Xavier University College of Osteopathic Medicine - Accreditation Standard Complaint Process and Procedures - Effective August 4, 2025

Sep 29, 2026

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Accreditation Standard Complaint Process and Procedures for Xavier University College of Osteopathic Medicine (XUCOM) establishes a confidential, non-retaliatory mechanism for students, faculty, staff, adjunct and affiliated clinical faculty, and the general public to submit complaints about non-compliance with COCA accreditation standards. The policy describes formal filing requirements, review and adjudication timelines, investigation and reporting steps, corrective action handling, appeal rights, and documentation retention responsibilities.

LanguageEnglish

CategoryHealthcare

FormatPDF

Pages3

Reading Time8 min

AccessFree to download

A. Purpose

B. Policy

Introduction / Background

Development and Support

Institutional Activities and Responsibilities

C. Definitions / Abbreviations

D. Procedure / Protocol

Formal complaint filing process

Review and adjudication process

Appeal process

Alternative confidential filing option

XAVIER UNIVERSITY College of Osteopathic Medicine Accreditation Standard Complaint Process and Procedures Effective: August 4, 2025 Last Revision: August 4, 2025 Next Review: June 30, 2026 Responsible College Officer: Senior Associate Dean Academic Affairs, Associate Dean for Curriculum, Assessment and Quality Scope: XUCOM Students, Faculty, and Staff; Adjunct and Affiliated Clinical Faculty Distribution List: XUCOM Students, Faculty, Staff; Preceptors A. PURPOSE The purpose of this policy is to provide an open and clear process for students, staff, faculty, orthe general public to submit a confidential accreditation standard complaint to the XUCOM administration that includes an adjudication process, without retaliation, and maintain such complaints through a XUCOM records retention process. Any individual who believes XUCOM is not in compliance with a COCA accreditation standard has the right to address this concern, either informally or formally through either of two formal mechanisms as described under section D. B. POLICY Introduction / Background Element 2.4 of the Commission on Osteopathic College Accreditation (COCA) New and Developing Accreditation Standards (effective September 26, 2023; edited 10/1/2024) requires that a COM publish policies and procedures that include a confidential accreditation standard complaint resolution process that includes a description of how these complaints are filed with the COM, resolved through an adjudication process, without retaliation, and maintained through the COM’s records retention system. Development and Support This policy was developed with transparency and integrity at the forefront. Consideration was given for providing clear options of informal complaints as well as formal complaints. Institutional Activities and Responsibilities XUCOM’s goal is to provide strict adherence to the COCA accreditation standards of publishing and enforcing in resolving complaints in a confidential manner. Students are informed of this process and of the link to the COCA complaint form on the XUCOM web site at orientation and annually through communications from the Dean’s Office. The XUCOM link can be found at [https://www.xavier.edu/college-of](https://www.xavier.edu/college-of) medicine/com_policies/xucom_pre-accred_element2.4-1.pdf and the COCA complaint policies and complaint form can be found at [https://osteopathic.org/accreditation/accreditation-guidelines/](https://osteopathic.org/accreditation/accreditation-guidelines/) . XAVIER UNIVERSITY College of Osteopathic Medicine Accreditation Standard Complaint Process and Procedures C. DEFINITIONS / ABBREVIATIONS COCA / Commission on Osteopathic College Accreditation XU / Xavier University XUCOM / Xavier University College of Osteopathic Medicine D. PROCEDURE / PROTOCOL 1. The process of filing a formal complaint is as follows: a. The complainant must submit a written statement that is signed and dated. Anonymous complaints will not be accepted. b. The statement must identify the COCA standard in question and specific details as to why the complainant perceives that XUCOM is not in compliance. c. The statement must be submitted to the Office of the Dean, [at](at halms@xavier.edu)[ ](at halms@xavier.edu)[halms@xavier.edu](at halms@xavier.edu)[ ](at halms@xavier.edu)or directly by delivering it to the XUCOM Office of the Dean, 3800 Victory Parkway, Cincinnati, OH 45207. 2. The process for review and adjudication of a formal complaint related to accreditation standards is as follows: a. The written complaint will be reviewed by the COM Dean and the COM Deans’Council. b. One or more administrators will be assigned to conduct further investigation of the complaint, including an interview of the complainant as warranted, and report back to the executive team within 30 days. The report will detail: i. The COCA standard(s) in question ii. The details of the complaint iii. F

FAQs

What is the purpose of this XUCOM accreditation complaint process?

It provides an open and clear confidential process for submitting accreditation standard complaints to XUCOM administration, including an adjudication process, without retaliation, and with records retention.

What are the requirements for submitting a formal accreditation standard complaint?

The complainant must submit a signed and dated written statement, identify the specific COCA standard at issue, include details of perceived non-compliance, and submit it to the Office of the Dean or directly to the XUCOM Office of the Dean address.

How is a formal complaint reviewed, adjudicated, and responded to?

The COM Dean and COM Deans’ Council review the complaint, assigned administrators investigate and report back within 30 days, the Deans’ Council reviews the report, and once addressed by the executive team a written response is sent to the complainant with findings, a non-retaliation policy link, and any corrective steps if applicable.

Sep 29, 2026

Uploaded by Ivy