accommodations through the Disability Resource Office.
Teaching responsibilities are multifaceted and include instruction of students in undergraduate, veterinary, graduate, and interdisciplinary curricula and continuing education for veterinarians and allied specialty groups. High quality teaching by competent faculty must be available to all eligible persons and supported by appropriate equipment, facilities, and services. The College of Veterinary Medicine constantly seeks ways to improve the quality of its instruction and periodically reviews its programs, evaluates its faculty, and encourages and rewards excellence in teaching.
Instructors are responsible for ensuring that the content of their courses is consistent with the approved course descriptions and course learning outcomes as stated in the course syllabus. Class activities will be directed toward the fulfillment of these outcomes and will serve as the basis upon which student performance is evaluated. Course assessments will be aligned with outcomes, and instructors will ensure assessments are fair and adhere to educational best practices.
Course coordinators and instructors must stay within their assigned course schedule; Academic Affairs must approve any changes to the course schedule (e.g. swapping lecture times or moving a period to an open time). Courses may not utilize additional time outside of their course footprint for any required course elements. Non-required sessions (e.g. review sessions) should be coordinated with the class, and must be voluntary (no penalty for students who do not attend).
Course credits are based on the number and type of sessions for each course. In general, 1 credit hour is assigned to a course in the following instances, although exceptions will be made for some types of activities (e.g. live surgery labs);
- One lecture period per week for the semester
- One 2-hour non-self-contained (meaning pre-laboratory work may be assigned) lab session per week for the semester
- One 3-hour self-contained (meaning pre-laboratory assignments are minimal) lab session per week for the semester
- A combination of the above (e.g. alternating lectures and laboratory sessions)
Course Assessments Schedule
Course coordinators will provide the assessment schedule in the course syllabus, including quizzes, examinations, and due dates for assignments. Unannounced quizzes are at the discretion of instructors. All quizzes and tests are considered to be part of class time. If scheduled outside of the normal class period, compensatory time will be given to classes.
Class and Grading Policies
Instructors are responsible for informing students in their classes of the methods to be used in determining final course grades and of any special requirements of attendance that differ from the attendance policy of the University. Course grades will be determined by the assessment of each student’s individual performance, judged by standards of academic achievement.
Examinations and other assignments submitted for grading should be returned with sufficient promptness and information to enhance the learning experience.
No student grades or performance information may be publicly posted. All academic progress will be the private concern of the individual student and communicated to that individual by Moodle gradebook, mailbox delivery, e-mail, or faculty office visit.
Instructors are expected to meet with their classes regularly and at scheduled times. Instructors will notify their department heads and the Academic Affairs Office if they will be absent so that suitable action may be taken.
Instructors are expected to be available to meet with students out of class. If office hours are possible, they should be scheduled at times convenient to both students and faculty members. If responsibilities preclude regular office hours, instructors should inform students of the preferred mechanism for arranging an appointment.
Grievance Procedures for Course Grades
The College of Veterinary Medicine follows the Grievance Procedure for Graduate Students (REG 11.40.02).
Course and Instructor Evaluations
Courses and instructors will be evaluated on a regular basis in compliance with REG 05.20.10 – Evaluation of Teaching.
Course evaluations for all classes offered during the preclinical phase of the curriculum and for instructors on a rotating basis are distributed as listed below. Though collected at the same time, course evaluations are shared with the course coordinator, department head, Academic Affairs Office, and Faculty Committee on Curriculum and Course Evaluation (FCCCE) while instructor evaluations are shared with the department head and individual instructor for use in merit and review decisions. Each preclinical course is evaluated each time that it is delivered. Instructors undergo full evaluation on a schedule determined by their department head, though instructor feedback can be provided each semester through the appropriate field of each course evaluation.
Evaluations will be opened at the midpoint of the semester for one week and will be used to provide preliminary information about courses for use by course coordinators. In addition, selected instructors who only teach in the first half of the semester will also be evaluated at this time point.
Evaluations will be reopened for the last two weeks of the semester, closing before finals week begins. These evaluations will focus on selected instructors who teach throughout the course or in the latter half.
All selectives evaluations will be open for the full two weeks of selectives. At the end of the semester, evaluation data will be distributed to the Academic Affairs Office, the FCCCE, the course coordinators and department heads.
The FCCCE will review the evaluations and produce a report with recommendations as needed. These reports are shared with course coordinators and their respective department heads.
