Preface
This booklet describes procedures adopted by the faculty and administration of the School of Medicine concerning review of student performance.
We encourage you to read the booklet so that you have a thorough understanding
of the contents. Any questions arising from the procedures laid out herein
should be directed to the Office of Medical Student Education, the Office
of Student Affairs or the Office of the Registrar.
Alison J. Whelan, M.D.
Associate Dean for
Medical Student Education
Leslie E. Kahl, M.D.
Associate Dean for
Student Affairs
Deborah A. Monolo
Assistant Dean for
Academic Affairs and
Registrar
June, 2003 (Sixth Edition)
Section I
A. Committee of Academic Evaluation of Students
B. The Evaluation and Grading System
- General
- Grading System in the First Year
- Grading System in the Second and Subsequent Years
- Grade Reporting
- Grade Point Average, Class Ranking and Grade Distributions
- Grade Appeals
C. Actions for Academic Review
D. Individual
Study Program
E. Tutorial Assistance Program
F. Leave of Absence
G. Appeals Process
Section II
A. Research
Integrity Policy
B. Procedures Concerning Breaches of
Professional Integrity
Section III
A. Committee
on Academic Evaluation of
Students 
1. Responsibility of the Committee
Overall evaluation of academic performance by students at the Washington University School of Medicine will be made by the Committee on Academic Evaluation of Students (CAES). The deliberations of the CAES are generally positive in approach and are committed to the ultimate aim of assisting students to successfully
complete the courses of study required by the School. The principle that careful selection of students will minimize attrition from the School is strongly endorsed by the CAES. The CAES has several important roles, including:i. approving promotion of students to a subsequent year of study;
ii. recommending to the Executive Faculty those students who have successfully completed all the prescribed requirements of the School and are qualified to receive the Doctor of Medicine degree;
iii. requiring entry of a student into an individualized program of study;
iv. deciding upon matters of academic disciplinary action.
It is, also, the ultimate responsibility of the CAES(s) to decide whether each student meets the academic and ethical standards necessary to enter the profession of medicine.The rules governing operation of the CAES apply to students in the
following categories:
a. students who are engaged in the preclinical and clinical education requirements for the M.D. degree
b. students in a five year M.A./M.D. degree program taking the
pre-clinical or clinical portion of their M.D. education
c. students in the Medical Scientist Training Program (MSTP) taking the pre-clinical and clinical portion of their M.D. education
There will be 12 voting faculty members of the CAES, and membership will be appointed for a four year term by the Dean of the School of Medicine following nomination of suitable individuals by the Department Heads. Initial appointments will be staggered for periods of 1, 2, 3, or 4 year terms. A faculty member may be reappointed to serve on CAES. Membership will be equally divided between clinical and pre-clinical departments.
In addition, CAES membership will include, in ex officio capacity, the Registrar (non-voting) and the Associate Dean for Student Affairs (non-voting). The Associate Deans for Medical Student Education, Admissions, Diversity Affairs and the Director of the Student Health Service may attend CAES meetings as
non-voting observers.
A Coursemaster, who is not a member of the CAES, but who has submitted a Fail/Incomplete grade for a student, which is to be discussed at a meeting of the CAES, will be present at the meeting to provide information concerning the student's performance. Alternatively a Coursemaster will send a designated representative. In the event that a Coursemaster or designated representative is not present, final action for that student will be deferred until adequate information concerning the student's performance is available.
A faculty member will be appointed by the Dean from within the CAES committee to serve as Chairperson. The term of the chair will be four years.
CAES meetings must occur in a timely manner after final examinations or re-examinations (i.e. as soon as practical after grades are submitted to the Registrar). Generally grades will be submitted to the Registrar within 10 days of the completion of an examination or within 4 days of a re-examination. A meeting of the Committee may also be convened at any time such that timely review of student performance and action thereupon is provided.
Seven voting members must be present to consider items of academic disciplinary action (i.e. recommendation for dismissal from enrollment or entry into Individual Study Program).
B.
The Evaluation and Grading System
a. Students are required to take all examinations at the specified time. A student may be excused from this rule for extenuating circumstances at the discretion of the Coursemaster. Such occasions will be promptly reported to the Registrar. In the event of inability to attend a scheduled examination due to illness, unless extenuating circumstances exist, the student is required to inform the Coursemaster prior to the examination and to be evaluated by the Student Health Service. In the event that the student cannot reach the relevant coursemaster, the student should contact the Associate Dean for Student Affairs.
b. In order to continue their studies at the Washington University School of Medicine, students must demonstrate sound judgment, responsibility, a sensitivity and compassion for individual needs, an ability to synthesize and apply knowledge and the capability
of becoming a safe and effective physician. Breaches of these principles will be referred to the CAES for review.
c. At the annual CAES meeting, the Committee will vote to recommend promotion of students who have successfully completed all the requirements of the current academic year to the studies of the subsequent year.
d. At the conclusion of each academic year, a grade report is made available online which indicates the grade achieved in each course. When all the official grades have been received, the official transcript, in addition to listing courses and grades achieved, lists the grade distribution in each course (with the exception of selective and elective courses).
e. Prior to graduation, students are required to complete and pass all coursework. Occasionally students are permitted to complete equivalent coursework at other institutions with the permission of the responsible department and written notification to the Registrar.
f. It is the responsibility of students who feel that personal concerns, health problems, or any other factors may be adversely affecting their academic performance to bring such matters to the attention of the Director of the University Health Service or the Associate Dean of Student Affairs for possible accommodations.
