Note: This document is available online at:
We are delighted to welcome you as a faculty member at the Oregon College of Oriental Medicine.
You are joining a remarkable community of esteemed teachers and scholars, whose collective efforts over the years have transformed OCOM into a national leader in the field of acupuncture and Oriental medical education.
This OCOM Faculty Handbook will be an important reference material for you as you begin your work at the college. We suggest that you read it in its entirety, in order to familiarize yourself with the college and its policies and procedures.
The Handbook serves many purposes, including providing useful information about OCOM and its people, defining the scope of faculty work at the college, and describing the rights and responsibilities of teachers and supervisors at OCOM. It also provides a useful compilation of (and links to) numerous policies and procedures that pertain to faculty work at the college. The Handbook supplements other relevant information that you may encounter in the college catalog, the staff employee handbook, clinic handbooks, and other college publications. Some material from these other publications has been incorporated into this Handbook for ease of reference. Other material is available via the internet; web references to these items are indicated in the handbook.
Updates and Changes
Documents of this sort typically evolve over time. The OCOM Faculty Handbook is usually updated on an annual basis before the start of each academic year. The Academic Steering Committee (ASC) has ultimate oversight of the Handbook, and usually reviews it on an annual basis. Changes in policies or procedures that occur during an academic cycle may not always be updated immediately in the Handbook, so it is always possible that there may be residual unanswered questions, inconsistencies, or topics that remain unaddressed. If so, other resources are always available; and there are many administrative staff members at OCOM who work closely with the faculty, and who may be able to answer questions.
The Oregon College of Oriental Medicine (OCOM) is a non-profit educational institution founded in 1983 by Satya Ambrose, ND, LAc, and Eric Stephens, DAOM, LAc.
For more than 25 years, the college has been a leader in graduate education in Acupuncture and Oriental Medicine in the USA. The college offers two degrees: a Master of Acupuncture and Oriental Medicine (MAcOM) and a Doctor of Acupuncture and Oriental Medicine (DAOM). The Acupuncture and Herbal Clinic typically provides more than 20,000 patient visits annually, and serves as the teaching clinic for OCOM students.
A highly regarded research department is engaged in clinical trials funded by the National Institutes of Health/National Center for Complementary and Alternative Medicine.
A Continuing Education Seminar series is offered annually and classes for the public are offered periodically.
The mission of Oregon College of Oriental Medicine is:
In support of this mission, the college values:
Currently, OCOM does not utilize a ranking system for its faculty, and the college has no system of “tenure” for faculty members of the sort found in many mainstream colleges and universities. The Faculty Senate is currently considering developing a ranking system, and so this may change over the next few years.
OCOM does classify faculty members into categories, which reflect important distinctions:
Specific definitions for each of these three categories of faculty are provided below.
OCOM currently employs 12 full-time faculty members, who provide approximately half of the credit-hour instruction in the master's program. All full-time faculty work at the college for a minimum of 28 hours per week (on average) throughout the academic year. This level of work is required in order to maintain a “full-time” designation.
Full-time faculty work includes instructional activities, academic management (including office hours and course preparation time), service work (including faculty committees and meetings), professional development, research and scholarship.
Most full-time faculty teach both in the classroom and in the intern clinic. Many full-time faculty teach in the doctoral program as well as in the master's program. Full-time faculty employment agreements reflect OCOM's 46 week academic year. Full-time faculty do not work during college break periods.
Full-time faculty are eligible for OCOM employment benefits.
Department chairs at OCOM are generally appointed from the full-time faculty.
Core part-time faculty members are those individuals appointed as faculty at OCOM who work less than an average of 28 hours per week at the college, but who generally provide didactic or clinical instruction throughout the academic year in the master's and/or doctoral programs.
Generally speaking, at least two quarters of scheduled instructional work in the classroom in an academic cycle are required in order for a classroom faculty member to be classified as a core part-time faculty member. For clinical supervisors, at least two scheduled clinic supervision shifts per academic cycle are required.
Core part-time faculty may work in the classroom or clinic in the master's program, or both. Core part-time faculty may also serve as faculty or guest lecturers in the doctoral program. Core part-time faculty are always expected to participate in regular faculty and/or supervisor meetings.
Core part-time faculty are not generally eligible for OCOM employment benefits. Some rare exceptions may exist for core part-time faculty members who also perform other kinds of administrative work at the college. In such cases, if the individual works more than an average of 20 hours per week throughout the year, and this work is primarily administrative (as opposed to instructional) in nature, then the individual may be eligible for benefits according to OCOM's administrative employee benefits policies. Exceptions of this sort must always be approved on an individual basis by the OCOM Executive Council, in consultation with the Director of Human Resources.
Determinations about core part-time faculty status are made annually by the office of the VPAA, with input from the Deans, the Academic Steering Committee and the Executive Council.
Adjunct faculty appointments at OCOM comprise those individuals who teach temporarily or sporadically in the classroom and clinic.
Adjunct classroom faculty generally do not teach in more than a single quarter during an academic cycle. Adjunct clinical faculty generally do not work more than a single scheduled clinic supervision shift during an academic cycle. Depending on their role, adjunct faculty may not necessarily be expected to participate in regular faculty and/or supervisor meetings; this determination is usually made by the Dean of the program, in consultation with the relevant department chairs.
Adjunct faculty at OCOM are not generally eligible for OCOM employment benefits. However, as with core part-time faculty, some rare exceptions may exist for adjunct faculty members who also perform other kinds of administrative work at the college. In such cases, if the individual works more than an average of 20 hours per week throughout the year, and this work is primarily administrative (as opposed to instructional) in nature, then the individual may be eligible for benefits according to OCOM's administrative employee benefits policies. Exceptions of this sort must always be approved on an individual basis by the OCOM Executive Council, in consultation with the Director of Human Resources.
Determinations about adjunct faculty status are made annually by the office of the VPAA, with input from the Deans, the Academic Steering Committee and the Executive Council.
Guest Lecturers and Supervisors
Guest lecturers or guest supervisors are defined as those individuals who are invited by OCOM faculty members to participate from time to time in instructional activities relating to specific segments of individual courses.
These individuals are usually invited because of recognized expertise in the field, typically as indicated by peer recommendations, national reputation, and/or other equivalent sources. Guest lecturers and supervisors usually visit OCOM for short periods of time only – most often to teach in the classroom and/or work with students in the clinic.
Guest lecturers and supervisors may sometimes visit OCOM regularly in this capacity (e.g., senior guest lecturers from China). They may sometimes participate in the kinds of activities most often undertaken by faculty members (e.g., working with faculty to refine instructional content; undertaking clinical evaluations of students). However, guest lecturers and supervisors do not have any ultimate oversight responsibility for courses. This means they are not ultimately responsible for course design or student assessment, and are consequently not considered to be members of the OCOM faculty.
These individuals do not have faculty appointments. Guest lecturers and supervisors are commonly utilized in the doctoral program.
Clinic substitutes are defined as those individuals who are employed at OCOM solely on a temporary or ad hoc basis to serve as substitute clinical instructors in case of illness or absence on the part of regularly scheduled clinical faculty. Because they are not required to take on the full complement of faculty roles (e.g., end-of-quarter evaluation of interns), individuals who serve solely as clinic substitutes are not considered to be members of the OCOM faculty. Hence, Clinic Substitutes do not have faculty appointments.
Alphabetical by last name
OCOM's Commitment to Non-Discrimination
OCOM strives to maintain a workplace free from discrimination, and uphold the individual dignity of each faculty member, employee, student, patient, volunteer, or job applicant.
It is the express policy of OCOM to provide equal employment opportunity in all of its employment practices, without unlawful regard to age, race, sex, ethnicity, gender, gender identity, skin color, religion, national origin, sexual orientation, mental or physical disability, or any status protected by applicable local, state, or federal law.
All OCOM faculty members must be aware of and support the college's commitment to these principles of non-discrimination and equal opportunity.
Faculty Search Process
A formal search process is conducted to fill new or vacant full-time faculty positions. Recruitment for open faculty positions is done via advertising to OCOM faculty, in publications and on websites, and through direct mail. Curriculum vitaes are sought when a position has become available or is foreseen in the future. Official transcripts, references, proof of current licensure, NCCAOM status, and/or immigration status are requested as befitting the position. Unsolicited resumes are often received and may be considered for available positions.
For classroom teaching positions, prospective faculty members are invited to campus for an interview with the department chair, the respective dean (Master's Studies or Doctoral Studies), and the Vice President for Academic Affairs (VPAA). Faculty chairs and/or other faculty representatives as designated by the Academic Steering Committee participate in initial and subsequent interviews. Other administration and staff may be invited to participate in the interview process. Prospective faculty members are generally asked to present a sample lecture, attended by representatives of the administration, the Academic Steering Committee, the student body, and other staff.
Feedback is collected after the guest lecture via a discussion in the classroom. The final hiring decision rests with the respective Dean, but is usually reached via consensus with the respective department chair, the Academic Steering Committee and the VPAA.
For clinical positions, prospective full-time clinic supervisors are asked to demonstrate their clinical skills as a clinic supervisor on a shift with interns. Prospective part-time clinical faculty members are asked to follow a current clinical faculty member in the intern clinic for a minimum of two hours to obtain an understanding of the position. The Dean of Master's Studies, with input from the Associate Dean, the Academic Steering Committee and the VPAA, makes the hiring decision. If a faculty position includes both classroom teaching and clinic supervision, then the hiring processes are combined.
Nepotism Policy in Faculty Hiring
OCOM has adopted a policy to avoid nepotism, i.e., the “favoring of relatives or personal friends because of their relationship rather than because of their abilities”. In relation to faculty appointments this means that OCOM will not hire into a faculty role any individual who would either supervise, or be supervised by, a close relative, spouse, or other immediate family member.
Pre-Employment Background Check
Consistent with US Department of Education regulations for colleges eligible to receive guaranteed student loans, all new OCOM employees, including faculty members, must successfully complete a background check prior to employment.
Contact the Chief of Staff for more information about this process.
All faculty appointments at OCOM are managed by the office of the VPAA, with the assistance of the Faculty Coordinator.
With few exceptions, OCOM faculty appointments are made for a single annual academic cycle, which begins in September each year. OCOM does not have a tenure system, and appointments must be renewed annually to remain current.
An appointment to the OCOM faculty entitles the instructor to use the designation “OCOM Faculty Member” to describe his or her status and affiliation with the college, e.g., on a business card. Faculty appointments, and designations, are active through the last day of the period listed in the agreement. Because some faculty members do not teach during every quarter of the academic year, individual faculty appointments may occasionally extend in some cases beyond the period when instruction is actively occurring. Individuals in this category are still entitled to use the faculty designation through the entire period of the appointment (usually to the end of the academic year), regardless of whether or not they actively teach throughout the entire period.
Termination and Renewal of Appointments
Faculty appointments can only terminated “with cause” prior to the expiration date, and due process must be followed in all such cases. Appointments may be renewable after the expiration date, but in each case such a renewal must be individually negotiated and approved by the office of the VPAA. A faculty member is not entitled to use the designation “OCOM Faculty Member” to refer to him- or herself at any point after the expiration of a current faculty appointment.
Faculty appointments are formalized and confirmed upon receipt of a faculty teaching agreement, signed by the instructor and an OCOM representative (usually the VPAA). The teaching agreement outlines the period of the faculty appointment, and specifies responsibilities, remuneration, and if necessary, specific benefits. The agreement serves in effect as an “employment contract” for the faculty member.