Evaluations for clinical rotations and instructors will open three days before the end of the rotation and will remain open for two weeks after the rotation is finished. Results are sent to department heads, the Academic Affairs Office, and FCCCE at the end of the fall and spring semesters. Responses to questions on clinical course and instructor evaluations are confidential; however, students should be aware that reference to specific patients, clients or events could result in identification.
Instructor Evaluations, Years 1-3
Instructors will be evaluated by students on a schedule determined by their department head. Evaluations will be done in a manner consistent with University policy, rules and regulations. Students wishing to evaluate an instructor not scheduled for evaluation should contact the appropriate department head or the Office of Academic Affairs with the request or can provide feedback on the designated field of the course evaluation. Student evaluations of instructors are confidential and will not be released to the instructor and department head until after the semester the instructor teaches in has ended.
In-class Electronic Device Use
CVM faculty provide an abundance of material for veterinary education in CVM course Moodle sites. All CVM students have access to all non-quiz material in any course site via a self-enrollment option regardless whether they are currently enrolled in that course. This is meant to help students build on material learned in earlier parts of the program and to serve as a reference during the clinical phase of the curriculum. All faculty, staff and students must follow POL 08.00.01 – Computer Use Policy and REG 08.00.02 – Computer Use Regulation.
In addition to the policy and regulation, the following outlines expected behavior for use of computers specifically related to veterinary education:
- It is a misappropriation of intellectual property to copy any material from course sites into publicly accessible web sites. Students may copy material onto their own computer for use related to their education, but may not redistribute it. Redistribution can be a copyright violation.
- The classroom is part of a learning community. Any action that distracts classmates from the course material is inappropriate behavior. This includes texting, sending email, visiting websites not directly related to the class, etc.
- It is an individual responsibility to adequately protect and secure computers and other electronic devices such as phones. Passwords should be appropriately managed for all university accounts. It is against policy to use another individual’s log-in and password to access University accounts or to let someone use your access. It is also a violation to attempt to circumvent network security protocols in order to gain access to material that you don’t have official permission to access.
- Posting of material in social networking sites must be done with the utmost care and consideration. No pictures of any animal within the college, including client owned animals, surgery patients, TAU animals, anatomy cadavers, or cadavers / cadaver parts used in wet labs, may be posted to any website or social media application without the prior approval of the Dean. No picture of any hospital client may be posted without the approval of the Dean and the client involved. Any violation of this rule is considered evidence of non-academic misconduct and will result in notification of the Faculty Committee on Academic Performance and Student Conduct, with the possible result of dismissal from the DVM professional program.
Assessment dates are shared with all course coordinators within the same year and semester. Coordination between courses is encouraged in order to avoid classes having more than one major examination in one day.
Schedule Changes for Midterm Exams
Students may ask their class president to petition the course coordinator directly if an alteration in scheduling is desired during the semester. Class votes to change a scheduled examination must be carried by a 2/3 majority. The requested time change may not interfere with any other class time. The class must be notified at least two class days prior to the vote of the proposed change and the date and time of voting or voting may be done electronically using a secure means. Course coordinators may accept or reject the request. Course coordinators may also schedule date changes if inclement weather prevents proper administration of an exam. The hour and time to be selected may fall outside of normal scheduled class time in these circumstances. Reasonable lead-time is expected for all students to be aware of the change.
Final Exam Scheduling
Final examination dates are arranged by the Academic Affairs Office and any changes must be initiated there. No final examination changes will be approved once they are announced at the beginning of the semester. No final examinations are to be given before the semester is over, except when approved by the Academic Affairs Office.
Make-up Options for Class Material
There are times when, due to weather or unforeseen events, classes are canceled. Course coordinators have the following options to address missed material and should notify the class president of their plans via email. In many cases, the missed material can be made up by assigning study of course notes or online materials, and a particular time and room may not be required.
If a new class time is necessary, the instructor should work directly with the class president, or designee, to determine a time that will best meet most of the students’ availability. The hour and time selected cannot interfere with an existing class, and may fall outside of normal scheduled class time including on weekends. Reasonable lead-time is expected for all students to be aware of the change and reasonable requests should be granted for absence from rescheduled classes for students with prior obligations (e.g. medical appointments, alternate testing times for other classes, etc.). If the material covered will appear on tests, the class must be made available (e.g. through Mediasite) to those who could not attend, or questions should come from clearly identified written course materials.
