Academic support services

Introduction

The Doctor of Veterinary Medicine (DVM) Program at Xavier University School of Veterinary Medicine (XUSOVM) strives to be recognized for excellence in veterinary medical education and the success of its graduates. The program seeks to provide comprehensive academic support that enables students to become competent veterinary professionals, critical thinkers, and lifelong learners committed to advancing animal health, public health, and environmental health through a One Health approach.

XUSOVM recognizes that the rigor, breadth, and pace of the veterinary curriculum can present challenges for many students. Success in veterinary school often requires adaptation to new learning strategies, effective time management, personal resilience, and professional growth.

To help students achieve their full potential, XUSOVM is committed to providing academic support services throughout the educational journey. These services are designed to assist students in achieving academic success, maintaining personal wellbeing, and developing the skills necessary for a successful veterinary career.

The academic support services provided under the Office of Student Affairs include:

A. Support for Students on Campus

1 Academic Counseling and Advising

XUSOVM has adopted a proactive approach to student support through its Faculty Mentoring Program.

Key Features

• Each student is assigned a faculty mentor at the beginning of each semester.
• Faculty mentors provide guidance, support, and academic advising throughout the semester.
• Mentor assignments may change from semester to semester.
• Students are required to meet with their faculty mentor a minimum of two (2) times per month, including:
• Meetings should include review before an Integrated Quiz (IQ), when one is scheduled; and
• Follow-up after assessment results are available, with other meetings focused on progress and study planning.

Topics Commonly Discussed

Students may discuss a variety of academic and non-academic matters, including:

• Study strategies and learning techniques;
• Time management and organization;
• Attendance and academic performance;
• Examination preparation;
• Academic progression;
• Career planning and professional development;
• Wellness and work-life balance;
• Adjustment to veterinary school;
• Research opportunities;
• Leadership and extracurricular involvement; and
• Challenges affecting academic success.

Students are encouraged to discuss any issues related to living, learning, or studying at XUSOVM that may directly or indirectly impact their educational experience.

Documentation of mentoring sessions, attendance, academic progress, action plans, and outcomes will be maintained in accordance with University policies.

Students who prefer to discuss concerns with someone other than their assigned mentor may contact the Dean of Student Affairs or Dean of Veterinary Medicine.

2 Academic Enhancement Program

The Academic Enhancement Program (AEP) provides additional academic assistance through peer tutoring and student-led support initiatives.

Key Features

• Peer tutors are students who have successfully completed a course and demonstrated mastery of the subject matter through exceptional academic performance.
• Peer tutors provide assistance in courses for which they have been approved.
• Support may include:
• Conceptual learning;
• Study skills development;
• Time management;
• Examination preparation;
• Group discussions;
• Accountability and study planning; and
• Academic mentoring.

The duration, type, and outcomes of tutoring sessions may be documented for quality assurance and program evaluation purposes.

Students may request additional tutoring support as needed.

Selection of Peer Tutors

Students interested in serving as peer tutors must submit an application to the Office of Student Affairs.

Peer tutor appointments are based on:

• Academic performance;
• Subject matter competency;
• Communication skills;
• Professionalism; and
• Faculty recommendations.

3 Academic Probation Support Program

Students who experience academic difficulty or fail to meet academic progression requirements may be placed on Academic Probation.

The purpose of Academic Probation is to provide structured support and remediation to facilitate student success.

Students placed on Academic Probation may be required to:

• Meet with their faculty mentor or academic advisor at least twice monthly;
• Meet regularly with course instructors;
• Develop and submit a written remediation plan outlining strategies for academic improvement;
• Participate in tutoring or academic support programs;
• Attend required remediation activities;
• Maintain a minimum attendance requirement as specified by University policy; and
• Demonstrate satisfactory academic progress.

At the conclusion of the probationary period, students may be required to submit a written request for removal from Academic Probation, demonstrating fulfillment of the prescribed remediation requirements.

Student progress is closely monitored throughout the probationary period, and additional interventions may be implemented when appropriate.

4 Personal Counseling and Psychological Support

XUSOVM recognizes that personal, emotional, psychological, and social challenges may affect student wellbeing and academic performance.