Full-time faculty compensation is based on a number of factors, including the highest educational credential attained, years of previous teaching and/or clinical experience, years of teaching experience at OCOM, other scholarship, research, additional education, service to the profession and additional faculty roles (department chair or other positions), and salaries are competitive with other AOM colleges.
With few exceptions, full-time faculty salaries are calculated based on a 46 week annual faculty agreement. Full-time faculty are not expected or required to work during the 6 weeks of college break time each year. Limited exceptions may exist for full-time faculty who work primarily in the doctoral program.
Table 1 below provides general guidelines for starting salary ranges for new full-time OCOM faculty members. Actual salaries for newly hired full-time faculty members will vary and will depend on individual qualifications and experience. While the ranges listed below are useful guidelines, bear in mind that actual salaries are negotiated between the faculty member and the academic administration.
Table 1. Typical Starting 46-Week Salary Ranges for New Full-time OCOM Faculty Members
|Starting Salary, By Full-time Equivalent (FTE) Status|
|Credential||1.0 FTE (46 wks @ 40 hrs/wk)||0.7 FTE (46 wks @ 28 hrs/wk)|
Part-time faculty members are paid by the “contact hour”, and hourly pay rates are used to calculate total compensation. Classroom contact hours are defined as hours spent in classroom and didactic work involving direct face-to-face contact with students. Clinical supervision contact hours are defined as hours spent in clinic supervision shifts working directly with interns as they treat patients.
As with full-time faculty, hourly pay rates for both categories of instruction (classroom and clinic supervision) are based on the highest educational degree attained, years of teaching experience and additional education and/or teaching experience at OCOM. Pay rates are determined via individual negotiations that occur between each faculty member and the academic administration.
Pay rates usually differ between didactic classroom hours and clinical supervision hours. This is because didactic classroom work usually requires significantly more preparation time, plus significantly more out-of-class assignment grading and assessment time, than is true for clinical supervision. Reflecting this disparity, pay rates for clinical supervision work are generally set at about 70% of the rate for classroom teaching.
Table 2. Typical Starting Pay Ranges for New Part-time Classroom Faculty and Clinical Supervisors
|Starting Compensation for PT Faculty, By Teaching Category|
|Credential||Classroom Teaching||Clinical Supervision|
|Doctoral Degree||$45/hr to $50/hr||$30/hr to $32/hr|
|Master's Degree||$38/hr to $42/hr||$25/hr to $26/hr|
All faculty salary increases, as well as the amount and timing of any such increases, are at the sole discretion of the college President, under advisement from the Vice President for Academic Affairs, the Vice President for Finance, the Chief of Staff, and the faculty member's direct supervisor.
All faculty members with teaching appointments are generally paid twice per month on OCOM's regular semi-monthly pay dates during the quarter(s) in which they teach. Note that part-time faculty do not receive a regular paycheck for the second pay period in December, when the college is typically closed.
Description of Benefits
Currently, OCOM's benefits package includes: basic life insurance; accidental death and dismemberment insurance; short-term disability insurance; optional medical and dental insurance; optional long-term disability insurance; Section 125 (Cafeteria Plan) availability; and a 401(k) retirement savings plan. Employees must be at least 21 years of age to participate in the retirement savings plan.
Benefits-eligible faculty members may receive benefits after 90 days of eligible employment. To maintain benefits eligibility, faculty members must continue to work at the average minimum number of hours per week required to maintain status. Note that for faculty members who may be employed in more than one campus job, hours worked as a teaching assistant, work study student, and/or as a contract/temporary worker are not counted towards benefits eligibility.
Additional Faculty Benefits
OCOM may, at its sole discretion, grant an employee an excused, unpaid personal leave of absence in instances where unusual or unavoidable circumstances (other than those applicable under the federal Family & Medical Leave Act and/or the Oregon Family Leave Act) require that employee's prolonged absence from work. Personal leaves of absence are granted on the assumption that the employee will be available to return to regular employment as soon as the conditions which precipitated the leave permit. Under no circumstances are extended leaves of absence granted automatically; they must be formally requested by an employee and receive the approval of the college President. Periods of absence of one work week or less may be handled directly by an employee's direct supervisor with the approval of the Chief of Staff.
The college President (or the President's designee) may place OCOM employees on obligatory leave when a medical doctor's report indicates that the presence of that employee on campus endangers his/her health or that of other employees, students, patients, or members of the college community. The President may place the employee on leave with or without pay.
Family, Medical, and Other Extended Leave Benefits
OCOM adheres to federal law (The Federal Family and Medical Leave Act [FMLA] of 1993) and state law (The Oregon Family Leave Act [OFLA] of 1995) regarding family and medical leave. Requests for leave under these policies will be reviewed on a case-by-case basis. For more information, college employees should contact the Chief of Staff.
Employees must inform their direct supervisor and/or the Chief of Staff immediately upon receipt of notification of an obligation to serve on a jury or act as a court witness. The employee may be asked to provide copies of the subpoena or court summons.
OCOM will provide leave to employees for service in the armed forces as provided by applicable state or federal law.
Faculty personnel records are maintained by the Office of The Chief of Staff in a secure file. Faculty personnel records include all documents relating to hiring, discharges, promotions, discipline, salary and benefits. Specifically, employment applications, original resume/CV, reference checks, OCOM new hire form, I-9 form, copy of W-4, letters of appointment, and contracts are kept in the faculty personnel record.
Faculty members may view their own personnel file during regular college business hours, in the Human Resources office only. A faculty member may be asked to show picture identification (such as a driver's license or passport) before viewing their file. Upon request by the faculty member, copies of personnel documents will be made by a Human Resources staff member for $.05 per page copied, due at the time the copies are made. Under no circumstances should anything be removed from a personnel file without the direct authorization and supervision of the Chief of Staff.
Additional faculty records that are not specifically related to personnel matters are maintained by the Faculty Coordinator in secure files. These faculty files include official academic transcripts, a current CV, a copy of the current professional license (if applicable), Oregon Board of Medical Examiners approval (if applicable), faculty evaluations, continuing education/professional development records, and copies of current faculty contracts.
Additional records are kept verifying AAC malpractice insurance and applicable required training's and certifications including Blood-Borne Pathogens, TB, HIPAA, and CPR.
Faculty members are provided with professional liability insurance for their clinic supervisory responsibilities and for classroom instruction that involves treatment of students or patients in a classroom setting. However, all faculty members should be aware that the college does not otherwise indemnify them from work-related liabilities.
When termination or suspension of a faculty member during the term of his or her appointment is predicated upon gross neglect of duties or other just cause, the following procedure shall apply:
Preliminary Procedure for Termination of Employment
When reason arises to question the fitness of a faculty member whose term has not expired, the Vice President for Academic Affairs and the appropriate Dean(s) shall discuss the matter with him or her in personal conference. The matter may be resolved by mutual consent at this point. If a settlement does not result at this time, a sub-committee of the ASC will be convened within seven days to inquire into the situation informally in order to effect a mutual settlement if possible, and, if none is possible, to determine whether in its view the formal proceedings to consider the faculty member's dismissal should be instituted. The sub-committee's responsibilities should be discharged within five days. If the sub-committee recommends such proceedings, or if the President expresses the conviction that formal proceedings should be undertaken, action shall commence as described below.
Commencement of Formal Proceedings
The Vice President for Academic Affairs shall initiate formal proceedings by sending a letter to the faculty member which shall include a statement regarding the grounds for the proposed suspension or dismissal, and which shall inform the faculty member that, if s/he requests, a hearing to determine whether s/he should be removed from his/her position on the grounds stated, will be conducted by a hearing committee (defined below) within seven days of receipt of such notice. The faculty member shall be informed in detail of his/her procedural rights. The faculty member shall give notice in writing whether or not s/he wishes a hearing, and shall give the vice-president a written statement in reply to the charges against him/her within five days of receipt of notice of that hearing.
Suspension of a Faculty Member
Suspension of the faculty member during the proceedings involving him/her is justified if immediate harm to him/her or to others is threatened by his/her continuance. Any such suspension shall be with pay.
Hearing Committee Procedures
The hearing committee shall consist of the VPAA, the appropriate Dean(s), the appropriate Department Chair, and one faculty member chosen by the members of the Academic Steering Committee.
The hearing committee shall proceed by considering the statement of grounds for dismissal and the faculty member's written response. If any facts are in dispute, the testimony of witnesses and other evidence concerning the matter as set forth in the Vice President's letter to the faculty member shall be sought. The hearing committee shall determine the order of proof, conduct the questioning of witnesses, and, if necessary, secure the presentation of evidence important to the case.
The faculty member, or a representative appointed by him/her, shall have the right to cross examine all witnesses who testify orally. The faculty member shall have the opportunity to be confronted by all witnesses adverse to him/her. Statements may, if necessary, be taken outside the hearing, and may be reported to the hearing committee, especially in the case of witnesses who, for urgent reasons, cannot appear in person at the formal hearing. All evidence shall be recorded.
The faculty member shall be notified, in detailed exposition, of the findings and the final decision of the hearing committee. A faculty member dismissed by these proceedings shall be considered to have rendered void his or her contract with the college.
Any faculty member who is of the opinion that school policies, procedures or practices have been improperly or inadequately applied should communicate the matter orally or in writing to the appropriate Dean. If not resolved, the grievance will be referred to the grievance sub-committee of the ASC. The grievance sub-committee shall make a recommendation for resolution of the case, or may, if necessary, refer the case to the board of trustees, who will decide whether or not to hear the case, and whose decision shall be final.
This procedure shall in no way limit the right of the employee to discuss the matter at faculty meetings, or to seek outside consultation.
OCOM uses an online based Student Information System called Populi. Access to Populi is predicated on user environment access. Faculty access allows users to:
Upon entering the college as a faculty member, training will be provided by the IT department. If additional training is need by any faculty member, they can request it from the IT department or the faculty coordinator.
Faculty Orientation and Training:
Currently OCOM is working on creating a more robust online faculty training/orientation program for newly hired faculty and for any faculty needing a reminder on system functionality. Online videos and documents will present step-by-step instructions for entering grades, attendance, hour tracking, uploading documents, etc. This section will be updated as it is completed.
Currently, faculty evaluation at OCOM is overseen by the office of the Vice President for Academic Affairs and the college Deans. It includes the following assessment methods:
Master's Program Classroom Faculty
Students complete course and faculty evaluation on a quarterly-basis. Student feedback is reviewed by the Dean of Academic and Student Affairs, and made available to the department chairs and to the individual faculty member.
Course evaluations are completed by students electronically through Populi. Evaluation instruments are generally released two weeks prior to the end of the quarter. Faculty will be provided with evaluation information the following quarter. Please note that students can not see their grades for the quarter until they complete the online evaluation.
Master's Program Clinic Supervisors*
Clinical interns evaluate each of their supervisors at the end of every quarter using a form that assesses the supervisor's ability to effectively teach and model for the interns the various clinical competencies the interns are asked to demonstrate. These are reviewed by the Dean of Clinical Education, and the Associate Dean. Clinic supervisors will receive a copy of each student evaluation form.
Doctoral program guest lecturers and supervisors are evaluated by students after each teaching module using an online evaluation form. The results are summarized and sent to the guest lecturer/supervisor. Core doctoral faculty members are evaluated following teaching modules using the same online evaluation forms.
Faculty Peer Evaluation System
OCOM operates a comprehensive multi-modal faculty evaluation system, designed by the faculty themselves. The system uses multiple sources of input and contributes information, as appropriate, not only to professional development planning for faculty members themselves, but also to the faculty ranking and promotion structure.
