Purpose
Xavier University School of Veterinary Medicine (XUSOVM), Aruba, has the responsibility to review, approve, and monitor all extramural elective experiences undertaken by students to ensure that such experiences contribute meaningfully to the educational objectives of the Doctor of Veterinary Medicine (DVM) program while maintaining student safety, animal welfare, and professional standards.
The University shall evaluate all proposed extramural electives to ensure that they provide appropriate educational value, adequate supervision, and a safe learning environment. In reviewing extramural electives, the University shall assess potential risks to students, animals, clients, faculty, staff, and the community, as well as the availability of appropriate support systems and emergency resources.
To this end, the following policies and procedures shall guide the oversight, approval, monitoring, and evaluation of all extramural electives.
Policy Statement
All extramural electives undertaken for academic credit or recognition within the DVM program must receive prior approval from XUSOVM before the student begins the elective experience.
No elective activity may be counted toward graduation requirements unless it has been formally reviewed and approved through the established institutional process.
The University reserves the right to deny, modify, suspend, or withdraw approval for any extramural elective that does not meet educational, professional, ethical, safety, or animal welfare standards.
Scope
This policy applies to all DVM students participating in:
- Domestic or international extramural electives
- Veterinary clinical externships
- Research electives
- Public health electives
- One Health experiences
- Wildlife, zoological, aquatic, laboratory animal, or conservation medicine electives
- Government, industry, military, or non-governmental organization placements
- Community outreach and service-learning activities receiving academic credit
Criteria for Approval
Prior to approval, XUSOVM shall evaluate:
Educational Quality
- Alignment with DVM Program Educational Objectives (PEOs)
- Alignment with Competency-Based Veterinary Education (CBVE) competencies
- Educational value and learning opportunities
- Availability of qualified supervision and mentorship
- Adequacy of clinical, research, or professional experiences
Student Safety
- Personal safety risks
- Availability of emergency medical care
- Occupational health and safety considerations
- Biosecurity and infection control practices
- Exposure to zoonotic diseases
- Availability of personal protective equipment (PPE)
Animal Welfare
- Compliance with accepted animal welfare standards
- Ethical treatment of animals
- Compliance with local regulations and professional standards
- Adequacy of veterinary oversight
Site Evaluation
- Professional reputation of the host institution
- Adequacy of facilities and equipment
- Availability of appropriate supervision
- Previous student evaluations, where available
Environmental and Political Considerations
- Natural disaster risks
- Political instability
- Civil unrest or security concerns
- Travel advisories
- Public health concerns or disease outbreaks
Professional and Ethical Considerations
- Compliance with veterinary professional ethics
- Compatibility with XUSOVM policies and standards
- Potential ethical challenges that may arise during the elective experience
Student Responsibilities
Students requesting approval for an extramural elective shall:
- Submit an Extramural Elective Application before the start of the elective.
- Provide:
- Elective description
- Learning objectives
- Site information
- Supervisor qualifications
- Schedule and duration
- Risk assessment information
- Complete any required health, safety, biosecurity, or travel training.
- Obtain all required licenses, permits, vaccinations, and travel documentation.
- Maintain professional conduct throughout the elective.
- Immediately report any significant safety, ethical, professionalism, or welfare concerns to XUSOVM.
Approval Process
Step 1 Submission
The student shall submit an Extramural Elective Application to the Office of Clinical Affairs or designated elective coordinator.
Step 2 Review
The elective shall be reviewed by the designated faculty reviewer and, where appropriate:
- Dean of Veterinary Medicine
- Dean of Student Affairs
- Clinical Affairs Office
- Curriculum Committee
- Risk Management Personnel
Step 3 Approval
Written approval must be obtained before the elective begins.
Students may not receive academic credit for unapproved electives.
Monitoring and Support
XUSOVM shall provide appropriate oversight during approved extramural electives through:
- Faculty oversight
- Site supervisor evaluations
- Student progress reports
- Regular communication when appropriate
Additional support may be provided when students participate in higher-risk environments.
Emergency Situations
Students participating in extramural electives must immediately notify XUSOVM if any of the following occur:
- Serious illness or injury
- Exposure to zoonotic disease
- Occupational injury
- Safety or security incident
- Natural disaster
- Political unrest
- Ethical or professional concerns
- Animal welfare concerns
The University may require suspension, modification, or termination of the elective experience when safety concerns arise.
Evaluation and Documentation
To receive academic credit, students may be required to submit:
- Supervisor evaluations
- Reflective reports
- Case logs
- Clinical experience logs
- Research reports
- Presentations or other assignments as determined by the faculty supervisor
The faculty supervisor shall evaluate whether the educational objectives of the elective have been achieved.
Denial or Withdrawal of Approval
XUSOVM may deny or withdraw approval for an extramural elective when:
- Educational standards are not met;
- Adequate supervision is unavailable;
- Student safety cannot be reasonably assured;
- Animal welfare concerns exist;
- Professional or ethical concerns arise;
- Public health, political, environmental, or security risks become unacceptable.