Mandate
The Promotions and Progress Review Committee (PPRC) is responsible for monitoring student academic performance, professional conduct, competency achievement, and progression throughout the Doctor of Veterinary Medicine (DVM) program.
The Committee evaluates whether students are making satisfactory academic progress toward achieving the Program Educational Objectives (PEOs), competency-based learning outcomes, and professional standards required for successful completion of the DVM curriculum.
The Committee has the authority to recommend promotion, remediation, academic probation, repetition of courses or semesters, suspension, or dismissal in accordance with University policies.
The Committee reports directly to the Dean of Veterinary Medicine.
Policy on Promotion and Progress Review of Students
A student is considered to be making satisfactory academic progress when he or she successfully completes the sequence of courses, clinical experiences, and other curricular requirements established by the Curriculum Committee and meets the academic and professional standards of Xavier University School of Veterinary Medicine (XUSOVM).
The assessment of academic progress is comprehensive and includes evaluation of the student's achievement in the domains of knowledge, clinical and technical skills, professional behaviors, communication, ethical conduct, and attitudes, as reflected in the Program Educational Objectives (PEOs), Competency-Based Veterinary Education (CBVE) outcomes, and other institutional learning expectations.
Professionalism is an essential component of academic progress and is evaluated throughout the curriculum. Students are expected to demonstrate integrity, accountability, respect, ethical conduct, responsibility, and adherence to the standards of the veterinary profession in all academic, clinical, research, and extracurricular activities.
The Promotions and Progress Review Committee shall review student performance holistically and may consider academic performance, professionalism, attendance, clinical competency, compliance with institutional policies, and other relevant factors when making decisions regarding promotion, probation, remediation, suspension, repetition, or dismissal.
Independent of academic grades or examination performance, unprofessional behavior may constitute sufficient grounds for academic sanctions. Such sanctions may include a letter of warning, academic probation, suspension, repetition of coursework or semester, or dismissal from the DVM program, as determined by the Promotions and Progress Review Committee and in accordance with University policies and procedures.
The Committee shall ensure that all decisions related to student progression are made fairly, consistently, and in accordance with established policies, while maintaining the integrity of the veterinary medical profession and safeguarding the standards of the Doctor of Veterinary Medicine program.
Membership
The Promotions and Progress Review Committee shall consist of:
- Dean of Veterinary Medicine (Ex Officio)
- Dean of Student Affairs (ex officio, non-voting, advisory role; subject to the confidentiality and conflict-of-interest requirements)
- Chair, Promotions and Progress Review Committee
- Two preclinical veterinary faculty representatives
- Two clinical veterinary faculty representatives
- Registrar (Non-voting Member)
Additional faculty members may be appointed by the Dean of Veterinary Medicine as required.
Responsibilities
The Committee shall:
- Review student academic performance and progression.
- Monitor student achievement of program competencies.
- Review remediation outcomes.
- Evaluate professionalism concerns affecting academic progression.
- Determine promotion, probation, suspension, repetition, or dismissal.
- Recommend academic support interventions.
- Ensure consistency and fairness in academic progression decisions.
- Maintain documentation of all decisions and recommendations.
Academic Advancement
At the completion of each semester, the Registrar shall provide the Committee with academic records for students eligible for progression.
The Committee shall review:
- Course grades
- Attendance records
- Essential Veterinary Skills performance
- Professionalism evaluations
- Competency achievement
- Compliance with University policies
Students must successfully complete all required academic requirements before progressing to the next semester.
Re-Examination Policy
Students who fail a single course may be eligible for a re-examination in accordance with University policy.
The maximum grade attainable through a re-examination shall be recorded as a Pass (70%).
Students who successfully pass the re-examination may progress to the next semester.
Students who fail the re-examination shall be required to repeat the entire course.
Students failing two (2) or more courses in a semester may not be eligible for re-examination and shall be reviewed by the PPRC.
Academic Probation
Students who fail one or more courses may be placed on Academic Probation and referred to the Promotions and Progress Review Committee.
Students failing two (2) or more courses in a semester may not be promoted to the next term and shall normally be placed on Academic Probation.
Students on Academic Probation shall:
- Meet with their assigned faculty mentor at least twice monthly.
- Submit a written remediation plan.
- Meet with designated faculty members as directed.
- Maintain at least the attendance standard required by University policy and any additional written remediation requirements.
- Successfully pass all assigned courses during the probationary semester.
- Demonstrate acceptable professional conduct.
Students must successfully complete all failed courses before being considered for promotion to a higher term.
Failure to satisfy probation requirements may result in additional sanctions, including suspension or dismissal.
Academic Sanctions
The Committee may impose one or more of the following sanctions:
Letter of Warning
Formal notification of academic or professionalism concerns.
Academic Probation
Formal monitoring and remediation of academic or professional deficiencies.
Repetition of Course
Requirement to repeat a failed course.
Repetition of Semester
Requirement to repeat an entire semester when competency achievement is inadequate.
Academic Suspension
Temporary interruption of enrollment with defined conditions for return.
Academic Dismissal
Permanent separation from the DVM program due to failure to meet academic or professional standards.
Maximum Course Attempts
A course may not be attempted more than three (3) times.
Attempts include:
- Original enrollment
- Course repetition
- Re-examination attempts
A student who fails or withdraws from the same course three (3) times is subject to academic dismissal following PPRC review and the applicable appeal process. The attempt limit does not prevent earlier action for failure to meet probation, safety, or professionalism requirements.
Appeal of Academic Dismissal
Students have the right to appeal academic dismissal decisions.
Appeals must be submitted in writing to the Grievances Committee in accordance with the procedures outlined in the Student Handbook.
The Grievances Committee shall review the appeal and make recommendations to the Dean of Veterinary Medicine.
The decision of the Dean may be appealed to the Chief Academic Officer (CAO), whose decision shall be final.
Confidentiality
All deliberations, records, and decisions of the Promotions and Progress Review Committee shall remain confidential and shall be maintained in accordance with University policies governing student educational records.
Conflict of Interest
Members are expected to declare any actual, potential, or perceived conflict of interest.
Members with a conflict of interest shall recuse themselves from discussion, deliberation, and voting regarding the affected student.
Such recusals shall be documented in the meeting minutes.
Policy Review
The Promotions and Progress Review Committee shall periodically review these policies and procedures and recommend revisions to the Faculty Senate for approval.