OCOM expects that all full-time and most core part-time faculty members will participate in the college’s comprehensive faculty evaluation process. Non-core part-time faculty may also voluntarily elect to participate, but doing so is not a requirement for these individuals. 'Core' part-time faculty are defined for purposes of the faculty evaluation system as those faculty members who are responsible for providing either didactic instruction or clinical supervision (or both) at OCOM during two or more quarters in any given academic year. Exceptions to this participation policy may be identified on a case by case basis. During a cycle, should difficult life circumstances such as illness or other challenging life events arise, faculty members may seek permission to defer or postpone participation. Faculty should contact the VPAA to make a request of this sort. Requests for deferral may be reviewed by the Academic Steering Committee.
All faculty members who participate in the OCOM faculty evaluation system are compensated for their participation at their regular administrative pay rate. Generally, 12 hours of compensated time are allocated each academic year towards faculty evaluation and related activities.
Participants are assigned initially by the VPAA to peer evaluation triads, each of which will include three OCOM faculty members who will serve as durable members of the triad for purposes of the triennial cycle of evaluation. Each academic year, the VPAA will reassess triad membership for all triads, make a determine regarding the participants in the system, and establish (or re-establish) triad membership. Sometimes, triads may need to be reconfigured because of faculty transitions (e.g., retirement or relocation). At contracting time (usually during Spring Quarter each year) the VPAA will explicitly notify faculty of the names of other members of their evaluation triad in annual faculty agreements. It is expected that most evaluation triads will remain stable in terms of membership for the three year cycle.
Frequency of Evaluation
All individual faculty who participate in OCOM’s faculty evaluation system will be the subject of a comprehensive evaluation once during each three year evaluation cycle. All faculty will also serve as peer reviewers twice during the three year evaluation cycle. OCOM expects that over a full three academic year period, all faculty members who are employed both at the start and at the end of the cycle will have been the subjects of a comprehensive evaluation.
Evaluation Components and Infrastructure
The faculty evaluation process is multi-modal, and consists of the following components: 1) a self evaluation component, to be completed by the subject of the evaluation; 2) a comprehensive portfolio-based peer review component, to be completed by peer evaluators, which will include a review of student and intern feedback; 3) an academic leadership feedback component, to be completed by deans and department chairs; and 4) an administrative staff feedback component, to be completed by administrative staff. Upon implementation of the college’s faculty ranking and promotion infrastructure, the final step in the evaluation process will be a review of materials by the pertinent faculty ranking and promotion review committee.
Online Faculty Evaluation Portfolio
OCOM maintains an online portfolio system designed to facilitate organization of faculty evaluation materials, and the peer review process. Participants in all triads are assigned an account, and must use the online system, which can be accessed at the web site:
Contact the OCOM Faculty Coordinator for information on assigned userids and passwords, and for assistance in using the system.
Annual Schedule for Evaluation
Consult the web site for the most recent list of deadlines for faculty evaluation activities both as subject and peer reviewer.
Role of Faculty Coordinator's Office
The OCOM Faculty Coordinator provides ongoing support for the faculty evaluation process. If questions arise relating to the process, consult the Faculty Coordinator initially.
Role of VPAA
The office of the Vice President for Academic Affairs is responsible for oversight of the faculty evaluation system, including maintenance of its online infrastructure, oversight of the process by which faculty members are assigned to faculty evaluation triads, ensuring the confidentiality of the process, and the collation of related materials. Contact the VPAA for any general questions about the evaluation system.
Role of Faculty Senate
The OCOM Faculty Senate is responsible for maintaining and developing the content of the faculty evaluation instruments, for collecting feedback about the system, and for proposing changes and improvements based on feedback collected.
Within a health care higher education setting such as OCOM, faculty development includes skills related to effective instruction and evaluation methods as well as development of knowledge and skills in the subject matter being taught, or other related areas.
In an effort to maintain the highest possible educational standards, in-service workshops and seminars are scheduled, focusing on methods of teaching and student evaluation. These workshops are structured by both the administration of the school and the school's faculty, according to the perceived need. Attendance at such in-service training events may be required of appropriate faculty and staff.
All OCOM faculty members are required to keep abreast of developments in the field and to participate in faculty and professional development activities. By March 15 of each year, faculty members will document (with verifications) their professional/faculty development activities of the previous calendar year, utilizing a form provided by the Faculty Coordinator. Faculty will also update their CV periodically. All such documentation will be retained in faculty files by the Faculty Coordinator.
Part-time faculty members are required to complete 6 hours of continuing education or appropriate other professional development activities annually. Full-time faculty members are expected to complete 23 hours of faculty/professional development and are allotted this time in their annual contracts.
The OCOM Faculty Senate held its first meeting in October 2007, and has met actively since that time. As OCOM grows, the need for faculty input also increases. Faculty are involved on a daily basis with students, where they forge an important link between administration and students. Faculty input is essential for the college to attain for excellence in targeted areas.
The OCOM Faculty Senate represents the interests of the faculty who work at OCOM and in its clinics. It provides a forum for the collective faculty voice to be heard on issues relating to strategic planning, curriculum, academic standards, basic working conditions, academic freedom, professional goals, and faculty development. It strives to facilitate the achievement of OCOM's mission through its participation in the development and implementation of planning and policies.
In 2008, OCOM's Board of Trustees amended OCOM's bylaws to provide for non-voting faculty representation on the board. Beginning in 2009, the faculty representative to the Board of Trustees has been selected annually by the OCOM Faculty Senate.
Current Faculty Representatives to the OCOM Board of Trustees
OCOM faculty members play a primary role in academic planning, curriculum development and review, and policy development and review. Faculty meetings, departmental meetings, committee meetings, clinic supervisor meetings, and other committees provide venues for curriculum and policy development and review. Faculty participation in these areas is essential to the functioning of OCOM as an academic institution.
The academic steering committee (ASC) functions to provide the faculty and the academic administration of OCOM with a formal mechanism for consistent and ongoing participation in the development and review of academic programs and academic policies. The committee focuses on academic matters including development and periodic review of educational policies and procedures, curriculum development and oversight, continuing and public education, faculty structures and conditions of service, admissions, transfer credit and graduation standards, educational program development and educational outcomes assessment.
Recommendations for the establishment of new educational programs or elimination of currently operating programs are subject to review and approval by the OCOM Executive Council and the OCOM Board of Trustees Program Subcommittee. Recommendations that have a potential budgetary impact for the college or that may affect the college's reputation are subject to review and approval by the OCOM Executive Committee.
Meetings are chaired by the Vice President for Academic Affairs. Committee members include:
The ASC generally meets monthly except during the summer. Minutes of all ASC meetings are recorded and maintained by the Faculty Coordinator.
Academic departments in the OCOM Master's degree program include Acupuncture/Qi Cultivation/Body Work; Oriental Medicine; Biomedicine; Clinical Studies; Research; and Professional Development. Faculty members participate on their respective academic department committee to review the department's curriculum and related programs and policies.
Faculty meetings are held several times per year. All faculty members are obligated as part of their teaching agreement to attend faculty meetings. In addition, core doctoral faculty meetings are held two to three times per year.
The Clinical department meets frequently, and all clinic supervisors are required to attend. Generally, two clinic supervisor meetings are held each quarter. Clinic supervisor meetings include review of clinic treatment procedures and protocols, discussions of the evaluation process for interns, and the discussion of clinical education.
Institutions of health care training and education are conducted for the common good, and further the interests of the individual teacher, the individual pupil, and the institution itself only to the extent that those interests coincide with the broader purpose of developing an understanding of the nature of health and the means to maintain it, and the nature of suffering and the means to relieve or work with it. The Oregon College of Oriental Medicine is committed to the pursuit of this understanding, and to its communication to others; to the examination of data; to the questioning of assumptions; to being guided by evidence; to teaching what is known; and to the encouragement of learners and scholars.
Academic freedom is essential to these purposes, and applies to both teaching and research. In its teaching aspect, academic freedom is fundamental to the protection of the rights of both teachers and students by assuring freedom from unwarranted harassment which would hinder or prevent the processing of essential work. In its research aspect, academic freedom is fundamental to the exploration of the results and implications of individual and collective actions upon the world.
In the free search for understanding, as well as its free exposition, academic freedom carries with it duties correlative with the rights that it implies.
The teacher is entitled to academic freedom in the classroom in the presentation of his or her subject. S/he is simultaneously obliged to distinguish personal conviction from proven conclusions, and to present relevant data fairly to students, as this same freedom asserts their rights to know the facts. Further, matters not relevant to that subject, particularly when controversial in nature, should be avoided in that presentation.
The teacher is entitled to academic freedom in research and in the publication of the results there from, subject to the adequate performance of his or her other academic responsibilities. However, research performed under the auspices of the school must be based upon a formal understanding with the school's administrative officers.
The teacher's position within the community imposes special obligations, for as a person who is depended upon for the education of that community, the public may judge his or her profession by his or her utterances. Therefore, accuracy in presentation, and sensitivity to and respect for the opinions of others must at all times be exercised, and an effort made to indicate that s/he is not an institutional spokesperson.
1. Ownership Principles a. Consistent with copyright law and academic freedom and tradition, all faculty (including full-time, part-time, adjunct, and emeritus faculty, and for the purposes of this policy only, Teaching Assistants (TAs)) own and control works created at their own initiative with usual College resources. b. “Usual College resources” are those resources commonly provided or made available to similarly situated faculty. They include, for example, ordinary use of resources such as the libraries; one's office, computer and College computer facilities; secretarial and administrative support staff; and supplies. For any given department, unit, or individual, what constitutes a usual resource will depend upon the functions and responsibilities of that department, unit, or individual. For purposes of this policy, funds provided to faculty as part of OCOM’s faculty development grant and faculty scholarship grant funds are considered “usual resources” and do not give rise to a College copyright ownership claim for the work products created by faculty as a result of receiving those grant funds. c. “Unusual College resources” are covered under Section I.C., below. d. Examples of works created at faculty members' own initiative with usual College resources may include, but are not limited to: lecture notes, transparencies, case examples, textbooks, interactive textbooks, other works of nonfiction or novels, software, CD-ROMs, articles, books, literary works, poems, musical compositions, visual works of art, and other artistic creations regardless of the media in which the works are produced or the forms of dissemination (e.g., print or electronic). 2. College Community Interests. Even though individual faculty own the works described in (I)(A)(1) above, the College community as a whole has interests in being able to use such works for educational and administrative purposes, consistent with the College's educational mission and academic norms.
Faculty members should keep these purposes in mind in creating and disseminating instructional materials and scholarly works. i. The College retains the non-transferable, perpetual, non-exclusive right to use works created by faculty with usual College resources for ordinary teaching use in the classroom and in department programs on a royalty-free basis solely for the College’s education, teaching and research activities as follows: a. the College shall be permitted to use syllabi, assignments, and tests for administrative and educational purposes, including satisfying requests of accreditation agencies for faculty-authored syllabi and course descriptions, with no time limits; b. The College shall be permitted to use works created by faculty with usual College resources in the form of lecture notes and class handouts for a period of two years for all classes, except those classes that are designated as “core courses.” For purposes of this policy Core Courses, especially sequential courses, are originally developed by one faculty member or may be developed collaboratively. Over time, as new faculty teach these Core Courses, or portions of a course sequence, they utilize the previously developed course materials (including hand-outs, note packets and power-point slides). Each teacher certainly modifies the materials over time, adding and deleting, but not replacing the originals. The next teacher who teaches then starts with the modified materials, and proceeds to make their own modifications. This process results in rich, ever-evolving composites of materials where “ownership,” even of portions of materials, would be very difficult to ascertain. The “two year limitation for OCOM rights of use does not apply to Core Courses, and thus the College’s right to use Core Courses is perpetual.
ii. Faculty members are encouraged to share their instructional materials and courseware with their College colleagues for internal instructional, educational, and administrative purposes. When publishing scholarly works, faculty creators are encouraged to provide rights for use for the College community.
iii. The College also has an interest in ensuring that works created by faculty are not used to compete with or undermine the College's educational mission or activities. Consistent with conflict of interest and commitment principles, faculty with full-time appointments at the College should not use (or permit others to use) their works in ways that compete with the College's courses, or its educational programs or activities unless prior written permission is obtained from the appropriate dean or executive officer, or their designee(s). This provision applies to works developed by faculty for compensation at other educational institutions, including for-profit and online institutions. It does not apply to works created in conjunction with professional activities in conformance with College norms such as, but not limited to: sharing syllabi or other course materials with colleagues at other non-profit educational institutions; ordinary outside consulting; participation in professional or scholarly organizations; scholarly presentations and publications; pursuit of future employment opportunities; and public service.
