Policy Statement
Xavier University School of Veterinary Medicine (XUSOVM), Aruba, is committed to providing and maintaining a safe, respectful, inclusive, and effective learning environment in which students, faculty, clinical instructors, staff, administrators, and veterinary healthcare personnel work together to support learning, professional development, and excellence in veterinary patient care.
As an institution dedicated to educating future veterinarians, XUSOVM expects all members of its community to uphold the highest standards of professionalism, integrity, ethical conduct, mutual respect, and accountability. The learning environment must foster intellectual inquiry, professional growth, and collaboration and must be free from mistreatment, discrimination, harassment, bullying, intimidation, exploitation, retaliation, and other behaviors that interfere with learning or professional development.
It is unacceptable for any teacher, faculty member, resident, intern, clinical preceptor, administrator, staff member, or individual acting in an educational or supervisory role to engage in discrimination, harassment, retaliation, or mistreatment of students, or to fail to adhere to University policies and standards governing professionalism, conduct, and ethical behavior.
All members of the veterinary medical education community share responsibility for maintaining a positive learning environment, protecting the dignity of others, promoting professional conduct, and reporting situations that compromise the educational environment.
Scope
This policy applies to:
- All students enrolled in the Doctor of Veterinary Medicine (DVM) program;
- Faculty members;
- Clinical instructors and preceptors;
- Residents and interns involved in teaching activities;
- Administrative and support staff;
- Visiting faculty and lecturers; and
- All individuals participating in educational activities conducted under the authority of XUSOVM, including affiliated clinical training sites.
Characteristics of a Positive Learning Environment
The veterinary medical education program shall maintain a learning environment that promotes the development of professional competencies, ethical conduct, respect, accountability, and lifelong learning.
All members of the educational community shall be treated with dignity, fairness, civility, and respect, regardless of position or status.
A positive learning environment is characterized by:
- Mutual respect and professionalism;
- Open and respectful communication;
- Fair and objective evaluation processes;
- Freedom from discrimination, harassment, intimidation, and retaliation;
- Recognition of diversity and inclusion;
- Psychological safety to ask questions and seek assistance; and
- Shared commitment to academic excellence and veterinary patient care.
As such, XUSOVM recognizes that each member of the learning community should be accepted as an autonomous individual and treated civilly and respectfully.
Role of Teachers
The role of teachers is to create an environment that facilitates learning by:
a. Ensuring responsibility and accountability;
b. Demonstrating respect for students as individuals and adhering to their proper roles as educators, mentors, advisors, and professional role models;
c. Making every reasonable effort to foster honest academic and professional conduct;
d. Ensuring that evaluations accurately reflect each student's knowledge, skills, competencies, and professional behaviors;
e. Respecting appropriate boundaries within the teacher-student relationship; and
f. Avoiding exploitation, discrimination, harassment, retaliation, or mistreatment of students.
Role of Students
Students share responsibility for creating and maintaining a positive learning environment by:
- Complying with all applicable policies, procedures, and standards of professionalism;
- Attending, preparing for, and participating in all required academic and clinical learning activities;
- Respecting faculty, staff, fellow students, clients, patients, and members of the community;
- Seeking, accepting, and learning from constructive feedback;
- Understanding and adhering to standards of professional conduct;
- Reporting incidents of mistreatment, discrimination, harassment, or unprofessional conduct; and
- Contributing positively to the educational community.
Student Mistreatment
Certain behaviors are inherently destructive to the teacher-learner relationship and are strictly prohibited.
These include, but are not limited to:
Physical Mistreatment
- Physical assault;
- Hitting, slapping, pushing, kicking, or throwing objects;
- Threats of physical violence.
Verbal Abuse
- Public humiliation;
- Insulting, hostile, or degrading language;
- Habitual demeaning or derogatory remarks;
- Intimidation or bullying.
Discrimination and Harassment
- Discrimination based on race, ethnicity, religion, sex, gender identity, sexual orientation, disability, age, national origin, socioeconomic background, or any protected status;
- Sexual harassment;
- Harassment based on protected characteristics;
- Offensive jokes, slurs, comments, cartoons, images, or other conduct creating a hostile environment.
Academic Mistreatment
- Assigning tasks intended solely to humiliate or intimidate;
- Requiring personal services unrelated to educational objectives;
- Using grades or evaluations as punishment;
- Deliberately withholding learning opportunities;
- Arbitrary or capricious evaluations.