Instructors also have the option of recording lecture material via Mediasite on their own schedule (without class attendance). For assistance with this, please contact Educational Support Services at email@example.com.
In some cases, it may not be possible to make up the material and appropriate adjustments to the course and expectations may need to occur.
Student Services and ESS can assist by advising of the typical class schedule, scheduling a room, helping coordinate Mediasite lecture capture, and mediating when the same makeup day and time is desired for different classes. Contact the Student Services Registrar at firstname.lastname@example.org and ESS at email@example.com to assist with the rescheduled events.
Students have the opportunity to complete extramural studies (externships) for course credit in years 1-3 during selectives and during year 4 as a rotation. Students should always contact the relevant state board to determine what activities are permissible to perform during their extramural based on their professional year.
In North Carolina, students in the first through third years are restricted to shadowing or work that a veterinary assistant or veterinary employee could perform (see North Carolina General Statutes Chapter 90, Article 11, General Statute 90-189.6(c) of the North Carolina Veterinary Practice Act for additional guidance). Note that surgery or any other activity that would cause an irreversible change in the animal is prohibited. In North Carolina, students enrolled in an accredited veterinary college who have successfully completed the third year of the curriculum may perform services permitted to veterinary technicians and, under the direct supervision of a veterinarian, perform activities that are restricted to a licensed veterinarian (e.g. surgery). Students must be registered with the North Carolina Veterinary Medical Board.
Fourth year students completing extramural studies for credit are covered by NC State’s liability insurance. Fourth year students completing not-for-credit practice visits (during vacation blocks) will need to obtain Student Liability Insurance through AVMA-PLIT, and students in years 1-3 should check with the extramural location to see if AVMA-PLIT Student Liability Insurance is required.
In order to prevent the introduction of foreign animal diseases (FAD) into our clinics, teaching animal unit and laboratory animal unit, visitors and the students, staff, and faculty of the CVM must take steps to help prevent the accidental introduction of these diseases into this country. Humans can carry pathogens on their clothing, shoes, body (particularly the throat and nasal passages) and personal items.
International Travel and International Visitors
In general, for individuals potentially exposed to a zoonotic or foreign animal disease, a five (5) day personal quarantine/restriction from susceptible species will be required. This period starts at the time of the last plausible exposure to relevant infectious agents – whether that be direct exposure to potentially infected animals, or through contact with potentially contaminated specimens, equipment, or clothing. Ideally, equipment used and clothes and shoes worn while in potentially contaminated areas should not be brought back into the U.S. For additional information on biosecurity, including recommended cleaning and disinfection protocols, please see the NC State CVM biosecurity resources site.
Tours of the CVM must register with the Student Services Office, who can provide information on restricted areas. Always observe posted signs, do not allow unknown persons through restricted doors, and do not tour friends and family through restricted animal holding or housing areas. Biosecurity maintained through the observation of rules restricting visitors and non-CVM persons from access to teaching animal unit, research barns, and restricted areas of hospital facilities across the college.
Hospital Dress Code
All health care providers, including faculty, house officers, staff and veterinary medical students, are required to wear appropriate professional apparel when working in clinical settings both on and off-campus. The standard of acceptable attire is determined by the need for proper identification, infection control and safety, and maintenance of a professional image to our clients. Students are expected to be familiar with published dress codes for the hospital and adhere to them when visiting or working in those areas. Students are required to wear name tags and identification badges at all times in the hospitals. Additional requirements may be given for specific areas of the hospital or clinical rotations. It is the student’s responsibility to inquire about specific dress code requirements for specific services or off-campus experiences. Some specific considerations include;
- Infection Control: All personnel within the Hospital must strive to prevent infectious agents being transferred from one patient to another. While specific procedures are established for known infectious patients (gloves, masks, aprons, etc.), clean clothing and footwear are important aspects of protecting the patient.
- Safety: Some clothing choices, while professional, may not adequately protect the wearer. All personnel must choose attire appropriate to the risks associated with their appointed tasks. They must follow procedures outlined to protect them from injury.
- Professional Image: All Hospital personnel (faculty, house officers, students and staff) who routinely come in contact with a client are expected to be dressed professionally. Attire that is distracting, excessively casual, or dirty detracts from the client’s experience and potentially undermines their confidence in the standards of the Hospital.