1. Ownership Principles
Students who create academic works while at the College (e.g., dissertations, theses, student projects) own the copyright to such works, unless: (1) the works qualify as works made for hire in the course of employment at the College as “works made for hire” is defined under the federal Copyright Act; or (2) a written transfer of copyright is obtained. The College retains the non-transferable, perpetual, non-exclusive right to use materials created by students in the ordinary course of study for on a royalty-free basis solely for the College’s education, teaching and research activities, and shall be permitted to use them for administrative and educational purposes, including satisfying requests of accreditation agencies for faculty-authored syllabi and course descriptions.
2. College Community Interests Students are frequently involved in the creation of works in consultation with, or under the supervision of, College faculty and staff. Such works may be related to coursework, research, extracurricular activities, or other College projects. In some circumstances, it is difficult to determine whether and to what extent students are acting as agents or employees of the institution. Accordingly, written agreements with students regarding copyright should be executed whenever the College or its representatives have any doubt about copyright ownership of student-created works in which the College believes it has ownership or other interests.
OCOM faculty members provide a teaching-guidance function that includes course preparation, instruction of students in class and clinical settings, teaching scheduled classes, evaluating student learning, and reporting competency standards and grades consistent with OCOM policy. This also includes meeting with students individually and in small groups outside of scheduled instructional course time to individualize instruction and advise students regarding academic concerns. All OCOM faculty members are expected to attend faculty meetings and departmental committee meetings for the purpose of program development and review.
General responsibilities of faculty are varied and include providing for the intellectual growth of students and for the advancement of knowledge in the field. Faculty is expected not only to work in direct instructional roles in classroom and clinic, but also to contribute to academic management, to engage in scholarly activity scholarship, to pursue professional practice (where appropriate), to provide service to the institution and the profession, and to continue their own professional development.
Classroom teachers are responsible for: course preparation, including the generation of syllabi, course outlines, hand-outs, and examinations; the instruction of all students in their classes; the fair and unbiased evaluation of students; recording attendance and reporting grades in a timely fashion; and following all pertinent policies defined by the college. Faculty members are expected to be reasonably available to students at scheduled office hours, by appointment, or by phone or e-mail.
Full-time faculty members must maintain a minimum of one office hour per week for the purpose of advising and guiding students. Part-time faculty may also wish to maintain office hours, and are encouraged to do so whenever possible. Office facilities, including desks, computers, printers, and private meeting space, is available in the faculty office in the faculty suite on the third floor of the college building.
Clinical supervisors at OCOM assume a dual role as both educators and healthcare providers. As educators, clinical supervisors facilitate each intern's transition from student to practitioner and focus on that student's integration and application of their educational training. As healthcare providers, clinical supervisors have a direct responsibility to the patients who come to the OCOM Acupuncture and Herbal Clinic for care.
Clinical supervisors thus have five primary areas of responsibility:
ADA The Americans with Disabilities Act (ADA) requires that no qualified individual with a disability shall, by reason of such disability, be excluded from participation in or be denied the benefits of the services, programs, or activities of an entity. Colleges must reasonably modify their policies, practices, and procedures to avoid discrimination against disabled persons unless the modifications would fundamentally alter the nature of the service, program, or activity.
Faculty members are required to provide reasonable accommodations to students with documented disabilities. Common accommodations include changes in the length of time permitted for an exam or the manner in which an exam is administered.
Any faculty member with a question concerning accommodations for an individual student should consult with the appropriate Dean and the Director of Student Affairs.
FERPA FERPA stands for Family Educational Rights and Privacy Act also known as the Buckley Amendment). FERPA governs disclosure of student education records. Faculty must adhere to privacy protections for students pertaining to student's grades, class schedule, disability status, academic standing, SS# and student ID#.
Examples of actions that faculty must avoid are:
OCOM Professionalism Guidelines - OCOM has adopted a set of Professionalism Guidelines for students, faculty and staff. They outline expectations for professional behavior on campus. Click here for more information.
Faculty members are issued a college catalog at the beginning of each academic year and are responsible for familiarizing themselves with and adhering to the academic policies included in the catalog. Those policies of particular relevance to faculty are included here for convenience.
Master's program competencies guide curriculum development and planning. Each faculty member should recognize the relationship between their academic and clinical instruction and the listed competencies:
The Master's Program emphasizes three broad programmatic goals:
In support of these goals, the college has developed the following list of anticipated educational competencies. OCOM graduates will:
The OCOM academic year is organized according to the quarter system. All faculty members should consult the college calendar, published in the catalog and on the college web-site. Fall, winter, and spring quarters are generally 12 weeks in length, while summer sessions are 6 or 8 weeks. Specific variations exist depending on the calendar for a given year.
Course credit for didactic classes, practicum-based classes and clinical courses are calculated differently. The explanation below will help faculty members to plan for out-of-class expectations of students:
Basic definitions of credits: Didactic courses: 1 credit = 12 classroom hours + 24 hours of outside study Labs/practicums: 1 credit = 24 contact hours + 12 hours of outside study Clinical hours: 1 credit = 24 clinic hours + 12 hours of outside study Externship hours: 1 credit = 36 clinic hours Independent study: 1 credit = 36 hours independent work
OCOM's four-academic-year (three-calendar-year) professional program in acupuncture and Oriental medicine consists of a total of 3,344.5 hours, for which 215.79 credits are awarded. Of these, 996.5 hours are devoted to clinical education.
Students must complete the OCOM program in a maximum of 8 years. In addition to the 36-month program, students have the option of enrolling in the 4-year program, or in OCOM's half-time program. Students may choose these options to accommodate the need to work, family responsibilities, or their own study and pacing preferences. Students may also be required to shift to one of these options due to failing one or more courses.
Faculty members should be aware that within a given classroom or clinical situation, there are likely to be students who are progressing through the program at these different rates. Although all students must complete specific pre-requisite coursework for each course, 4-year and half-time students follow a different plan of study. For example, one cannot assume that a student enrolled in the second year course “Point Actions and Indications” is also enrolled in Acupuncture Techniques or in TCM Pathology and Therapeutics.
OCOM uses a Pass/Fail system of grading that includes percentages. The following grades are given:
P (Pass) — Satisfactory completion of all required course work. When percentages are used to score coursework and exams, 75 percent is considered minimum passing level.
F (Fail) — Unsatisfactory completion of coursework. Failed classes must be repeated and passed in order to receive credit. Students who fail a course on the second attempt are not permitted to continue in the master’s program.
FR (Fail Remediate) — If a student fails to pass a course by five or fewer percentage points on a 100-point scale, (i.e. 70-74 percent) the instructor may give the student the opportunity to demonstrate competency by re-examination or by another assignment deemed appropriate by the instructor. Students will have three weeks into the next term to address the remediation requirements. Failure of such make-up exams or remedial work will result in a grade of “F.” Students who pass the remediation requirements will receive a grade of “P.”
H (Honors) — Honors indicates exceptional performance in a course, and may be awarded through academic achievement (usually 95 percent or above) and/or completion of extra-curricular projects.
W (Withdraw) — A “W” designation becomes a permanent part of a student’s academic record when a student withdraws from a course after the normal Add/Drop period. Students wishing to formally withdraw from a class must complete a form obtained from the Office of the Registrar and have it signed by an academic advisor. The student must repeat the course in order to receive credit. Students who stop attending and/or performing in a course without formally withdrawing will receive an “F.”
IP (In Progress) — “In progress” indicates that a course’s requirements extend beyond one quarter and that the student continues work on those assignments.
I (Incomplete) — An “Incomplete” indicates that further work in a course must be completed before a grade is given. An “Incomplete” in any series class must be converted to a grade no later than three weeks after the start of the next term if a student wishes to continue in that series. A grade of “I” in any non-sequential class must be made up and converted to a grade no later than the end of the next consecutive academic term. After that time, if a grade is not received, the “I” will remain a permanent part of the student’s record, and the student will have to retake the class.
AUD (Audit) — Assigned to students who have successfully completed a class and have returned to audit it. A grade of “AUD” carries no credit and no hours.
E (Exempt) — Exemptions may be awarded to students who can show equivalent training in the following practicum-based non-didactic classes (shiatsu, tuina, qigong, taiji quan, CPR ) and whose training was received at non-accredited institutions or in informal learning situations. No credits or hours are awarded for the grade of “E.” Refer to Exemption policy.
RR (Required Review) — See Required Review policy.
OCOM students are required to take two sets of comprehensive examinations during their time at OCOM: one at the end of the second year (Clinic Entrance examinations), and one during the third year (the third-year comprehensive examinations) or final year of clinical internship. Students must pass the Clinic Entrance comprehensive examinations before starting clinical internship, and the third-year comprehensive examinations before qualifying for graduation.
One absence is allowed for every 12 class meetings in a given quarter, i.e. students may miss 1/12 of the course. If a student misses additional classes (after the 1/12 allowed absence), that student must speak directly to the faculty member to find out how to make up the missed material.
Faculty members have the authority to require appropriate remedial work for students missing classroom instructional time. This may involve additional projects, examinations, meeting with tutors, teaching assistants, or the faculty themselves. Students are responsible for any additional costs associated with these requirements.
Faculty members may issue grades of “I” (Incomplete) or “F” (Failure) to students who miss excessive classes or who fail to complete the remedial work assigned by the faculty. Faculty also have attendance requirements relating to late arrival and/or early departure from classes.
A master’s program student may audit any course without charge after successfully completing that course.
Auditors are required to follow the current regulations for class attendance. (See Attendance Policy)
No academic credit or hours are awarded for audits; rather, a grade of “AUD” is transcripted. Other requirements and terms of audit (vis-à-vis class participation and assignments) are at the discretion of the instructor. Practicum classes are available for auditing on a space available basis only.
In certain cases, OCOM students may be required by the college to refresh their knowledge in a particular subject, either because they are transfer students needing to take a course to synchronize their education with OCOM’s program; or, for continuing students, due to specific academic concerns or enrollment time gaps. In such cases, students must complete a Required Review in which they participate fully in course requirements, including testing, assignments and attendance. Although a grade of “P” (pass) is necessary for successful completion of the required review, such reviews carry no credit. The student will receive hours and an “RR” designation on their transcript.
Competency-based education emphasizes proficiency and performance, and the DAOM competencies refer specifically to the set of skills, attitudes, and knowledge that reflect the most advanced levels of theory and practice in the field of acupuncture and Oriental medicine.
