Policies and Procedures Library

List of university-wide policies and procedures at PNWU.

Pacific Northwest University of Health Sciences retains the right to amend or change any policy or procedure as described in the approved policy and established procedure (see Policy Resources to the right). Policies and procedures are not to be construed as an employment agreement or contract.

The University is in the process of moving policies found in various forms into a standard template and into the PNWU Policy Library. Policies found in the Policy Library supersede policies in the Student Catalog, the Staff and Faculty Handbook, and in other locations/formats. We appreciate your patience during this transition. Please contact Angie Girard if you have any questions about policies.

PNWU advises the campus community on where to obtain law enforcement agency information concerning registered sex offenders.
Animals are allowed on the PNWU campus as long as they are on a leash, not a threat to other people, and do not bother or distract others.
In the event that inclement weather or an emergency situation presents a risk to PNWU faculty, staff, students, visitors, and/or facilities, the president or designee will determine the appropriate campus response.
Defines the authority and jurisdiction of security personnel and encourage accurate and prompt reporting of crimes.
Computing devices at PNWU have a life cycle that includes purchasing, replacements, and disposal.
To accurately collect, report, and disclose campus crime statistics in accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act).
Defines restrictions relative to firearms and dangerous weapons on the PNWU campus.
PNWU shall provide parking as a courtesy for employees, students, and visitors on campus.
The Office of Institutional Effectiveness (OIE) complies with Pacific Northwest University’s policies and procedures designed to ensure institutional compliance with the federal Family Education Rights and Privacy Act (FERPA) and best practices.
Indicates who should report crimes and suspicious activity, how to report crimes and suspicious activity, and where to find information regarding reporting crimes and suspicious activities.
Describes the type and frequency of security awareness and crime prevention programs for students and employees.
Defines the types of crimes and emergencies to be communicated to the PNWU community via timely warning and emergency notification.
The University academic calendar is comprised of two 18 week terms and one 12 week summer term. Credits are measured in semester credit-hours, and full-time is 12 semester credits. The academic calendar will designate orientation dates; start, mid, and end of term; withdrawal deadlines; holidays; breaks; grade due dates; and commencement. The academic calendar is published for the current year and the next year.
The University will foster and maintain full freedom of discussion, inquiry, teaching and research, and standards of professional conduct and public morals.
Explains access and security parameters for campus facilities.
Provides a framework for selection, acquisition, installation and management of public artwork and commemorative elements at PNWU.
The purpose of this policy is to ensure those responsible for acquiring, recording, inventorying, maintaining, and disposing of furniture and fixed and moveable assets understand and adhere to the rules, regulations, and procedures governing such assets.
Credit and degrees, wherever offered and however delivered, are based on documented student achievement and awarded in a manner consistent with generally accepted learning outcomes, norms, or equivalencies in higher education.
PNWU includes the cost of books and supplies required for the Doctor of Osteopathic Medicine curriculum as part of tuition.
Describes the borrowing controls of Pacific Northwest University of Health Sciences
This policy outlines the cash management policies for Pacific Northwest University of Health Sciences.
The purpose of the Cash Reserve Policy for Pacific Northwest University of Health Sciences (PNWU) is to ensure the stability of the mission, programs, employment, and ongoing operations of the organization.
The University encourages supervisors to cooperate with employees who need to meet a family responsibility by using breaks or lunch hours, flexible work schedules, and/or adjust hours or vacation time.
The CME Program business and management practices, as they relate to human resources, financial affairs, and legal obligations, are guided by and function within the standard operating procedures of Pacific Northwest University of Health Sciences and the appropriate accrediting body.
Pacific Northwest University of Health Sciences College of Osteopathic Medicine (PNWU-COM) assists new and existing graduate medical education (GME) programs through academic affiliation as defined by Accreditation Council for Graduate Medical Education (ACGME).
PNWU’s Continuing Medical Education (CME) Program applies a responsible approach towards advertising and promotion of CME activities to effectively communicate with potential learners, to demonstrate compliance with organizational guidelines for communications, and to ensure that the American Osteopathic Association (AOA) and the Accreditation Council for Continuing Medical Education (ACCME) CME accreditation requirements are met.
All individuals in a position to influence the content of a certified CME/CE activity must disclose any relevant financial relationship that might affect independent involvement in the proposed CME/CE activity.
This policy delineates the rules and regulations governing payment of honoraria and reimbursement of expenses by PNWU to PNWU CME program planners, teachers, and/or authors.
All CME advertising and promotional materials must be approved by the Office of Continuing Medical Education prior to dissemination.
