Examination Policies and Procedures

Examination Format and General Policies

• Written examinations are normally computer based and held in the designated Test Center. Practical, clinical skills, and other performance assessments are conducted in the settings specified in the course syllabus.
• The standard time allocation for written examination questions is 80 seconds per question, except where an approved accommodation or a published assessment-specific format applies.
• All examinations must be taken by students on the date and time scheduled by the School and published in the academic calendar.
• Examination preparation periods, where provided, will be identified in the published academic calendar or examination schedule.
• Examinations during DVM Years 1-3 include Integrated Quiz 1 (IQ1), Integrated Quiz 2 (IQ2), Semester Ending Examination (SEE), and Essential Veterinary Skills (EVS) examinations for each semester.

a. Each examination shall reflect the course learning objectives covered during the corresponding period of instruction.

b. The three examinations for each course (IQ1, IQ2, and SEE) will contain questions derived from the respective subjects and course content delivered during the semester.

c. Integrated Quizzes (IQs) are conducted once every five weeks in each course. These quizzes are unit-based and are not cumulative. The duration of an Integrated Quiz shall not exceed three (3) hours.

Examination Procedures to be Followed at the Test Center

• Test Center examinations are proctored and may be monitored and recorded through security cameras in accordance with University procedures.
• Students will receive their assigned seat-terminal number fifteen (15) minutes before the start of the examination.
• During examinations, students must place their bags and personal belongings in the designated area at the front or back of the examination room as directed by the proctor.
• Unauthorized electronic devices, including personal laptops, tablets, smartwatches, and mobile phones, are prohibited. Only equipment expressly authorized for the examination or an approved accommodation may be used.
• Students will receive an examination access sheet containing a username and password. These credentials must be used to log in and access the examination.
• Examinations will be proctored by faculty members appointed by the Dean.
• Students arriving more than five (5) minutes after the commencement of the examination will not be permitted to take the examination.
• Students may not leave the examination room without the proctor’s permission. A student who leaves without permission may not re-enter. Approved supervised breaks are governed by the break procedure below.
• Communication between students is strictly prohibited during an examination.
• Suspected unauthorized communication will be documented and referred for review under the Academic Integrity Policy. The proctor may end the student’s examination when necessary to protect examination integrity. Findings, sanctions, and appeals follow the procedures in Section VII.
• Food and beverages are not permitted inside the Test Center. Students requiring special accommodations must obtain prior approval from the Promotions and Progress Review Committee.
• Students requiring a break during an examination must obtain prior permission. During any approved break, the integrity of the examination must be maintained. Students found discussing the examination, accessing study materials, electronic devices, or otherwise compromising examination security will not be permitted to re-enter the examination.
• At the conclusion of the examination, all examination-related materials must be submitted to the proctor in charge.

Examination Rescheduling Policies

• Examination dates may be changed due to circumstances including, but not limited to, logistical issues, scheduling requirements involving other student cohorts, technical difficulties within the Test Center, or other institutional considerations.
• Students will not be permitted to take any examination earlier than the scheduled date and time under any circumstances.
• Decisions regarding examination rescheduling shall be made by a team consisting of the appropriate coordinator (e.g., Course Chair, EVS Director, etc.), the Chair of the Curriculum Committee, and the Dean of Student Affairs. Such decisions shall be final and binding upon students. However, the Dean and Chief Academic Officer (CAO) reserve the authority to review and revoke a rescheduling decision when deemed necessary.

Examination Schedule

The DVM program utilizes a continuous assessment model designed to evaluate student learning and competency development throughout the semester.

Assessment weights

The final course grade is determined using the following assessment components and weights:

Students are expected to participate actively in all learning activities and complete all assessments as scheduled. The Assignment/Participation component may include classroom discussions, case-based learning activities, presentations, quizzes, reflective exercises, and other interactive learning activities conducted during lectures.

POLICIES FOR RELEASE OF GRADES (For all semesters):

• Grades from integrated and semester-ending examinations in the DVM program will be made available to students by the Course Chair as soon as the evaluations are completed.
• The minimum passing grade for each course is 70%.
• At the conclusion of each final examination in the DVM program, consolidated results will be forwarded to the Registrar and will be released within four (4) days of the end of the examination period. Results will be made available only through the Student Management System (SMS).
• Students will be able to access their final examination results on the SMS only after completing the course feedback questionnaire.

EXAMINATION REMAKE POLICIES (for all semesters):

Missed examinations and re examinations

• A missed examination is recorded as a failed examination unless an authorized make-up examination is approved under this policy. An approved absence and a failed examination are reviewed according to their respective circumstances.
• The Dean of Student Affairs may arrange a make-up or re-examination, subject to the eligibility rules of the Promotions and Progress Review Committee (PPRC), when a student:

a. Is eligible for reassessment following a failed examination or course.
b. Has prior permission to miss an examination from the Dean of Student Affairs, Dean of Veterinary Medicine, or Chief Academic Officer.
c. Misses an examination because of a genuine, unavoidable emergency accepted by one of those officials.
d. Has a scheduling conflict between approved re-examinations.
e. Has been nominated by the University to attend a professional event that conflicts with an examination.
f. Has University permission to pursue another degree and an approved conflict involving that program.