OCOM has defined five general competencies to be mastered by each student over the course of the DAOM program. The details and emphases within each of these general competencies may vary by course, specialty discipline, and stage of professional development. Mastery of these competencies is determined through a variety of assessment methods. Graduates of the OCOM Doctor of Acupuncture and Oriental Medicine program will be able to:
The doctoral program is 1,224 hours in length (48.6 credits), including 551 didactic hours and 670 clinical hours. The program has been carefully designed around a series of 20 intensive teaching modules, which take place every four to five weeks, over a period of approximately 24 months. Each teaching module is four days (three modules in the first year are five days in length), occurring over weekends (Friday – Monday). Every module includes both didactic (classroom) content, and clinical work, including supervised treatment of patients in the doctoral clinic. Between modules, students are expected to engage in ongoing active learning. This work includes homework and independent study assignments, regular reading assignments, work on clinical case studies, preparing responses to case-based problems, reviewing literature and creating case reports as well as maintaining regular online communication with classmates and faculty. Because of the geographically dispersed nature of the students who enroll in the DAOM program, skill in the use of e-mail and the Internet is essential. DAOM courses are managed via online course management software. To complete the program successfully, students must have access to and be proficient with a computer. Students are required to maintain an OCOM e-mail address, and are responsible for information disseminated to them by the DAOM administration and faculty via e-mail and the course management website.
OCOM’s doctoral program is a two-year program and all students are considered full-time.
The doctoral curriculum is delivered in two consecutive year-long terms over a 24-month period. Each year consists of ten intensive teaching modules, plus externships and Capstone Project work. During modules, students meet on campus for four or five days per month. A final two-day Capstone Project presentation and graduation event concludes the program.
Throughout the DAOM program, academic credits are calculated according to standard academic practice, in the following manner:
Adjustments are made for instruction delivered in a language other than English. Because portions of some courses may require translation, adjustment to credit hours may be necessary. Adjustments grant 45 minutes of credit for every hour of classroom instruction in another language.
Students are also expected to be engaged in ongoing study between the modules in specified coursework, assignments, clinical observations, and individualized study/research. The out-of-class study expectation is based upon ratios that correspond with the credits listed above.
Based upon these ratios, it is anticipated that a student can expect an average of 15 to 20 hours per week in out-of-class study and learning activities.
A Pass/Fail grading system will be used throughout the DAOM program. Grades are given at the end of Year 1 and Year 2. The following grades are given:
P (Pass): Satisfactory completion of all required coursework. A minimum of a “B” grade will be required in order to pass a course.
F (Fail): Unsatisfactory completion of coursework. If a student fails a course, they will have to re-take the course. Failing a course the second time will result in dismissal from the program.
W (Withdraw): A student may withdraw from a class before the final requirements for that course are due. The student must request and receive permission from the Dean of Doctoral Studies and the course instructor. A “W” will become a permanent part of the student's academic record. The student will have to take a leave of absence, and repeat the course.
I (Incomplete): An Incomplete grade indicates that further work in a course must be completed before a grade is given. A student must have passing grades for all Year 1 courses before starting the second year of the program.
For all other courses, the student will have no more than three months to complete any outstanding work, and have the “I” converted to a grade. If after that time a grade is not received, the “I” will remain a permanent part of the student's record, and the student will have to retake the course. This may require a student to take a leave of absence until that course is offered again.
IP (In Progress): Given when a course is still in progress at the end of the academic year; generally courses that span Year 1 and Year 2.
Students are expected to be present for all didactic and clinical portions of the DAOM program. A minimum 90 percent attendance record is required for the program as a whole. Students may be absent for no more than two nonconsecutive monthly modules during the 24-month program. In cases where a student does not miss an entire monthly module, but only a portion, the student may miss no more than nine full days of module instruction during the two-year program, including no more than two clinic internship days, two class sessions of any other clinical course, or two class sessions of any didactic course. In all cases, students must inform the administration in advance if they must be absent from any classes. The administration will determine if an absence is excused. Whether an excused or unexcused absence, students are responsible for submitting all assignments from any absence, on time, to the appropriate faculty members.
Students must make up any missed modules beyond the two modules or nine days allowed for excused absences.
If a student misses clinical internship time, clinical course class session time or didactic class session time in excess of the permitted maximum of two days, the student must make up the misses clinical internship or clinical/didactic class time. Make-up fees are charged for any excess missed sessions (see Financial Information section), including clinical and/or classroom work.
To make up excess missed sessions (clinical or didactic), the student will attend the make-up sessions in the academic year following completion of the student’s two-year program. The student is responsible for making arrangements to attend make-up modules, clinic internship days or class days with the Dean of Doctoral Studies.
Depending on the timing of an absence, students may also receive an Incomplete (“I”) in one or more of the courses. In that case, the Incomplete policy would also apply. (See Grading Policy.)
Evaluation of student performance is a critical component of the doctoral program course of study. Ongoing formative and summative assessments will be utilized and offered to the students as feedback on their educational and professional development. Each of the didactic and clinical courses has clearly defined learning objectives that will be used by the faculty as performance criteria for student evaluation. Each course syllabus will explicitly state faculty expectations and methods of evaluation to be used for didactic and/or clinical components of the curriculum.
In addition to evaluation within each course, students will be asked to complete a number of assignments which span several courses and demonstrate the student’s ability to integrate, synthesize and apply information to relevant clinical situations. These measures will include case analyses, case reports, case studies, reports of collaboration experiences and comprehensive examinations. Comprehensive exams are given at the end of Years 1 and 2. If a student fails either of the comprehensive exams, he/she will be given the opportunity to retake the exam within one month. If the student fails the exam for a second time, he or she may be dismissed from the program.
Advancement to the second year of the OCOM doctoral program is based on a student’s satisfactory completion of the first year’s work, including all Year 1 courses and comprehensive exams. Students should be aware that if their course of study is interrupted due to failing a course, or incompletes, their only option will be to retake the courses in question with the next cohort of students. If a student fails a course twice, or fails the same comprehensive examination two times, the student may be dismissed from the program.
If a student has more than four past due assignments at any time during the program, the student will be placed on Academic Probation, and will need to establish a written contract with the Dean of Doctoral Studies for the completion of the past due work. If the student does not follow through on the written contract, the student may be dismissed from the program, and will need to re-apply for admission in a future class.
Federal regulations require all students receiving federal student aid to make Satisfactory Academic Progress (SAP) toward their degree in order to retain eligibility for financial aid. Failure to maintain SAP will result in the disqualification from federal student aid programs at OCOM.
Students who fail to meet SAP standards will be notified by the Office of Financial Aid and will be placed in a Financial Aid Suspension. Students may submit an appeal for reinstatement of financial aid eligibility to the Director of Financial Aid. The SAP appeal must address why the student failed and what has changed in the student’s situation that will allow the student to meet SAP at the next evaluation. A student who successfully appeals will then be placed in Financial Aid Probation until their SAP issue has been resolved or they have successfully met the requirements of their academic plan.
Students are generally expected to complete the doctoral program in 24 months of continuous enrollment. If a student requests and is granted a leave of absence from the program, that student must return to the program within two years. In all cases, students must complete the DAOM program within four years of matriculation (less any approved leave of absence).
Faculty offices are located in the faculty suite on the third floor of the college building. Phones, work-stations, and wireless access are available for faculty use. Contact the Facilities Department for keys, passwords, and other matters of office access and utilization. A faculty conference space is available across from the faculty office to be able to meet and consult with students.
All full-time faculty members are required to hold a minimum of one office hour per week; core part-time faculty members are strongly encouraged to do so. Faculty office hours are posted outside the student lounge, student services suite and faculty lounge at the main campus building. All faculty members must create an avenue for students to communicate with them outside of class hours; this may be by appointment, by phone, or by e-mail.
Faculty Mailboxes are located on the third floor of the campus building in the faculty suite.
All faculty members will be assigned an ocom.edu e-mail address that will be utilized to communicate critical information and must be checked with regularity. Faculty members are responsible for information sent to them in this way.
OCOM has a specialized acupuncture and Oriental medicine library. All faculty members have library privileges and are encouraged to take advantage of the library's collection and resources. Faculty members are expected to encourage students to utilize the library and information resources. The library staff is available to assist faculty with information resource needs. Faculty members are also encouraged to make library acquisition recommendations to the librarian.
Travel requests for all college-related business or activities must be authorized by a faculty member's direct supervisor. Approved travel expense claims must be submitted to the Accounts Payable Department and include copies of all receipts, mileage logs, etc. Mileage will be reimbursed at the rate established by the Internal Revenue Service as of the date of travel.
The Faculty Coordinator's office is located on the fifth floor of the main campus building. This administrative position supports faculty by helping with scheduling, disseminating faculty agreements, maintaining faculty files, copying classroom materials, coordinating and processing course and clinic evaluations, etc. Please contact Devin Borland at ext 144 or at email@example.com.
Special classroom set-up needs including A/V equipment are requested through the Facilities Dept. Submit your classroom set-up requests to firstname.lastname@example.org
Call 9-1-1 for any health related emergency and in case of fire. Telephones with outside lines are available in all common areas. Detailed information on procedures regarding campus security and safety and additional emergency protocols are provided by the facilities department to the campus community via e-mail and campus postings.
Faculty members who wish to discuss academic issues related to their courses should contact their department chair and/or the appropriate Dean. Speaking to a peer about academic concerns, especially a long-time faculty member can be very helpful and is encouraged.
Exams, quizzes and course syllabi are maintained by the faculty coordinator. These files can be available for viewing upon request. Please contact Devin Borland at ext. 144 or email@example.com
Doctoral course materials are maintained on the doctoral web-sites.
Faculty members are responsible for establishing a safe and respectful environment for all practical classes and clinical training. Attention to body mechanics, respectful touch, draping practices, safety with all equipment and treatment modalities are essential. Faculty with questions about any such practices should consult their department chair.
Faculty members who instruct acupuncture techniques and “needling techniques” classes must adhere to all standards of safety, clean needle technique, and risk management. A protocol to insure that all needles are accounted for and properly disposed must be implemented and should be part of the instruction for all such classes.
Students are required to participate in giving and receiving therapeutic massage, acupuncture, moxibustion, and other modalities as part of their clinical training at OCOM. For many students, any of these during class can be an extremely intense experience, and must be handled with sensitivity. The department chair or peer faculty can offer suggestions regarding management of this issue.
Faculty members are expected to prepare originals of all course material, including syllabi, course outlines, tests, quizzes, and handouts. Requests for clerical TA's to aid in typing or grading quizzes should be made to the Dean of Academic and Student Affairs before the quarter begins.
The Faculty Coordinator will inform faculty members of deadlines for submission of materials. Faculty are encouraged to post course materials on Populi to help reduce paper usage. A faculty member may request the Faculty Coordinator to photocopy course materials. Two weeks lead time is requested so that the faculty coordinator can have ample time to fulfill request. Material submitted without sufficient lead time may not be accepted, and the faculty member may be required to copy the material him/herself.
Faculty members are expected to arrive to class on time and to utilize the entire scheduled class time, except during final exams. Faculty must also end their class at the scheduled time, vacating the classroom for the next activity that is scheduled and allowing students to proceed to their next activity. For each scheduled class hour of instruction, faculty may give a 10-minute break. Ten minutes has been deducted from the final teaching hour per session to allow students ample time to get to their next class. It is strongly recommended that faculty offer a break time for any class that meets for more than 1.5 hours in a given session.
When two faculty members teach different sections of the same course, every effort should be made to insure consistency of content and of evaluation mechanisms and standards. Syllabi should be agreed upon by the faculty members sharing the course, and must be reviewed and approved by the Dean of Academic and Student Affairs. While faculty members may bring their individual teaching styles and philosophies to their course presentation, the achievement of the stated competencies by the students must be insured.