Professional Misconduct
- Disregard for student safety;
- Retaliation against students who report concerns;
- Abuse of authority or supervisory power.
Constructive criticism and corrective feedback are essential components of professional education and do not constitute mistreatment when delivered respectfully and for legitimate educational purposes.
Reporting Mistreatment and Learning Environment Concerns
All students, faculty, staff, and clinical instructors have a professional responsibility to report concerns regarding mistreatment, discrimination, harassment, retaliation, or other behaviors that compromise the learning environment.
Report concerns as soon as possible, preferably within ninety (90) calendar days of the incident. Reports submitted later may still be considered under the Non Discrimination Policy and Procedures.
Individuals making good-faith reports shall be protected from retaliation.
Anonymous reports may be submitted; however, anonymous reporting may limit the University's ability to investigate and resolve concerns.
Informal Resolution Pathway
1 Direct Communication
When appropriate and safe, the student may address the concern directly with the individual involved.
2 Counseling and Guidance
Students may seek guidance from:
- Faculty Mentor
- Course Chair
- Dean of Student Affairs
- Dean of Veterinary Medicine
Informal resolutions require agreement from all involved parties.
3 Consultation with the Dean of Student Affairs
Where direct communication is unsuccessful or inappropriate, concerns may be referred to the Dean of Student Affairs for mediation or informal resolution.
Formal Resolution Process
Filing a Complaint
Formal complaints may be submitted in writing to the Dean of Veterinary Medicine or Dean of Student Affairs. Harassment and discrimination complaints follow the specific procedures and timelines in the Non Discrimination Policy and Procedures. Direct contact with the person concerned is not required when it would be unsafe or inappropriate.
The complaint should include:
- Description of the incident;
- Names of involved individuals;
- Dates, times, and locations;
- Supporting documentation or evidence;
- Desired resolution.
Initial Inquiry
Upon receipt of a complaint:
- The Dean shall notify the respondent;
- An Inquiry Officer shall be appointed within two (2) weeks;
- The Inquiry Officer shall have no conflict of interest;
- The Inquiry Officer shall gather evidence and conduct interviews.
The Inquiry Officer shall submit a written report within thirty (30) calendar days whenever feasible.
The report shall include:
- Evidence reviewed;
- Relevant findings;
- Recommendations regarding further investigation.
The preliminary inquiry process should ordinarily be completed within sixty (60) calendar days.
Formal Investigation
If warranted, a formal investigation shall be initiated.
The Dean may:
- Proceed with a formal investigation;
- Take corrective action;
- Dismiss the complaint if unsupported.
The complainant and respondent shall be informed of all decisions.
Clinical Affiliate Sites
When complaints involve affiliated clinical training sites:
- The Dean shall notify the appropriate educational administrator at the affiliate institution;
- Investigations shall be conducted according to the affiliate site's policies;
- XUSOVM shall monitor outcomes to ensure student welfare and educational quality.
Protection Against Retaliation
Retaliation against any individual who:
- Reports concerns;
- Participates in an investigation;
- Provides information in good faith;
is strictly prohibited.
Violations may result in disciplinary action.
False Complaints
Knowingly filing a false complaint constitutes misconduct and may result in disciplinary action.
This provision does not apply to complaints made in good faith, even if allegations are not substantiated.
Education and Prevention
XUSOVM shall provide ongoing education regarding:
- Professionalism;
- Respectful learning environments;
- Harassment prevention;
- Discrimination prevention;
- Reporting mechanisms;
- Professional conduct expectations.
Students
- Included in the Student Handbook;
- Covered during orientation;
- Reinforced throughout the curriculum.
Faculty, Staff, and Clinical Instructors
- Annual dissemination by the Dean's Office;
- Faculty development programs;
- Departmental and clinical site orientation activities.
Monitoring and Assessment
The Curriculum Committee shall monitor the learning environment through:
- Course evaluations;
- Clinical rotation evaluations;
- Student surveys;
- Focus groups;
- Reports from students, faculty, and staff.
The Committee shall identify trends, recommend interventions, and evaluate the effectiveness of corrective actions.
Recommendations shall be reported to the Faculty Senate, Dean, and Chief Academic Officer.
Records Retention
Records associated with complaints, investigations, and resolutions shall be maintained by the Office of the Dean for a minimum of ten (10) years, subject to applicable legal requirements.
Policy Contact
Dean of Student Affairs
Chair, Curriculum Committee
Xavier University School of Veterinary Medicine