Students have access to confidential counseling services provided by qualified mental health professionals.

Services may include:

• Individual counseling;
• Stress management;
• Anxiety and depression support;
• Crisis intervention;
• Adjustment counseling;
• Relationship and family concerns;
• Wellness coaching; and
• Professional development support.

When clinically appropriate, students may be referred to external healthcare professionals, including psychiatrists and other specialists.

All counseling services are confidential. Information disclosed during counseling sessions will not be shared with the University except where required by law or authorized by the student.

Additional information is available in the Student Wellbeing section of this handbook.

5 Policy on Separation of Student Health Services and Academic Evaluation

Policy Statement

Xavier University School of Veterinary Medicine (XUSOVM) is committed to ensuring that all students have access to confidential health, psychological, and counseling services without fear of academic disadvantage or conflicts of interest.

All sensitive health services, including but not limited to:

• Psychological counseling;
• Mental health services;
• Psychiatric care;
• Substance use support;
• Personal health counseling; and
• Wellness services

shall be provided by licensed healthcare professionals who operate independently from the University's academic evaluation and decision-making processes.

Confidentiality and Independence

To maintain confidentiality and eliminate conflicts of interest:

• Healthcare professionals providing sensitive services shall not participate in student assessment, grading, clinical evaluations, competency assessments, or academic reviews.
• Such providers shall not serve on committees responsible for student promotion, remediation, disciplinary action, dismissal, or graduation decisions.
• Faculty members, evaluators, and academic administrators shall not have access to confidential health or counseling records unless disclosure is required by law or authorized by the student in writing.
• Student health information shall be maintained exclusively by the healthcare provider in accordance with applicable professional and legal standards.

Non Retaliation and Academic Protection

Students may access health and counseling services directly or through referral by the Office of Student Affairs.

Seeking or receiving health, counseling, psychiatric, or wellness services shall not adversely affect a student's:

• Academic standing;
• Academic evaluation;
• Promotion status;
• Participation in educational activities; or
• Progression toward graduation.

XUSOVM encourages students to seek assistance whenever needed and is committed to fostering a supportive environment that prioritizes student wellbeing and success.

Policy Contact

Dean of Student Affairs

Dean of Veterinary Medicine

B. Support to Students Off-Campus

Support for Students on Leave of Absence and Students Preparing for Clinical Rotations

Xavier University School of Veterinary Medicine (XUSOVM) recognizes that mastering the breadth and depth of veterinary medical knowledge can be challenging, particularly for students who are on an approved Leave of Absence (LOA), preparing to return to the curriculum, or transitioning into clinical training.

To support student success, XUSOVM provides structured academic mentoring and advising services to students who are temporarily away from campus. Each student is assigned a faculty mentor who serves as the primary point of contact for academic guidance and support.

Faculty mentors may be subject matter experts, academic advisors, or faculty members with expertise in veterinary education and student success. Mentors may provide assistance through webinars, virtual meetings, individualized review sessions, and academic coaching.

Students are expected to maintain regular communication with their assigned mentor and respond to communications from the University in a timely manner.

Academic Support Services for Off Campus Students

1. Learning Strategies

Students may receive guidance on:

• Effective study techniques;
• Evidence-based learning strategies;
• Selection and use of appropriate learning resources;
• Effective use of question banks and self-assessment tools;
• Active learning approaches; and
• Long-term retention strategies.

2. Time Management

Students may receive assistance with:

• Creating realistic and individualized study plans;
• Prioritizing learning activities;
• Balancing review and active learning;
• Goal setting and progress monitoring; and
• Preparation for examinations and competency assessments.

3. Examination Preparation and Test-Taking Skills

Support may include:

• Examination preparation strategies;
• Practice examination reviews;
• Interpretation of assessment results;
• Test-taking techniques; and
• Feedback on academic performance.

4. Maintaining Wellness

Students may receive support related to:

• Stress management;
• Performance anxiety;
• Concentration and focus;
• Motivation and accountability;
• Work-life balance; and
• Prevention of academic burnout.