This policy provides guidelines for managing cancellations and refunds associated with PNWU’s sponsored CME activity registration and ticketed events.
This policy provides guidelines for assessing, documenting, and continuously improving the effectiveness of PNWU’s CME Program.
Grievances regarding PNWU’s Continuing Medical Education (CME) Program and sponsored CME activities are handled on an individual basis. Efforts shall be made to promptly and constructively address and resolve all grievances.
Accredited CME providers must maintain specific activity records. Maintenance of the documentation associated with attendance and activity records enables PNWU’s CME Program to comply with reporting requirements, reaccreditation review, and PNWU’s Document Retention and Destruction policy.
This policy exists to provide guidance and support for staff, faculty and joint/co-sponsors of CME accredited activities to enable strict adherence to the guidelines set by the AMA Council on Ethical and Judicial Affairs (CEJA).
Clinical content validation is designed to ensure that patient care recommendations made during PNWU’s accredited CME and/or CE activities are accurate, reliable, and based on scientific evidence.
The College of Osteopathic Medicine (COM) faculty will undergo annual evaluation to ensure their performance is commensurate with their rank, FTE and workload distribution, and that they remain accountable to the university mission, vision, institutional values and core themes.
The College of Osteopathic Medicine (COM) will grant faculty promotions based on criteria set forth by the COM Faculty Promotions procedure document.
The purpose of this document is to set forth the policies and procedures by which dead human bodies are donated, received and used in the educational programs of Pacific Northwest University of Health Sciences.
A student who has fulfilled all the academic requirements within 150 percent of his/her four-year program, except where an exception is required by law, will be granted the degree of Doctor of Osteopathic Medicine.
The dean of the College of Osteopathic Medicine (COM) shall ensure that the strategic planning process occurs on a regular basis and provides for review and revision by COM faculty and students.
Attendance at clinical rotations, labs, small group discussions, clinically integrated learning experiences, guest presentations and other interactive sessions as published in the course syllabus is mandatory.
Student participation at conferences is limited to students in PNWU-COM leadership positions and those students who are presenters at approved conferences.
The College of Osteopathic Medicine (COM) at Pacific Northwest University of Health Sciences expects its students to conduct themselves in a professional manner.
Pacific Northwest University third- and fourth-year curriculum delivery occurs through the regional sites located in a five state target area of, Alaska, Idaho, Montana, Oregon, and Washington.
The College of Osteopathic Medicine (COM) grants adjunct clinical faculty promotions based on criteria described in the COM Adjunct Clinical Faculty Promotion Procedure.
ACF reappointment occurs prior to the date the appointment/reappointment is to expire and follows a process that ensures minimum criteria are met.
All Pacific Northwest University of Health Sciences, College of Osteopathic Medicine (PNWU-COM) students must successfully pass Comprehensive Osteopathic Medical Licensing Examination of the United States (COMLEX-USA) Level 1, Level 2 Cognitive Evaluation (CE), and Level 2 Performance Evaluation (PE) prior to graduation from PNWU-COM.
Pacific Northwest University of Health Sciences will maintain sufficient committees to accomplish necessary functions.
Competitive bids shall be required for all construction projects over $50,000 unless expressly approved by the Board of Trustees (e.g. prior budget approval, emergency situations). Competitive bids shall also be required as dictated by a federal or state funding agency or other agency with granting or controlling authority.
Defines when a competitive bid for goods and services shall be requested by PNWU
Any individual may file a complaint regarding an accreditation standard, eligibility requirement, procedure, or policy. Such complaint must be filed in accordance with procedures in place at PNWU before seeking resolution from an accrediting body.
This is to inform PNWU departments and staff of the proper procedures associated with the use of the confidential paper shred bins on campus.
Pacific Northwest University of Health Sciences shall comply with the Family Educational Rights and Privacy Act (FERPA) of 1974, a federal law governing access to student education records.
The Board of Trustees and employees shall disclose any conflict of interest. Any party who does not comply with this policy may face corrective action.
The credit hour formulas used for determining credit hours at PNWU adheres to the definition of a credit hour as defined by the U.S. Department of Education.
Faculty, through well-defined structures and processes with clearly defined authority and responsibilities, exercise a major role in the design, approval, implementation, and revision of the curriculum.
PNWU is responsible for maintaining disciplinary procedures for students involved in violent crime in compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act). The disclosure of disciplinary hearing results is also required under this Act.
PNWU consciously considers and works to embed diversity, inclusion, and equity into its mission driven activities to foster and sustain an affirming environment where each member of the community and can succeed.