Laboratory Animal Care and Facilities
Laboratory Animal Resources (LAR) is an administratively centralized service unit with husbandry, veterinary care, and oversight responsibilities for College research and teaching animals. Please see the LAR website for contact information for LAR staff, as well as policies and procedures for using research and teaching animals at CVM.
Some courses requires the use of animals for instructional purposes. All animal use (including privately owned animals) in the curriculum must be reviewed and approved by the Faculty Committee on Laboratory Animal Resources and The Institutional Animal Care and Use Committee.
William Rand Kenan, Jr., Library of Veterinary Medicine
The Veterinary Medical Library (VML) and audiovisual center are part of the NCSU Libraries system. Library hours are posted online and on the door of the VML. Hours are extended during exam periods.
Many of the Library’s resources are available online from the Veterinary Medical Library’s website . Materials from all NCSU Libraries are listed in the library catalog, and can be delivered free to the VML. Materials not available on campus can be requested for free through Tripsaver interlibrary loan.
The VML has a large collection of video, audio, and multimedia titles. Laptop computers, digital voice recorders, video cameras, and other devices are available. Library staff provide research assistance, help acquiring materials, support for presenting and publishing, and answers to questions about library services and loan periods for all library materials.
Classroom Clean Up
Facilities staff must have total access to all classrooms, Monday-Friday, from 5:30 a.m. to 7:30 a.m. to clean. Students, staff or faculty using the facilities during this time may have to vacate while rooms are cleaned. Any materials left in the classroom after 8 p.m. may be discarded. The college is not responsible for personal items left in the classrooms. All trash should be disposed of in an appropriate manner. Taped signs to veneered doors, painted walls, etc. will be removed whenever they appear.
Pets and Service / Assistance Animals
Faculty, staff, students and visitors are generally not allowed to bring privately owned animals with them onto the College of Veterinary Medicine premises unless they are a client bringing the animal(s) directly to the teaching hospital. Boarding may be permitted in some circumstances; please see the VH hospital SOP on personal pets at the CVM and hospitals for more information.
The CVM abides by campus guidelines for the accommodation of service animals (REG 04.20.05) and assistance animals (RUL 11.30.07). Only service animals or service animals in training are permitted in classrooms and laboratory settings. Service animals may be prohibited in areas or settings where their use may compromise the integrity of certain research, where protective clothing is necessary, where chemicals or material that may be potentially harmful to the service animal are used, and/or where the animal’s presence may constitute a danger or fundamental alteration of the program or activity conducted in that area. The instructor directing work in the restricted area has the final decision regarding access based on the nature of the activity occurring in the area and the best interest of the animal.
Principles for the Use of Animals
The use of animals is essential to teaching programs and biomedical research in a College of Veterinary Medicine. Many significant benefits to the health and welfare of both animals and humans have resulted from animal use in research and are a matter of historical record. Instruction of veterinary students also would be impossible without the use of animal models.
There are both moral and legal obligations to ensure the humane care and responsible use of animals in research and teaching. This is especially important within a College of Veterinary Medicine because the public looks to, supports, and expects the veterinary medical profession to protect the health and welfare of animals. Therefore, each staff member, student, faculty member, or research investigator of the College of Veterinary Medicine is directly responsible for the promotion and protection of animal welfare within the instructional and research programs of the College. This responsibility must be conveyed by example and extends to the education of the future members of our profession.
The NCSU Animal Care and Use Policy articulates the university’s commitment to the humane treatment of animals used in research and teaching. A vital component of this policy is the Institutional Animal Care and Use Committee (IACUC), which is responsible for the review and approval of research and teaching animal-use activities, evaluation of animal care and use programs, and inspection of animal housing facilities at NCSU. The IACUC also is responsible for investigating any animal welfare concerns brought by a member of the NCSU community.
If you observe or suspect animal mistreatment or animal use protocol noncompliance, information for how to report to IACUC is described through their website.
The College of Veterinary Medicine is a smoke free campus. Smoking may occur in designated areas only.
Alcohol and Illegal Drug Policy
Except when part of a College event, consumption, sale, or use of alcoholic beverages is prohibited within and on the premises of the school property, and all students, staff and faculty are expected to comply with POL 04.20.02 – Alcohol Policy. Students, staff and faculty are also expected to comply with POL 04.20.04 – Illegal Drugs. Violations of either policy will be considered a form of non-academic misconduct and may result a disciplinary hearing and sanctions.