Individualized Academic Support

Based on academic performance, examination outcomes, faculty recommendations, or self-referral, students may request:

• One-on-one review sessions;
• Small-group tutoring sessions;
• Faculty-led webinars;
• Individualized study plans;
• Academic remediation plans;
• Assessment of readiness for return to studies; and
• Guidance regarding preparation for clinical training.

Virtual support may be provided through email, telephone, video conferencing, or other approved communication platforms.

Following Up with Students Off Campus

Students who are away from campus remain members of the XUSOVM community and are expected to maintain communication with the University.

Follow Up Procedures

• Faculty mentors and student support personnel will communicate with students regularly.
• Communication is generally initiated through University email.
• Students who do not respond to email communications may be contacted by telephone.
• If direct contact cannot be established, voicemail messages or other approved communication methods may be utilized.

Students are expected to respond promptly to communications from University faculty and staff regarding academic progress, registration, advising, or other important matters.

C. Support for Clinical Year Students

XUSOVM Peer Mentoring Program for Clinical Rotations

The Peer Mentoring Program for Clinical Rotations is designed to support students transitioning into the Clinical Year (DVM Year 4) by connecting them with experienced senior students who have successfully completed clinical rotations.

This is a peer-support initiative based on a "students helping students" model and is intended to facilitate a smooth transition into clinical training.

Purpose

The program provides incoming clinical students with practical guidance, mentorship, and support from students who have recently completed similar clinical experiences.

How the Program Works

Students entering the Clinical Year may:

• Select a clinical mentor; or
• Be assigned a mentor based on clinical rotation location, hospital, specialty service, or training site.

The goal is to provide students with relevant information and practical advice that can contribute to success during clinical rotations.

Criteria for Clinical Mentors

To serve as a Peer Mentor for Clinical Rotations, a student must:

• Have successfully completed all required core clinical rotations;
• Be in good academic and professional standing;
• Be willing to dedicate a minimum of two (2) hours per month to mentoring activities;
• Demonstrate professionalism and effective communication skills; and
• Agree to provide constructive guidance and support.

Each mentor may be assigned up to three (3) students at one time.

Mentor Responsibilities

Peer Mentors are expected to:

• Serve as a supportive peer resource;
• Share practical advice regarding clinical success;
• Recommend appropriate learning resources;
• Discuss expectations for clinical rotations;
• Provide guidance regarding clinical professionalism and communication.

Mentors should schedule at least:

• One meeting before the start of a clinical rotation;
• One meeting during the rotation;
• One meeting near the completion of the rotation; and
• Additional meetings as needed or requested by the student.

Additional meetings may be scheduled based on student needs and mentor availability.

Expectations of Clinical Students

Students participating in the Peer Mentoring Program for Clinical Rotations should recognize that mentors serve as guides and peer resources rather than academic advisors.

While each student's clinical experience may differ, mentors can provide valuable insights regarding:

• Clinical expectations;
• Learning strategies;
• Rotation-specific resources;
• Professional conduct; and
• Time management.

Students are expected to demonstrate professionalism, respect, and consideration for their mentors' time and responsibilities.

Scheduling Meetings

Mentors and students are responsible for coordinating meeting times.

Meetings may be conducted through:

• Email;
• University-approved virtual platforms;
• Telephone;
• Video conferencing applications; or
• Other mutually agreed-upon communication methods.

Benefits of the Program

The Peer Mentoring Program for Clinical Rotations aims to:

• Facilitate a smooth transition into clinical training;
• Promote student confidence and preparedness;
• Enhance professional development;
• Foster peer-to-peer learning and collaboration;
• Provide practical guidance regarding clinical expectations and workplace culture;
• Encourage wellness and resilience during clinical training; and
• Strengthen the sense of community among XUSOVM students and graduates.

Contact Information

Office of Student Affairs

Dean of Student Affairs
Email: sabinmd@xusom.com

Registrar
Email: yaal@xusom.com

Clinical Education Office

For clinical placement and registration matters, contact the Clinical Year Coordinator through the Office of the Dean of Veterinary Medicine.

For current contact information, students should refer to the University directory or the XUSOVM website.