Prior Permission for Missing an Examination

Requests for prior permission to miss an examination must be submitted in writing to the Dean, Student Affairs, clearly stating the reasons. The decision to approve or reject the request lies solely with the Dean, Student Affairs and shall be final and binding.

Reporting Missed Examinations

Any missed examination without prior approval must be reported to the Dean, Student Affairs within 12 hours of the scheduled examination time.

• Students requesting a make-up or re-examination must submit a written request with supporting documentation promptly. An appeal of a refusal may be submitted through the Grievances Committee process. Permission to sit a re-examination remains subject to the academic progression rules in Section VII.

Scheduling of Remake Examinations

Remake examinations will be scheduled only during the first week of the following semester. Students must appear for the remake on the scheduled date. Failure to do so will result in the requirement to repeat the course.

Rescheduling of Remake Examinations

Requests to miss or reschedule a remake examination will not be entertained, except in cases where there are scheduling conflicts due to multiple remake examinations.

• A make-up or re-examination uses different questions while assessing the relevant learning outcomes. The approved assessment criteria and examination security requirements continue to apply.

Year 4 Clinical Year

Evaluations during the fourth (clinical) year are conducted by the respective affiliated institutions in accordance with their accredited assessment methods.

Xavier University School of Veterinary Medicine maintains academic oversight of the fourth-year program delivered through its clinical affiliates to ensure alignment with institutional standards and program objectives.

Academic progression

The PPRC reviews course results, attendance, clinical skills, competency achievement, and professionalism before progression. Students must clear failed courses and meet the requirements in Section VII before advancing. Clinical registration also requires the documentation and financial clearance described in Section IV.

Graduation requirements

Policy Statement

The awarding of the Doctor of Veterinary Medicine (DVM) degree by Xavier University School of Veterinary Medicine (XUSOVM) is contingent upon a student meeting all academic, clinical, professional, and institutional requirements established by the Faculty Senate, Curriculum Committee, and Promotions and Progress Review Committee (PPRC).

Students must demonstrate the knowledge, clinical skills, professional behaviors, ethical conduct, and competencies expected of an entry-level veterinarian and must satisfy all graduation requirements of the DVM program.

The University maintains a common standard for graduation irrespective of the country in which the graduate intends to pursue licensure, postgraduate training, or professional practice.

Graduation Requirements

To be eligible for the award of the Doctor of Veterinary Medicine (DVM) degree, students must:

• Successfully complete all required pre-clinical coursework within the DVM curriculum.
• Successfully complete all required clinical rotations and experiential learning activities.
• Achieve all Program Educational Objectives (PEOs), Program Learning Outcomes (PLOs), and Competency-Based Veterinary Education (CBVE) competencies established by the DVM program.
• Successfully complete all required assessments, examinations, practical evaluations, clinical competency assessments, and other graduation requirements established by the Curriculum Committee.
• Satisfy all Essential Veterinary Skills requirements and demonstrate competency in the required clinical and professional skills.
• Demonstrate professional conduct, ethical behavior, integrity, and adherence to the standards of the veterinary profession throughout the program.
• Be in good academic standing and meet all progression requirements established by the Promotions and Progress Review Committee.
• Satisfy all financial obligations to the University.
• Comply with all institutional policies, procedures, and regulations.

Assessment of Graduation Competencies

The determination of graduation eligibility shall be based upon multiple assessment methods, including but not limited to:

• Course examinations and assessments
• Integrated Quizzes (IQs)
• Semester Ending Examinations (SEEs)
• Laboratory and practical assessments
• Clinical performance evaluations
• Essential Veterinary Skills assessments
• Professionalism evaluations
• Competency-based assessments
• Portfolio and experiential learning documentation, where applicable
• Other standardized assessments approved by the Curriculum Committee

The University may utilize additional standardized examinations or competency assessments to evaluate readiness for graduation and entry-level veterinary practice.

Professionalism Requirement

Professionalism is an essential requirement for graduation.

No student with an unresolved professionalism concern, disciplinary sanction, academic integrity violation, ethical misconduct finding, or other unremediated professional behavior concern shall be eligible for the award of the DVM degree.

The Promotions and Progress Review Committee shall review such matters and determine whether the student has satisfactorily demonstrated the professional attributes expected of a graduate veterinarian.

Certification for Graduation

The Promotions and Progress Review Committee shall certify that all graduation requirements have been met and shall recommend eligible students for the award of the Doctor of Veterinary Medicine degree.

Final approval for graduation shall be granted in accordance with University governance procedures.

Policy Contact

Chair, Promotions and Progress Review Committee

Dean of Veterinary Medicine