The book ordering process is currently being revamped. This section will be updated once that has been determined.
Course syllabi must be submitted electronically to The Faculty Coordinator, by e-mail (send to firstname.lastname@example.org)approximately six weeks prior to the beginning of the quarter.
Each syllabus will be reviewed by the Dean of Academic and Student Affairs to ensure that it is in compliance with OCOM policies and that it contains all the components required of a sound syllabus. Faculty post their syllabus to Populi after the syllabus has been approved.
Well-designed and carefully-prepared course syllabi are important and extremely valuable teaching tools. In general, a good course syllabus will give students a vivid and accurate picture of what they are about to learn, what your expectations are, and what they can expect from you. Clarity and organization in preparation of your course syllabus is a great courtesy to students. Although it is certainly appropriate for the syllabus to be a personalized statement from you to your students, each course syllabus must follow accreditation commission guidelines and include all of the following components:
Title of Course – which should match the course title in the OCOM catalog. At times, shortened common names for courses are used, but the formal course title should always appear on the syllabus.
Number of Credits
Quarter and Year
Days and Times that the Course Meets
Faculty Name and Contact Information –preferably phone and email
Office Hours – if applicable
Teaching Assistant(s) if any
Course Description – including the purpose or goals of the course. You may use the description in the OCOM catalog.
Pre-Requisites, if any – note: all OCOM courses are taught only once in a calendar year, and follow a pre-planned order that is regulated by the registration process.
Learning Objectives – specific competencies that students should attain as a result of completing this course.
Course Requirements – a clear presentation of all required readings, homework assignments, papers, projects, tests, etc., including due dates.
Required and Recommended Reading – including appropriate dates for each assignment.
Methods of Instruction – e.g., lecture, lab, small group discussion, demonstration and practice. Describe briefly for your course.
Grading System – all OCOM classes are graded Pass, Fail, and Honors, with 75% being the pass rate, and 95% being honors. Make clear the particular point system or evaluation system you will utilize. Ask yourself if your methods of evaluation sufficiently measure whether the competencies defined for your course have been accomplished. If re-testing is an option, make clear the parameters where that will be considered.
Attendance Policy – from the OCOM catalog, the attendance policy is as follows: one absence is allowed for every 12 class meetings in a given quarter, i.e. students may miss 1/12 of the course. If a student misses additional classes, that student must… insert your specific requirement, such as “speak directly to me about making up the missed work”, or “arrange to meet with a tutor and provide me with written verification that this has been accomplished”.
Course Outline – a week by week description of the topics covered in the course, usually on back or separate sheet.
Faculty are able to view and print a full class roster through Populi. Each faculty member must check to see that this list corresponds with the students in class. If it is not correct, faculty members should notify the registrar. Please inform the registrar of all persons attending your class, even if their names do not appear on your list.
Faculty members teaching lecture courses may request the services of a clerical teaching assistant (TA) for help in grading papers, preparing course material, and general class administration. Faculty members are requested to submit the form entitled “Clerical TA Request Form” to the Academic and Student Affairs Coordinator, Simon Tian at email@example.com, before the start of the quarter. For “hands on” classes we attempt to maintain a ratio of 1 teacher/TA per 8-10 students. Prospective “hands-on” TA's complete an application with the college; these applications are reviewed and evaluated by the Dean of Academic and Student Affairs, who arranges for TA placement in consultation with the faculty member, and with the help of the Academic and Student Affairs Coordinator, Simon Tian.
Faculty members who utilize teaching assistants are responsible for training and supervising their assistants. This includes informing the TAs of the faculty member's expectations of them, giving them constructive feedback as needed on their performance, and sharing student feedback with them. (See Appendix)
The two types of teaching assistants are described below:
Clerical teaching assistants aid core faculty members, and work under their direct supervision in the grading of papers, the monitoring of exams, the editing of hand-outs, and generally perform such additional duties as required by the primary faculty member. Clerical TAs who are also OCOM students should not be utilized as “substitute teachers” nor asked to grade papers requiring “judgment calls”. Clerical TAs generally do not participate in individual class sessions.
Hands-On teaching assistants fulfill a significant role at OCOM. They are utilized primarily in practicum classes, where classes must be divided into small groups for more individualized instruction (as in Point Location, for example). They are also called on to tutor students needing academic support.
The Teaching Assistant Handbook is made available to all faculty members and teaching assistants.
Faculty must specifically request clerical teaching assistants. Please click here to download form ocom_clerical_ta_request_form.pdf
Faculty members are required to notify the students of any missed course through the online communication system in Populi.
Faculty must either re-schedule a missed class or otherwise insure that the material for the missed class and for the course as a whole is covered. Faculty members are encouraged to obtain a substitute teacher for a missed class when the absence is known in advance. Substitutes must be approved by the Dean of Academic and Student Affairs. A faculty/TA absence form is available outside the student services suite and should be submitted to the Dean and Academic and Student Affairs who will notify the payroll office of faculty absences and of substitute teachers.
It is understood that faculty members will occasionally miss classes due to illness, family emergencies, etc. Faculty members with serious health or other concerns are asked to speak to their department chair or dean. Part-time faculty members are not generally paid for missed classes. Full-time faculty members should discuss absences with their supervisor.
Funds available for guest speakers in classes are very limited. Faculty members wishing to request such funds should consult the appropriate Dean. Faculty members may make arrangements to have guest speakers make non-reimbursed presentations in their classes and may also choose to have their own pay allocated for a guest-speaker's presentation (an appropriate option especially when the faculty member's presence is not required during the guest speaker's presentation). In all cases, please contact the Dean of Academic and Student Affairs with information about the speaker, and the dates of presentation.
Faculty members must exercise great caution in creating evaluation mechanisms for students. These measures must be fair, comprehensible, and must illustrate that the learning objectives defined as outcomes of the course have been met.
Students should always be given a general idea of the material that is important for testing purposes. Faculty members should review student responses to individual test questions to insure that the questions accurately reflect the material that the faculty member has emphasized. Teaching assistants utilized to grade tests requiring “judgment calls” must be carefully supervised by the teacher. Student TAs should never be given this level of responsibility in grading. Please be certain to revise major exams (mid-terms and finals) every year to avoid unwittingly giving your students the old-test advantage.
Students should receive the results of tests/quizzes within one week of the test date. Final exam results or final papers should be returned to students within two weeks of the date submitted or within one week of the end of the quarter.
Examination policies are generally left to the discretion of each individual faculty member. However, in the interest of fairness to students, all policies regarding exams and student evaluation must be clearly explained in the course syllabus that is distributed to students on the first day of class.
OCOM faculty members have the option to administer assignments and examinations that are “take-home” or ``open- book'' formats. In such cases, faculty must be very clear on their syllabus whether this assignment is designed to be completed independently by each student or is designed to be collaborative. An information sheet that details the rights and restrictions of the honor-based open book system, including inclusions or exclusions for materials to be utilized, should be included with the test or assignment.
Faculty should be aware of the annual academic calendar, noting when break weeks and holidays occur.
With two exceptions (see below), the twelfth week of each quarter is designated as final exam week. Some faculty may offer this final exam in the eleventh week. During this time, final exams are administered in all classes in all years that have those exams. Faculty members administer their finals in the same room and at the same time as the regularly scheduled class.
In the spring quarter of the second year classes, final exams are scheduled in the eleventh week of the quarter, allowing students to utilize the 12th week to prepare for their comprehensive exam… In addition, the scheduled break at the end of winter quarter generally begins on a Thursday, thereby creating an 11-week quarter in certain classes. Be sure to check the annual academic calendar when preparing your syllabus.
Faculty members are encouraged to plan their courses so that no new course material is presented during the class meeting before final exams. This gives students an opportunity to review difficult concepts and to refine skills with faculty in anticipation of the final exam to come.
Issues of student conduct should be reported to the appropriate Dean or to the Vice President for Academic Affairs. Disruptive or abusive behavior will not be tolerated in the classroom. (See the OCOM Professionalism Guidelines for elaboration on expectations of student conduct).
Cheating and plagiarism are not tolerated at OCOM.
In order to discourage cheating, please remain in the classroom during a test. Should you suspect cheating, please follow this procedure:
With the advent of the internet, plagiarism has become a more difficult and more complex problem. Communicate clearly with your students about the citation requirements for quoted materials and about consequences for plagiarism. Should you suspect plagiarism, please bring the evidence to the Dean or VPAA.
Students are permitted to take make-up exams only when they have missed the regularly scheduled exam because of significant illness, personal emergency, or an extenuating circumstance. All such students must receive faculty permission for such make-ups, and are charged a $50 make-up fee for both practical and written exams. Policies for make-up exams other than mid-terms or finals are at the discretion of the faculty member. In all cases, examination policies must be included in course syllabi and distributed to students at the beginning of each term.
Make-ups for written exams are arranged with the Academic and Student Affairs Coordinator, Simon Tian. Make-ups for practical exams will be administered by the faculty member. Make-ups for quizzes are at the discretion of the faculty member and must be administered by the faculty member or the Academic and Student Affairs Coordinator.
Before scheduling a student to have an exam proctored, contact the Academic and Student Affairs Coordinator regarding approval for the student and the exam(s) in question. In addition, please provide the Academic and Student Affairs Coordinator with a copy of the test or exam the student will be making up; this can be done electronically @ firstname.lastname@example.org, or by delivering hard copies to his campus mailbox. Please note that a one week allowance is required for all proctoring requests.
Please instruct students to contact the Academic and Student Affairs Coordinator directly via email to schedule a time for test proctoring. Completed exams will be sealed in an envelope and delivered to faculty mailbox for pickup.
Grades are released to students at the end of each quarter, and are generally based upon the results of proficiency examinations given regularly in each class. All course grades are entered through the online grading system in Populi.In general, grades are due 3 business days after the end of the quarter. Final paychecks are held until grading sheets are turned in.
Faculty members with concerns about individual students or groups of students should contact Nancy Grotton, the Director of Student Affairs, who can assist in solving problems and following up with students. The Dean of Academic and Student Affairs and the Director of Student Affairs will both work with students having academic or other difficulties. The Director of Student Affairs has resources for tutors, and referrals for health and mental health needs.
Faculty members evaluate students' progress no later than the seventh week of class (around mid-term). If a faculty member has serious concern about a student's in-class performance, either because of academic progress, comprehension, basic ability, attendance, attitude, or participation, the faculty member will complete a Recommendation for Academic Support form, and submit it to the appropriate Dean or the Director of Student Affairs.
Most intern education and training is accomplished during daily clinic shifts. Each quarter, supervisors are required to complete an online evaluation for every student under their supervision. These evaluations assess a wide range of specific clinical competencies and provide interns with a clear picture of their clinical performance.
A mid-term evaluation is given at week six during fall, winter, and spring quarters and week four during summer quarter. The mid-term evaluations serve as a notice to interns of any deficiencies, if any, in their clinical performance. The intern then has significant time during the remainder of the quarter in which to demonstrate competency in any identified areas of concern.
The end of quarter evaluation is given at week ten during fall, winter, and spring quarters and six during summer quarter and summarizes the interns overall performance for the quarter. By summer quarter, interns are expected to receive passing scores for all clinical competencies.
Supervisors must meet with any intern who receives a score that is below competency (1 or 2) at mid-term to advise them of the steps necessary to remediate areas of concern. Supervisors must meet with all of their interns individually to review the results of their evaluation at the end of the quarter. At this same meeting student interns submit a quarterly self-evaluation for review by the clinic supervisor. The Dean of Clinical Education and the Associate Dean of Clinical Education review all evaluations and speak directly with those supervisors who have struggling interns to ensure that interns are receiving appropriate remediation.