The yearly cost of education for full-time study at the NC State College of Veterinary Medicine includes tuition, fees, books, supplies, equipment, dues, immunizations and living expenses. DVM students in the clinical year of their program will be considered full-time in the summer if they are registered for 1 hour and will be charged at a special rate. Please view the costs page for details. Full summer tuition rates may be incurred in some circumstances such as participation in for-credit international experiences, extension of the clinical year into the summer after graduation, or taking core course work in the summer.
When animal-related injuries or other accidents occur, report the incident immediately to your instructor or supervisor. Depending on the severity of the injury, faculty and staff should use reasonable judgment and, when appropriate, send injured students to Rex Hospital or the NC State Student Health Center for treatment. Get help first and then contact the Student Services Office to process an incident report.
Regardless of the student status, an incident report must be filed within 24 hours of the injury. Working with animals is always associated with risk of disease or injury (bites, kicks, butts), that can be severe and life threatening. You are responsible for your own well-being. Do not place yourself in unnecessarily risky situations.
Unless the University is found responsible for the injury (such as through a negligence action), the University does not cover any costs associated with student injuries. Students are responsible for maintaining their own health insurance.
For password standards, see https://oit.ncsu.edu/it-security/password-standard/.
- Never tell anyone your password.
- You will NEVER be asked for your password so DO NOT respond to any email requests for it.
- If you feel that someone may have seen you type your password or that is has been compromised in some other way, create a new one immediately.
- Never write your password down anywhere.
- Never let anyone watch you type it on a computer. If someone tries to watch, ask them to look away. Making this request is perfectly acceptable and is part of your responsibility to protect your password.
Proximity ID Badges and Campus Security
Proximity ID Badges must be worn at all times on campus. Students, faculty and staff are asked to share security responsibilities. Propped-open doors should be closed when found in keeping with the fire codes and security of our buildings. Do not lend your proximity badge to anyone.
The Student Affairs Office handles lockers assignments. Incoming students will be assigned a locker in August and it will be kept for the first three years. Students going into fourth year will be assigned a clinical year locker once the previous clinical year class has fully moved out. Charges will be assessed for any defacing of lockers. No relocation of locker assignments may be made without the Student Services Office approval. Anyone occupying a locker not assigned to them will have the lock cut and the contents may be discarded.
Mailboxes and Bulletin Boards
Each student will have a mailbox located in the student commons area outside South Theater. Please be sure to check your mailbox for notices and other communications on a regular basis. Mailboxes should only be used for CVM business.
Notices are to be placed ONLY on designated bulletin boards, never on doors, windows, walls, etc.
Registration and Records
All items relating to student registration and records will be initiated in the Student Services Office, Room A-242 (919-513-6262). Such things as name and address changes, registration, transcript discrepancies, and grade audits will be handled in this office. When official University transcripts are needed, you must contact the University Registrar’s office on main campus, Room 100 Harris Hall or by calling 919-515-2572.
Parking permits are available for purchase by students, faculty and staff and are typically required for parking on campus from 7:00 a.m. to 5:00 p.m., Monday through Friday, except on official University holidays; however, individuals are responsible for knowing current parking regulations and enforcement policies. For alternatives to on-campus parking, please see NC State Transportation. Students, staff and faculty are strongly discouraged from parking in unsafe locations such as the railroad grounds.
Student deliveries, personal messages and personal mail
Students are prohibited from utilizing the college address for personal business. Personal mail will not be delivered to student mailboxes. Items coming to the school will be returned to the sender. Flower or balloon delivery is discouraged. Mailboxes are for internal use only. Telephone messages will only be delivered in emergency situations, and use of CVM telephone lines for personal calls is prohibited. If you are expecting an emergency message, please notify the Office of Academic Affairs or Student Services Office.
University Vehicles and Supplies
University vehicles are to be used for state and school related business only. No vehicle may be used by students for school related business unless permission is first obtained from the Academic Affairs Office. The driver must be on the CVM payroll.
Supplies are considered state property; students are not to use such supplies without permission or for any use other than business or class-related activities.
Campus Resources for Students in Need
NC State provides a variety of resources for students in need including a food pantry, temporary and emergency housing, emergency funds and short term loans, and professional clothing for interviews, conferences, etc. Please see Pack Essentials for more information.