Due process at PNWU shall provide the conduit through which the liberty and property rights of students and employees are protected. Due process procedures shall be designed to produce fair and reasonable judgments.
The Pacific Northwest University of Health Sciences (PNWU) community will have ready access to well-articulated and understandable University policies and related procedures.
Those acting on behalf of the University have a general duty to conduct themselves in a manner that will maintain and strengthen the public's trust and confidence in the integrity of the University and to take no actions incompatible with their obligations to the University.
This policy has two purposes: (1) to define the expenditure and disbursement procedures for PNWU; and (2) define rules for expenditures and disbursements funded by intramural and extramural grants.
Faculty of Pacific Northwest University of Health Sciences shall possess the academic preparation, training, and experience to teach in an academic setting and meet, or exceed, the minimum requirements of accrediting bodies and state agencies.
As an educational institution, Pacific Northwest University of Health Sciences (PNWU) will abide by the Family Educational Rights and Privacy Act (FERPA) of 1974 when handling all student education records.
This policy outlines the responsibility of the finance staff to ensure that all transactions are posted in a timely manner and that all exceptions are identified for inclusion during the closing processes.
The purpose of this policy is to outline the coordinated process for the solicitation and requests for private gifts for the University.
The goal of this gift acceptance policy is to uniformly treat donors and their gifts with full disclosure and provide guidelines for the acceptance and stewardship of gifts.
All hazardous substances, including biohazardous materials shipped to or on behalf of PNWU must be prepared, packaged, marked, and labeled by a University employee knowledgeable of the material or device and be trained (which must meet OSHA training regulations) in the shipping requirements for the mode(s) of transportation employed (air or ground).
Segregation of duties exists between authorizing/hiring and payroll processing.
Throughout its life cycle, all institutional data shall be protected in a manner that is considered reasonable and appropriate, as defined by procedures and documentation maintained by the Data Governance Committee.
All institutional surveys intended for distribution to members or prospective members of the PNWU community (applicants, students, faculty, staff, board members, volunteers, and alumni) must be reviewed and approved by the Office of Institutional Effectiveness (OIE) prior to dissemination, and includes surveys approved by the Institutional Review Board (IRB).
This Investment Policy provides the framework for the management of the investments of Pacific Northwest University of Health Sciences and documents the investment management process.
Permanently restricted / endowed assets are to be invested with the goals of safety of principal, growth of principal, maximization of total investment yield in accordance with stated investment objectives, and maintenance of liquidity sufficient to achieve the stated purposes.
Library access and materials circulation are provided to PNWU students, faculty, staff, adjunct clinical faculty, and residents/interns and to non-PNWU faculty and students from affiliated programs hosted on the PNWU campus.
Books and other knowledge-based materials housed in the library will be classified according to either the National Library of Medicine or the Library of Congress classification system, whichever is appropriate.
Library materials, regardless of format, will be selected to complement PNWU curricula and to promote the learning, teaching, and research needs of PNWU students, faculty, and staff.
US copyright law contains many gray areas, and the goal of this policy is to provide PNWU administrators, faculty, librarians, students, employees, and other affiliated persons with a standard approach for addressing complex copyright issues.
When materials are not available in the library, the library staff will make reasonable effort to obtain them from another library.
Gifts of books, journals, and other media in good condition are accepted by the Library in accordance with the University’s Gift Acceptance policy.
Library fines and fees are assessed to encourage timely return of materials, to provide for replacement of lost or damaged items, and to defray costs associated with billing and processing.
Using a variety of formal and informal tools and techniques, the library will assess the needs for knowledge-based information of students, faculty, administrators, and staff on an ongoing basis.
Library staff will provide reference and research services to support the educational and research needs of the University.
The Library will seek to replace lost, damaged, or outdated materials, following adopted procedures. The Library has the right to retain or dispose of donated materials as collection demands dictate.
The university will provide a stipend for use of personal mobile devices for certain categories of employees.
Cultivate and steward donor gifts to PNWU to support student scholarships.
The naming of University properties, facilities, and academic and non-academic programs is a function of the Board of Trustees. No commitment regarding naming shall be made to a donor or a non-donor honoree prior to approval according to the related procedure for naming
Use of PNWU technology resources is restricted to purposes related to the University's mission.
The University shall not discriminate against faculty, staff, volunteers, students, or applicants on the basis of race, ethnicity, color, religion, sex, gender, national origin, age, disability, sexual orientation or gender identity, marital status, or any other characteristic protected by law for any reason including recruitment, selection and promotion.