If a clinic supervisor and the clinic administration agree that an intern needs additional help with their clinical work, the clinic administration will require further clinical training which may include but is not limited to tutoring, additional observation hours, additional testing, observation by other supervisors, and/or additional internship hours. Students are responsible for all costs associated with tutoring and/or additional internship.
Should interns be required to complete additional clinical hours and thus extend their internship beyond graduation, they will be notified of this requirement at least prior to their expected graduation date.
Clinical faculty members who wish to discuss teaching and patient care issues related to their work in the teaching clinic should contact the Dean or Associate Dean of Clinical Education. A meeting will be arranged to discuss their concerns. Clinical faculty members may also want to consult with the Dean of Academic and Student Affairs, and/or the Department Chairs, depending on the issue.
Faculty members with concerns about individual students or groups of students should contact Nancy Grotton, the Director of Student Affairs.
OCOM defines “faculty” in the DAOM program as those individuals who have principal oversight responsibility for courses offered. “Principal oversight responsibility” includes all of the following important activities:
Each course in the DAOM program shall by definition have one or more doctoral faculty members assigned to it. Doctoral faculty members shall be identified on course syllabi as “Core Instructor(s)”. Students will be instructed to contact these faculty members if any questions arise regarding the course or its requirements.
Doctoral faculty members are, by definition, members of the OCOM faculty. As such, all pertinent policies and procedures described in this Faculty Handbook also apply to these individuals.
Note: doctoral faculty members are generally expected to be willing to participate, as appropriate, as Capstone Project advisers.
OCOM doctoral faculty should be aware that all course syllabi, handouts, reading assignments, homework assignments and related materials must be uploaded to the doctoral web sites for student access. Any assignments that require work to be handed in by students must also generally be assigned (and later, submitted) through the web site. Grading of assignments is also maintained solely via the online course management system. Faculty members with questions about use of the online system should contact the Chair of AOM, Chair of IM or the Dean of Doctoral Studies for assistance.
Grades are distributed to students at the end of each academic year. All course grades are entered through the online grading system in Populi. In general, grades are due 3 business days after the end of the academic year.
The following policies apply to all OCOM employees and, in some situations, have been modified to be faculty-specific.
It is the policy of the Oregon College of Oriental Medicine to conduct all its activities in an ethical manner. Therefore, all faculty members, employees, contractors, temporary workers, volunteers, and other persons acting on behalf of OCOM in any capacity must act ethically, beyond mere compliance with applicable laws and regulations, in all professional and business activities.
OCOM recognizes that situations may arise for which no existing law, regulation, or internal policy statement exists. In those situations, OCOM expects everyone who is covered by this policy to use good judgment and common sense consistent with the mission, goals, and other policies of the college in determining the appropriate course of action. Faculty, employees, contractors, temporary workers, and volunteers are strongly encouraged to consult with their supervisors when these situations arise. Supervisors must consider these guidelines in determining the appropriate course of action.
Faculty members have many professional roles with students-instructor, mentor, supervisor, evaluator, advisor, tutor-that represent the heart of the educational process in a college environment. As a matter of sound judgment and professional ethics, faculty members have a responsibility to avoid any apparent or actual conflict between their professional responsibilities and personal relationships with students.
When a faculty member/teaching assistant has a romantic and/or sexual relationship with a student, a conflict of interest arises. Because OCOM is a small campus, and the nature of classes and clinic is often intimate and personal, there may be a greater likelihood of feelings of intimacy and attraction than in some settings. Therefore, the need for clear boundaries is even greater than at a larger university.
An excerpt from the University of Michigan's policy explains the risks very clearly:
“Romantic/sexual relationships between faculty members and students can pose risks to the faculty member, the student, or to one or more third parties. When a student voluntarily consents to such a relationship, it is suspect because of the unequal power dynamic. Such relationships can also lead the student to file a claim of sexual harassment if he or she feels exploited. In addition, other faculty members, staff members, or students may worry about undue advantage or unfavorable treatment as a result of the relationship. These concerns can damage the educational environment whether the favoritism is real or perceived.”
OCOM's policy on faculty/student relationships is as follows:
Intimate relationships between consenting college faculty and employees are prohibited in cases where (a) one party is also a student, in which case the guidelines noted above for Faculty/Student relationships will apply, or (b) a supervisory (direct or indirect) association exists between the employees in question. Supervisors are prohibited from entering into intimate relationships with any other college employee or faculty in their vertical “chain of command”.
OCOM is committed to an environment that is free from harassment and every employee is able to contribute his/her best work. OCOM does not tolerate harassment on the basis of race, color, religion, sex, national origin, age, disability, marital or familial status, sexual orientation, gender identity, veteran status, or any other basis prohibited by local, state or federal law.
Harassment occurs when conduct based on a person's membership in a protected class has the purpose or effect of unreasonably interfering with an individual's work performance or creating an intimidating, hostile, or offensive work environment.
Behaviors that may constitute harassment in violation of this policy include, but are not limited to:
Sexual harassment includes unwelcome sexual advances, requests for sexual favors, or other verbal or physical conduct of a sexual nature when (1) submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment, (2) submission to or rejection of such conduct is used as the basis for employment decisions, or (3) such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile, or offensive work environment.
Any employee who believes he or she has experienced or observed harassment or discrimination in violation of this policy should immediately contact his/her manager, the Director of Human Resources, or any other OCOM leader with whom the employee feels comfortable. All complaints should then be referred to the Director of Human Resources who will promptly and impartially investigate the complaint. If it is determined that a violation of this policy has occurred, prompt and appropriate corrective action will be taken.
OCOM will strive to conduct investigations as confidentially as possible, however, under certain circumstances confidentiality cannot be guaranteed. Retaliation against an employee who reports harassment or discrimination, or participates in an investigation under this policy, is strictly prohibited.
Violations of this policy may result in disciplinary action, up to and including termination of employment.
It is the policy of the Oregon College of Oriental Medicine to conduct all its activities in an ethical manner. Therefore, all employees, contractors, temporary workers, volunteers, and other persons acting on behalf of OCOM in any capacity must act ethically, beyond mere compliance with applicable laws and regulations, in all professional and business activities.
OCOM recognizes that situations may arise for which no existing law, regulation, or internal policy statement exists. In those situations, OCOM expects everyone who is covered by this policy to use good judgment and common sense consistent with the mission, goals, and other policies of the college in determining the appropriate course of action. Employees, contractors, temporary workers, and volunteers are strongly encouraged to consult with their managers when these situations arise.
Fraud Prevention and Unethical Behavior
It is the duty of OCOM leaders to detect and prevent fraud, misappropriation, or other unethical behavior. It is the duty of employees to report suspected cases of fraud, misappropriation, and unethical behavior. Employees must be aware of the kinds of improprieties that can arise within their area of responsibility, be alert to indications of impropriety, and immediately report any suspected indications of impropriety.
Violations of this policy or failure to alert OCOM leaders to suspected cases of fraud, misappropriation, irregularities, or unethical behavior may result in disciplinary action up to and including termination. In cases where internal assessment shows that fraud has been committed, it is OCOM’s policy to report the instance to the appropriate authorities and cooperate with any resulting investigation. The college will take all appropriate legal steps to recover misappropriated funds.
Procedures for Reporting Suspected Fraud or Unethical Behavior
Great care must be taken when investigating suspected unethical behavior or fraud. Any individual who discovers or suspects unethical or fraudulent activity must contact the college President, a member of the Executive Council or the Chair of the Board of Trustees immediately.
Primary responsibility for investigation of any complaint of suspected unethical behavior or fraud lies with the Board of Trustees, who may designate one or more Board members to act in consultation with OCOM’s legal counsel. All OCOM employees have a responsibility to cooperate fully with any such investigation.
In the context of information about patients, students, staff, volunteers, donors, or other members of the general public, “confidential” means information of a personal, financial, or identifying nature for which the person has a reasonable expectation of privacy. For information about OCOM, “confidential” information is all non-public, proprietary information relating to operations, finances, programs, projects, development programs, grant proposals and any business plans and forecasts. In all other cases, confidentiality is the discreet treatment of information so that it does no harm to OCOM or any of its stakeholders.
Management will attempt to maintain appropriate confidentiality during the investigation of the allegations for both the complainant and the accused. The identity of the employee or other complainant may remain confidential, depending on the circumstances, and retaliation against anyone making a complaint under this policy will not be tolerated. Information concerning the status of any investigation will only be disclosed to those with a compelling need to know.
The reporting individual must not contact the suspected individual in an effort to investigate on his or her own. In addition, the reporting individual must not discuss the case, facts, allegations or suspicions with anyone unless specifically asked to do so by OCOM’s legal counsel or the Board’s designated investigating member.
“Fraud” is the intentional misrepresentation or failure to disclose material information for the purpose of inducing another person to act to his or her injury. Fraud includes, but is not limited to:
“Misappropriation” is the taking or using of funds, property, equipment, technological resources (including Internet connectivity and bandwidth), or any other OCOM resource for personal use or gain when not properly authorized. It also includes employee use of goods or services meant for student or patient benefit.
“Unethical conduct” is intentional non-conformance to an established set of principles or accepted professional standards of conduct. Unethical behavior includes, but is not limited to:
The Oregon College of Oriental Medicine is a 501© (3) federally tax-exempt organization and, as such, must limit its political and legislative activity, even if such activity would contribute directly and substantially to the achievement of the college's mission and goals. Therefore, OCOM strictly prohibits faculty and employees from lobbying either in favor or against any measure, legislation, candidate, or cause on OCOM property or premises. This prohibition includes the use of college equipment and technology, such as photocopiers, computers, and telephones. Faculty should not refer to their status at OCOM in any personal political or legislative activity, including personal internet web-logs (“blog”).
In consideration of privacy and confidentiality concerns, information about faculty of the Oregon College of Oriental Medicine (staff and faculty, all categories) will only be released as follows:
In consideration of privacy and confidentiality concerns, information about OCOM employees will only be released as follows:
Contact information directly pertaining to a faculty members position at the college (i.e. OCOM cell phone number, office extension, mailing address) is considered part of the college directory and will be made publicly available, unless and until a faculty member submits a formal “opt out” request. All requests for the removal of employment-related contact information must be submitted by the faculty member to his/her department chair or appropriate Dean. Once approved by the supervisor, requests should be forwarded to Human Resources.
All requests for a faculty member's personal contact information (i.e. home phone number, personal cell phone number, home address) must be referred to Human Resources. Personal contact information will only be released to managers in an Faculty Member's management chain. Personal information will only be released to individuals beyond a faculty member's management chain (including parties unaffiliated with the college) by the Director of Human Resources, and only with the faculty member's permission.
In the event of a verifiable emergency, the decision to release personal faculty member's information will be made by the Director of Human Resources. In the HR Director’s absence, the decision to release personal employee information should be referred to the college President.
It has long been OCOM's intention to provide students, staff, faculty, and visitors with an environment and the resources by which to optimize their health and well-being. In accordance with this philosophy, as well as the convincing evidence of the negative effects of tobacco use and second-hand smoke, it is the policy of the college that the OCOM campus shall remain completely tobacco-free.
The campus includes the college and clinic buildings, all surrounding grounds, all off-site facilities, and all OCOM designated parking areas. Parking and public areas directly adjacent to campus buildings and grounds should also be considered tobacco free. It is the responsibility of each OCOM faculty member, employee or student to ensure that his/her visitor(s) comply with the provisions of this policy.
