Student Complaints and Grievances | PCOM HEOA Disclosures
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HEOA DISCLOSURES

Student Complaints and Grievances

Philadelphia College of Osteopathic Medicine (PCOM) is committed to receiving and addressing written student complaints against the College, its faculty, staff, or administrative personnel in a timely manner. This policy applies to all PCOM students, faculty and staff.

The purpose of this policy is to identify a process to receive, address and resolve written student complaints.

This policy does not apply to discrimination or sexual and gender-based grievances or complaints, which students should address following the processes identified in the Equal Education and Employment Opportunities Policy or Sexual Misconduct (Title IX) Policy.

Complaint or Grievance: A written description of a problem or concern.

  1. Students should first attempt to resolve their complaints with the office most directly responsible for the action being challenged. Each academic program or school may have specific steps to resolve grade or course-related concerns. Students should consult their academic program handbook for the grievance process specific to course and complaints in their academic program. Student concerns can be effectively handled by academic program or school personnel who have expertise in the academic discipline involved, familiarity with the faculty/staff, and who have experience in handling similar school decisions made regarding its students.

  2. For general advice and guidance, students can contact the Chief Student Affairs Officer, who can further assist students and direct them within their specific school if they are uncertain about where to start.

  3. EthicsPoint is also available if students would like to report an issue. The reporting is confidential and the student has the option of remaining anonymous.

    To contact EthicsPoint, call 844-337-3613 or www.pcom.ethicspoint.com.

  4. If a matter cannot be resolved within the academic program, the student may file a written grievance as follows:

    1. Documentation of Complaint: Student complaints must be submitted in writing to the Chief Student Affairs Officer and accompanied by relevant documentation describing:

      • the specific action, practice or decision that is being
        challenged;
      • the individuals involved in or with knowledge of the action, practice or decision at issue;
      • the impact of the decision;
      • what resolution is desired; and
      • why it should be granted.

        To expedite a prompt resolution, complaints should include current contact information of the individual filing the complaint.

    2. Resolution of the Complaint: The Chief Student Affairs Officer or his/her designee will investigate the complaint and render a decision or proposed resolution in writing within 30 days of receipt of the complaint. Exceptions to this timeframe may be allowed with reasonable and regular communication to inform the student of the status of the complaint.

      Within five (5) business days of receiving written notice of the decision or proposed resolution, if the student is not in agreement with same, the student must provide written notice to the Chief Student Affairs Officer or his/her designee requesting an appeal.

    3. Appeal Process: Upon receipt of the written notice of appeal from the student, the following will occur:

      1. A three (3)-member panel consisting of; the Chief Compliance Officer, the Chair of the Committee on Academic Policy and Promotion and the Accreditation Liaison Officer will review the complaint no later than 15 days after notice of appeal is received;

      2. The student may submit additional written material for review by the panel;

      3. The committee will communicate its findings in writing to the Provost within 10 days of the review. The Provost’s office will communicate the findings to the student in writing with a copy to the Chief Student Affairs officer for record-keeping purposes.

    4. Record Retention: The Office of Student Affairs will retain the written complaint along with the resolution of the complaint, and any additional supporting documentation including emails, or other communication.

Philadelphia College of Osteopathic Medicine is authorized by the Pennsylvania Department of Education and the Georgia Nonpublic Postsecondary Education Commission. These state education agencies have a formal process for complaints regarding noncompliance with state regulations. In accordance with the Higher Education Opportunity Act, the following contact information is provided for both agencies:

Commonwealth of Pennsylvania

Bureau of Postsecondary and Adult Education
333 Market Street, 12th floor
Harrisburg, PA 17126-0333
Fax: 717-772-3622

State of Georgia

The Commission requires that students utilize and complete their institution's grievance procedure in an attempt to resolve any complaint or concern before submitting a complaint to the Commission. If the institution’s resolution is not satisfactory, a student may then appeal to the Commission, but it will not investigate a complaint unless the student has exhausted all available grievance procedures outlined by the institution.

Nonpublic Postsecondary Education Commission
2082 East Exchange Place Suite 220
Tucker, GA 30084-5305
Phone: 770-414-3300
Fax: 770-414-3309
Web: https://gnpec.georgia.gov/student-resources/complaints-against-institution

Complaints Regarding Non-Compliance with American Osteopathic Association (AOA) Accreditation Standards:

PCOM is committed to meeting the standards for Accreditation of Colleges of Osteopathic Medicine as described by the Commission on Osteopathic College Accreditation (COCA). A copy of the standards is available upon request from the Office of the Dean or at the AOA COCA’s website at: osteopathic.org/accreditation/.

Students in the Osteopathic Medicine program who believe that PCOM may not be in compliance with a standard of accreditation have the right to file a complaint by utilizing the procedure described in the Policy on Student Complaints and Grievances. All records of such complaints or grievances shall be kept confidential by the Chief Student Affairs Officer.

In addition, at any time, the student may file a complaint directly to the COCA without fear of retaliation from the institution or the individuals named in the complaint.

AOA Office of Predoctoral Education
Commission on Osteopathic College Accreditation
American Osteopathic Association
142 East Ontario Street
Chicago, IL 60611-2864
Phone: 888-626-9262 Fax: 312-202-8202
Email: predoc@osteopathic.org

Chairperson, Commission on Osteopathic College Accreditation
American Osteopathic Association
142 East Ontario Street
Chicago, Illinois 60611-2864
Phone: 1-800-621-1773
Email: predoc@osteopathic.org

 

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