In the event of an emergency involving a Pacific Northwest University (PNWU) student, PNWU may contact the person the student has designated as his/her Emergency Contact.
Every proposal or request to support submissions for external funding must receive administrative approval by the chief research officer and/or the chief development officer prior to submission or stewardship.
Describes the human research protections program at Pacific Northwest University of Health Sciences
Describes responsibility for personal property on University property.
This policy provides guidelines for interactions between pharmaceutical and biomedical device industry representatives (Industry) and students, staff, and faculty of Pacific Northwest University of Health Sciences College of Osteopathic Medicine (PNWU-COM).
Defines the budgeting process for PNWU.
Private scholarship funds will be processed by the Financial Aid Office in a timely and accurate way as are all student aid funds.
When an employee’s behavior interferes with PNWU’s reputation; operations; the safety of the University, schools, programs, students, and employees; and/or employees’ ability to perform their job duties and responsibilities, corrective measures to include disciplinary action will be implemented.
This policy provides a standard of practice for the management, accounting and control of moveable capital equipment (also referred to as capital equipment) owned by PNWU, titled to the University, under the custody of the University, or for which the University is accountable to the federal government and other sponsors.
All official responses to external entities (e.g., reports, surveys, questionnaires, data sets) on behalf of the institution, college/school, or department/unit will be based on the most currently available official statistical information/data set provided by the Office of Institutional Effectiveness representatives.
The University will comply with federal, state, and local laws, and accreditation body guidelines regarding record retention and disposition. All vital records are maintained securely for the appropriate amount of time.
Use of space/rooms at PNWU is granted on a priority basis and must be scheduled in advance. Any individual or group wishing to use space/rooms on the PNWU campus must make a request via the appropriate procedure.
In certain situations, it is appropriate to offer a discharged employee a severance agreement. Under a severance agreement, PNWU will offer an extension of salary and some benefits beyond which the employee would normally be entitled.
This policy describes how the Board of Trustees and University will develop and monitor the strategic plan for the University.
Pacific Northwest University provides academic advising and counseling for all university students.
Satisfactory academic progress, measured at the end of each academic year, occurs when the student is passing all required courses, completes 67 percent of their cumulative attempted credits, in on track to complete their degree within 150 percent of the published length of the program, and has passed all required board exams.
PNWU seeks to admit students compatible with the University mission and who have the prerequisite knowledge, skills, and abilities to assure a reasonable probability of success.
Clinical field experiences such as internships, rotations, clerkships, or other such field activities shall be supervised by health care providers who have been credentialed following program policy and procedure.
A student may file a complaint against Pacific Northwest University of Health Sciences alleging a violation
Students presenting extraordinary admission credentials may be granted credit in the appropriate course(s) if all of the criteria are satisfied.
PNWU does not grant advanced standing or credit based upon experience.
PNWU uses a Pass (P)/Fail (F) grading system; no quality points per hour are awarded on the student transcript.
PNWU students must present proof of personal health coverage, as defined by Affordable Care Act (ACA), to Enrollment Services at matriculation and again by August 1 of each year they are enrolled.
All PNWU students will comply with Center for Disease Control (CDC) recommendations for Health Care Providers. Immunizations must be current as of the start of classes of the student’s first year and maintained thereafter with tetanus toxoid, annual influenza vaccination, and tuberculosis surveillance.
All requests for leave of absence must be in writing, be signed, be dated and include the reason for the student’s request.
PNWU provides mental health services through its Student Assistance Program (SAP). SAP is to provide the student, spouse, domestic partner, and dependent members of the student’s family with an opportunity to confidentially discuss problems and concerns that may be affecting their lives. Within this confidential program, students are given appropriate resources designed to help with specific problems.
Pacific Northwest University of Health Sciences College of Osteopathic Medicine makes available to its students a list of healthcare providers to assist students in finding diagnostic, preventative, and therapeutic health services when students need access to such services.
Previously withdrawn students must apply for readmission at least three months in advance of the time requested for re-enrollment.
Pacific Northwest University of Health Sciences (PNWU) is dedicated to supporting and maintaining a scholarly community.
Students in clinical learning situations involving patient care are under direct supervision by a licensed healthcare professional at all times in order to ensure safety.
PNWU does not accept transfer students, transfer credits, or waive the requirements set forth in the Student Admission policy or process.
All tuition and fees are subject to change annually.
Students who discontinue their education at PNWU for any reason are required to complete a written request to withdraw.
University employees may operate university-owned vehicles only if authorized to do so through the procedures included with this policy.