While all faculty members, employees, students, and visitors are expected to abide by the terms of this policy, OCOM wishes to maintain and foster respectful, humane relationships. In that regard, any concerns or comments about this the tobacco-free campus policy should be brought to the attention of the Director of Human Resources.
As further commitment to a safe and healthy work environment, and in compliance with the Drug Free Workplace Act of 1988 and the Drug-Free Schools and Communities Act of 1989, the college has established this drug-free workplace policy:
OCOM will not tolerate the unlawful manufacture, distribution, dispensation, possession, or use of any controlled substance while on or in OCOM property or premises. Any employee, faculty member or student found to be in violation of this policy is subject to immediate disciplinary action up to and including immediate dismissal or suspension from the college, or termination of employment. The college is also committed to on-going drug-free awareness for all students, faculty, and staff. Individuals seeking support, drug-abuse counseling or rehabilitation, or information about treatment options are encouraged to contact the Director of Human Resources.
In certain cases, individuals may be referred to counseling resources and/or substance abuse assistance centers. Participation in and successful completion of a verifiable substance abuse treatment program may be considered an appropriate response for violations of this policy.
No faculty member may consume, possess, or be under the influence of alcohol at any time while on duty, while on or in OCOM property or premises, or during any break or meal periods, except as expressly authorized by the college President for college-related functions. Unopened alcoholic beverage containers are only permissible on OCOM property or premises if kept in employee-owned vehicles.
No faculty member may use, consume, possess, transfer, distribute, sell, purchase, attempt to sell or purchase, manufacture, or be under the influence of any illegal drug at any time while on duty, while on or in OCOM property or premises, or during any break or meal periods.
Pharmaceuticals and Other Legal Drugs
It is the faculty member's responsibility to determine the potential effects of legal prescription or over-the-counter drugs on his/her ability to safely perform their job functions. Legal prescription pharmaceuticals may be brought onto OCOM property or premises only by the person for whom they were prescribed and may be used only in the manner, combination, and quantity prescribed or directed. OCOM reserves the right to require information in appropriate circumstances from an faculty member's physician, or another medical doctor, about the possible effects that a prescription pharmaceutical or over-the-counter drug the faculty member is taking may have on the employee's job performance.
OCOM reserves the right to inspect and/or search all OCOM property or premises, and any faculty member's personal property on OCOM property or premises for alcohol or illegal drugs, or any related paraphernalia. Any faculty member who refuses to submit to an inspection or search, as described in this policy, will be subject to disciplinary action up to and including termination of employment.
Notification of Convictions
Any faculty member who is convicted of a criminal drug statute violation which occurs in the workplace must report that conviction to the Director of Human Resources within 5 calendar days.
For purposes of OCOM’s tobacco and drug-free workplace policies, the following definitions apply:
To help maintain the safety of the workplace, OCOM prohibits the possession or use of all dangerous weapons – concealed or unconcealed – on OCOM property or premises. A license to carry a weapon does not supersede this policy. Any employee in violation of this policy will be subject to immediate disciplinary action, up to and including termination of employment. All employees, students and visitors are subject to this provision, including contract and temporary employees.
OCOM reserves the right at any time and at its discretion to search all OCOM property or premises, including all vehicles, packages, containers, briefcases, purses, lockers, desks, enclosures, and persons for the purpose of determining whether any weapon has been brought onto OCOM property or premises in violation of this policy. Employees who fail or refuse to promptly permit a search under this policy will be subject to prompt disciplinary action up to and including a termination.
Members of law enforcement agencies of municipal, county, state, and federal governments on official visits or business are exempt from the provisions of this policy while on OCOM property or premises. Definitions
For purposes of OCOM’s weapons-free workplace policy, the following definitions apply:
Appropriate Use, Intellectual Property, and Privacy
Technology and technological resources at the Oregon College of Oriental Medicine are intended for use by OCOM faculty and employees to conduct college business. All information created and/or stored on OCOM's network, computer hardware, and voicemail system is considered the intellectual property of the college. OCOM has the right to monitor voicemail and e-mail messages and internet usage. OCOM also has the right to inspect the contents of faculty and employee computers, voicemail and e-mail boxes. Faculty and employees should have no expectation of privacy when using OCOM technology, including, but not limited to computers, the network, email, and voicemail.
Upon termination of employment for any reason a faculty member must provide all computer related passwords and processes to OCOM at the time of notification of dismissal or on the last day of employment. Additionally, the faculty member must leave all files intact on the network and provide OCOM with the location of all stored computer files.
All OCOM faculty members are issued a college email address and it is expected that they will check this account [first initial + last name @ ocom.edu] at least once per work week. The college e-mail system may not be used to solicit for commercial ventures, religious or political causes, outside organizations, or other non-job related purposes. In addition, the e-mail system shall not be used to send (upload) or receive (download) copyrighted materials, trade secrets, proprietary financial information, or similar materials without prior authorization. The e-mail system may not be used in any way that would infringe upon the civil rights of any other person or violate other college policies, including OCOM's policy against discrimination and harassment. OCOM also prohibits use of the email system that disrupts or interferes with work performance and college operations.
When sending group email messages with recipients outside the OCOM community (e-mail addresses not containing ”@ocom.edu”), every effort should be made to use the “Bcc” (blind carbon copy) option. Addressing external group e-mail messages using the “Bcc” field will help protect the privacy of all message recipients.
Internet access at OCOM may not be used for any purpose that would violate the civil rights of another person or any other college policy, or to access offensive Internet sites or content. Sites which may be considered offensive could contain sexual or pornographic implications or imagery, racial or ethnic bias or language, or any other content that addresses gender, gender identity, age, sexual orientation, religious or political beliefs, national origin, or disability in a derogatory or offensive way.
In addition, faculty members and employees shall not express an affiliation with OCOM in the posting of personal opinions to public venues including, but not limited to, electronic bulletin boards, discussion lists, or web logs (“blog”). Because bandwidth resources are limited, users should not download music or video files for personal use. Due to space considerations, personal files-including digital photographs and music-should not be stored on the OCOM network.
Internet and e-mail viruses can cause serious damage to computer and network systems. In order to help curb the transmission of computer viruses, OCOM employs software that scans all network and e-mail files. Do not disable this anti-virus software or open email attachments from unknown sources. If a questionable e-mail message or attachment is received, faculty members should contact their supervisor or the system administrator immediately.
“Spyware” collects user information without that person's knowledge and returns it to an unknown party. Spyware applications are typically bundled as a hidden component of freeware or shareware programs that can be downloaded from the Internet. Once installed, spyware monitors user activity and surreptitiously transmits that information to someone else, which can severely impact computer and network performance. In an effort to deter spyware infiltration and protect all employees who use OCOM technology resources, college faculty and employees are prohibited from installing any software without the prior approval of the system administrator or the Director of Campus Operations and Technology.
OCOM does not allow the illegal duplication of software. Unauthorized duplication of software is a federal crime.
OCOM faculty and employees are responsible for safeguarding their password for access to the computer and voicemail systems, and are required to lock their computers when they are away. Faculty and employees are responsible for all transactions made using their password and are not allowed to access the computer or network systems with another user's password or account. Faculty and employees using shared computers are required to log off at the end of each session.
Populi is a secure online database, providing staff and faculty with varying levels of access to student information based on user environment settings. Before using Populi, staff and faculty must sign OCOM's Technology use policy and fill out the Acknowledgement of FERPA Regulations form (available through the HR and IT Departments). OCOM staff and faculty may not release any student information accessed via Populi: 1. in violation of FERPA regulations (See http://www.ed.gov/policy/gen/guid/fpco/ferpa/index.html) 2. without the consent of the Office of the Registrar. Exception: It is OCOM policy not to release directory related student information to the public. However, directory related student information (as defined by FERPA regulations) of students who have not exercised “opt-out” rights may be released to the OCOM community with the consent of the college Registrar.
Any faculty member or employee who violates this policy or uses college technology for improper or unauthorized purposes may be subject to discipline, up to and including termination.
For complete details regarding OCOM's Technology Use Policy, please see (http://www.policies.ocom.edu/doku.php?id=technology_services_use_policy_agreement&s=technology)
This policy is designed to protect the interests of the Oregon College of Oriental Medicine. It is intended to supplement, but not replace, any applicable laws of the United States of America or the state of Oregon governing conflicts of interest applicable to nonprofit organizations.
All OCOM governing board members, employees and volunteers must scrupulously avoid any conflict of interest between the interests of the OCOM on one hand, and personal, professional, or business interests on the other. This includes avoiding actual conflicts of interest as well as perceptions of conflicts of interest.
The purposes of this policy are to protect the integrity of the Oregon College of Oriental Medicine’s decision-making process, to enable the people involved in or served by the OCOM to have confidence in our integrity, and to protect the integrity and reputation of trustees, employees and volunteers.
Upon or before election, hiring or appointment, all trustees, employees and volunteers will make a full, written disclosure of interests, relationships and holdings that could potentially result in a conflict of interest. This written disclosure will be kept on file and the trustee, employee or volunteer will update it as appropriate.
In the course of meetings or activities, all trustees, employees and volunteers will disclose any interests in a transaction or decision where they (or their business or other nonprofit affiliation), their family and/or significant other, employer, or close associates, might receive a benefit or gain. After disclosure, I understand that the trustee, employee or volunteer may be asked to leave a board or other meeting for the discussion, and may not be permitted to vote on the question.
This policy is meant to be a supplement to good judgment, and all trustees, employees and volunteers must respect its spirit as well as its wording. In order to serve as a trustee, employee or volunteer, it is a requirement to read this policy and agree to abide by its terms.
Here is a list of some of the most useful names for faculty to know at OCOM. These individuals all work routinely with faculty at the college, either directly or indirectly, and may be able to help answer questions if you have them.
Note: For a comprehensive directory of OCOM administrative staff, contact Helen Smith, OCOM’s director of Human Resources (email@example.com).
Faculty Coordinator (Devin Borland, firstname.lastname@example.org, 503-253-3443 ext. #144)
Director of Human Resources (Helen Smith, email@example.com, 503-253-3443 ext. #106)
Director of Accounting & Payroll (Jayne Conley, firstname.lastname@example.org, 503-253-3443 Ext. #126)
Dean of Academic and Student Affairs (Carol Taub, email@example.com, 503-253-3443 Ext #124)
Academic and Student Services Coordinator (Simon Tian, firstname.lastname@example.org, 503-253-3443 ext. #135) Simon helps administer and coordinate the TA program on campus. He administers test retakes and makeups with students, assists with registrar projects and with student activities and government. His office is located on the second floor of the college building in the student services suite.
Dean of Doctoral Studies (Beth Burch, email@example.com, 503-253-3443 Ext #202)
College Librarian (Candise Branum, firstname.lastname@example.org, 503-253-3443 Ext #134)
Director of Student Affairs (Nancy Grotton, email@example.com, 503-253-3443 Ext #154)
Registrar's Office – Registrar (Carol Acheson, firstname.lastname@example.org 503-253-3443 Ext #112) and Associate Registrar (Debbie Jones, email@example.com, 503-253-3443 Ext #104)
Dean of Clinical Education (Martin Kidwell, firstname.lastname@example.org, 503-253-3443 Ext # 103)
Associate Dean of Clinical Education (Debra Mulrooney, email@example.com, 503-253-3443 Ext #139)
Vice President for Academic Affairs (Tim Chapman, firstname.lastname@example.org, 503-253-3443 Ext #136)
Director of Information Technology (Chris Chiacchierini, email@example.com, 503-253-3443 Ext #115)
Facilities Director (Dane Bevan, firstname.lastname@example.org, 503-515-6455)
President (Michael Gaeta, email@example.com, 503-253-3443 Ext #107)