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Reviewing and Addressing Reports

Process for reviewing reports

All reports are reviewed by committee advisors when they are received. 

  • If a report is urgent, it is addressed prior to the next LEAC meeting. 
  • Non-urgent reports are addressed at the next LEAC meeting.  

Reports are presented in de-identified format. The names of individuals involved are not shared with the full committee. 

The committee initially considers two issues when reviewing a report:  

  1. Does the report contain enough specific information to follow up?   
  2. Does the report describe behaviors that, if founded, would be learning environment violations? 

A preliminary categorization of a report is made at the first meeting, including a recommendation for follow up when appropriate.

Follow up is recommended for reports containing adequate information that describe events that may be learning environment violations. One or more of the committee members meets with the person about whom the report was made, and/or the course director or other staff to review and discuss the report. The faculty, students or staff involved respond to the report and provide additional information to the committee representative. A description of the follow-up process and any new information gathered is presented to the full committee at the next LEAC meeting. The committee uses both the initial report and the follow up information to finalize categorizations.

Reports are categorized as described below. The reports are cataloged. Record keeping helps assure that committee responses are consistent over time, and that patterns of behaviors are identifiable.

Categories A and B are considered learning environment violations 

A. Mistreatment or Unprofessional behaviors were reviewed, founded and egregious:

Perceptions of the incident from the reporting individual were substantiated. Additionally, the behaviors met the description of Egregious Unprofessional Behaviors.

Egregious Unprofessional behaviors - any behavior deemed conspicuously unacceptable or unprofessional in a medical setting, including but not limited to acts of workplace violence, harassment, discrimination, or other behaviors that are considered unlawful. Harassment or discrimination toward any individual based on their race, color, religion, national origin, sex, sexual orientation, gender identity or expression, veteran’s status, genetic information, age or disability status, or any other characteristic protected by law is considered egregious. Additionally, behaviors such as intimidation, threats, physical attacks, property damage, stalking, bullying, or coercion fall into this category.  Examples would include asking for sexual favors in exchange for grades or learning opportunities, hate speech, or verbal abuse. These kinds of unprofessional behaviors require immediate individual action plans/interventions and would result in mandated reviews outside the committee as appropriate to the reported action. An individual with this kind of report should be removed from the learning environment until the report is resolved. 

B. Mistreatment or Unprofessional behaviors were reviewed and founded and not egregious:

Perceptions of the incident from the reporting individual were validated and the incident was founded as mistreatment or unprofessional behavior. The behaviors did not meet the description of egregious

Categories C and D and E are not considered learning environment violations 

C. Mistreatment or unprofessional behaviors were not found

The event was followed up and perceptions of the incident from the reporting individual were not shared by others present during the event or were not supported by new information. A determination of mistreatment or unprofessional behavior was not made, either due to insufficient information to corroborate the report, or because the gathered information did not support a conclusion of mistreatment or unprofessional behaviors. All concerns in this category have been shared with the individual and/or the department. They are not categorized learning environment violations.

D. Insufficient information to follow up on the incident

The report provided insufficient information for any follow up. No communication about the concern was made back to the individual or department because the committee did not have enough information to act further. 

E. Unprofessional Behaviors that are not a learning environment violation were reported 

With guidance from advisory members these reports are referred to appropriate individuals or committees within the medical school. They are not categorized as learning environment violations. 

Process for addressing founded reports to the LEAC

Feedback/conversation: For single, non egregious concerns (Category B), Committee members provide feedback to the course director or supervisor of the individual involved as well as to the individual. 

Learning environment committee review: Three or more episodes of non-egregious, but founded events (Category B) over any three year period triggers a Committee Review which may result in recommendations to the dean.  These recommendations may include: mentoring, education, or remediation of teaching skills, which could include time away from teaching. The Committee Review may result in a determination that the pattern represents an egregious concern if the pattern of behavior is “conspicuously unacceptable or unprofessional in a medical setting.”

A finding of egregious unprofessional behavior or mistreatment (Category A) will result in notification of the dean for further review.  Appropriate referrals to other offices within Carilion and the medical school will be made.  Other actions related to the behavior may occur but would be outside the scope of the Learning Environment Advocacy Committee.

A triangle split in three horizontal segments: Top segment with red background reads: Any  egregious  unprofessional  behaviors. Middle segment with blue background reads: Three or more separate, non- egregious, episodes within a three year time span. Bottom segment with grey background reads: Single episode of non-egregious mistreatment or unprofessional behaviors impacting the learning environment.