Rights and Responsibilities
Title IX of the Education Amendments of 1972 is a federal law that prohibits discrimination based on sex, including pregnancy and parental status, in educational programs and activities.1 The NC State College of Veterinary Medicine will treat students affected by pregnancy, childbirth, or related conditions the same as non-pregnant students who are similar in their ability to participate in the program. If you are pregnant or a parenting student, you have the ability to:
- Request adjustments to the learning environment (i.e., an appropriate desk, comfort breaks); dedicated lactation rooms are available, please contact the Student Services Office for additional information.
- Request excused absences for medical reasons;
- Continue in your educational program or take a leave of absence for documented medical reasons;
- Return to the same academic status as before medical leave;
- Make up any work missed while you were out; and
- Work with Academic Affairs to develop an individualized plan to assist you with your educational program.
It is the goal of NC State CVM to support all DVM students in their journey to professional success. As we do this, we acknowledge that the personal and private lives of students do and should carry on during their years in veterinary school. Students have the right and responsibility to make decisions concerning their personal health and safety both generally and as related to pregnancy and childbirth.
We also acknowledge the potential of human injury in the practice of veterinary medicine and the particular potentials for harm associated with pregnancy. Hazards include potential physical trauma from working with large animal patients, potential exposure to drugs that may affect pregnancy or fetal development, exposure to infectious agents, radiation, and physical stress. The likelihood of encountering these potential hazards varies by the stage of the curriculum and the nature of the specific clinical or learning environment.
We commit to working with pregnant and parenting students individually to create an academic plan tailored to each student’s needs and focused on academic success. We can also advise you about programs and services available on campus to assist you with your educational progress.
Pregnancy and the DVM Curriculum
The DVM curriculum is sequential, meaning that enrollment in most courses is contingent on the successful completion of preceding courses. Some courses involve required practical components such as surgical procedures or laboratories that may not be remediable. In addition, required preclinical courses are offered only once per year. Completion of all required components of the DVM curriculum is required for graduation.
- If a student requests leave or withdraws from the DVM curriculum during the preclinical phase, they may have to wait a full year to resume progress through the curriculum.
- The Associate Dean of Academic Affairs and course coordinators will make every attempt to work with students to make up or plan for absences in such a way that the student can successfully complete each semester. However, the progressive nature of the curriculum can limit the College’s ability to make changes in an individual’s schedule of assignments, as these are prepared in advance for an entire calendar year.
- The Associate Dean of Academic Affairs may be able to identify extended curriculum options (reduced course load over a two-year period in lieu of an absence followed by a return to a full course load) if requested.
During the clinical phase of the curriculum, the Associate Dean of Academic Affairs and the Clinical Coordinator can work with pregnant and parenting students to arrange your clinical schedule and make reasonable accommodations. Depending on your schedule and needs, delays in graduation date may result.
The DVM curriculum carries unique risks that may imperil student health or the health of a fetus or nursing infant. These risks include exposure to chemicals, medications, pathogens, and physical injury. It is each student’s responsibility to consider these risks and, in consultation with their physician, determine how best to mitigate this risk.
What to Do if You Are Expecting:
Discuss your pregnancy with your physician as soon as possible. Your doctor can help you to determine ways to reduce risk and can determine where specific accommodations are necessary. We recommend that you contact a physician as soon as possible after the pregnancy is confirmed. A written note from your physician that defines permitted limits of exposure to specific hazards is necessary to amend expected activities in the curriculum. If you do not have a regular physician or if you are unable to meet with your physician for several weeks, Student Health Services can perform initial assessments, make initial recommendations, and facilitate referrals.
You may choose to notify the CVM Office of Academic Affairs. While this is not required, your notification allows us to provide you with information, help you assess and address potential risks, modify schedules, and provide excused absences as needed. If you are considering temporary withdrawal from the program or the pursuit of an extended curriculum, the Academic Affairs office can provide additional information and assist you with administrative aspects.
You may want to consider notifying course coordinators or block leaders, particularly for courses or rotations that may involve contact with chemicals, medications, or pathogens of concern. Again, while this is not required, your notification allows course coordinators and block leaders to provide you with information and to help you assess and address potential risks associated with the program. Students may also withdraw from the program at any time; however, we strongly encourage our students to complete their educational program and to consult with the Associate Dean of Academic Affairs to discuss options for continuing in the program before withdrawing.