a. First
Year
a. First Year
Courses in the first year curriculum are evaluated on a Pass (P) or
Fail (F) basis. For purposes of the official grade records of the
School of Medicine, grades used for the first year are:
P = Pass, indicating satisfactory performance
F* = Fail
E = Temporary grade, makeup of failed exam pending
I** = Incomplete, temporary grade pending completion of course requirements, replaced with an F if not removed within 30 days
L = Successful audit
NG = Course credit earned, students not graded
W = Withdrawal from a course
Z = Unsuccessful audit
Failure of any examination which comprises a significant portion
of the final grade (typically 20% or more) must be reported by the
Coursemaster to the Associate Dean for Student Affairs. In the event
of a failure of a single exam within the course, the Coursemaster
may allow one attempt at remediation of this examination. The scheduling
of a remedial examination will be agreed upon by the Coursemaster
and student but shall not extend beyond 30 days after the end of the
course or academic year, whichever occurs first. Days of recess for
Winter Break or Spring Break will not be counted in the 30 days. A
grade of "E" will be submitted by the Coursemaster if the
remedial examination is not accomplished within the course dates.
This grade will stand on the academic record until it is replaced
with a valid final grade of Pass or Fail. Grades of "E"
that are not resolved within 30 days will be replaced with a grade
of Fail (F). If the student successfully remediates the examination,
and has otherwise passed the course, a Pass (P) will be recorded by
the Registrar. A student may remediate only one examination in any
course.
*Any grade of F remains on the student's academic record. When the
course is repeated or remediated the new grade will appear as a separate
entry in addition to the failing grade.
**Incomplete (I) indicates that, because of a delay excused by the
Coursemaster, the student has not completed the requirements to pass
a course.
b. Second and Subsequent Years
For purposes of the official grade records of the School of Medicine, the following grades are used for subsequent years:
H = Honors, reflecting a truly outstanding performance
HP = High Pass, awarded for excellent/very good work
P = Pass, indicating satisfactory performance
F* = Fail
I** = Incomplete, temporary grade pending completion of course requirements, replaced with an F if not removed within 30 days
Cr#/NCr# = Credit/No Credit for some second year courses
L = Successful audit
NG = Course credit earned, students not graded
W = Withdrawal from a course
Z = Unsuccessful audit*Any grade of F remains on the student's academic record. When the course is repeated or remediated the new grade will appear as a separate entry in addition to the failing grade.
A failing grade will be recorded on the official educational record when a student fails the subject examination (defined as scoring at less than the 10th percentile as reported by the NBME) for the second time. A failing grade will be recorded when a student fails the clinical portion of the clinical clerkship or elective. In both events, the failing grade remains on the student's official educational record. When the course is remediated the new grade will also appear on the student's official educational record.**Incomplete (I) indicates that, because of a delay excused by the Coursemaster, the student has not completed the requirements to pass
a course.
Final grades will be submitted to the Registrar by Coursemasters within ten (10) working days of the final examination or final class meeting for the first two years. For third and fourth years, grades are due within ten (10) working days of the receipt of standardized examination scores or the last day of the rotation if no examination is given. A web based university system, WEBSTAC, provides timely access to grades for the first two years. Grades and evaluations of student clinical performance are submitted on a standardized form and are available for review in the Office of Student Affairs throughout the academic year. Final grades for the clinical clerkships and electives are recorded in the university student information system at the end of the academic year and are subsequently available on WEBSTAC, which is updated quarterly. A paper copy of final grades is available upon request from the Registrar's Office.
d. Grade Point Average, Class Ranking and Grade Distributions
The School of Medicine does not calculate grade point averages. Hours of credit appearing on the transcript reflect clock hours scheduled for the course or clinical rotation. For the purpose of residency applications only, students are placed in the upper, middle or lower third of the class according to a formula which considers weighting of courses and each academic year. This ranking is not recorded on the permanent academic record and therefore does not appear on transcripts. It may appear in the student's dean's letter. At the conclusion of the academic year, when all the official grades have been received, the official transcript, in addition to listing courses and grades achieved, gives the grade distribution in each course with the exception of elective and selective courses.
A student who wishes to appeal his/her grade should file his/her request for review along with the basis for the appeal with the Coursemaster within 30 days of the course completion. If reasons beyond the student's control delay the resolution of the appeal past the 30 day deadline, the Registrar must be notified so that the final transcripts, grade distributions and match rankings for the academic year can be held pending resolution of the matter. If this notice is not filed with the Registrar prior to the deadline the grade cannot be accepted. Students participating in the residency match should also notify the office of career counseling that a grade appeal is in process.
NO GRADE CHANGES ARE PERMITTED FOR THE ACADEMIC YEAR AFTER JULY 15.
C.
Actions for Academic Review
1. General
a. "Actions for Academic Review" refer to procedures used at the School in the event that a student fails a course or fails to complete a course in the requisite time.
b. In the event of any initial failure of a course offered at the
School, the student will meet with the Associate Dean for Student
Affairs to formulate a plan to remediate such failure.
c. If the Registrar has recorded a Fail or Incomplete grade in two
or more courses in a single year or cumulatively three courses between
years, the student's academic performance will be referred to CAES
for review and determination of a course of action. Actions for Academic
Review shall be referred to CAES for consideration by the Associate
Dean for Student Affairs or Registrar's office.
d. Refer to section D for guidelines pertaining to students engaged
in an ISP.
e. When the performance of a student is referred to CAES for potential
Academic Review, the following rules will apply.
i. No student may take more than three years to complete the coursework required for the first two years. The end of such a "three year" period, is defined as 36 months from the date of matriculation to the School. Time periods included in a "Leave of Absence" are not counted in these 36 months.
ii. In the absence of extenuating circumstances, no student may take more than two academic years to complete the coursework required in the first year curriculum.
iii. The Associate Dean of Student Affairs shall notify the student of the course(s) for which Academic Review is proposed and the date and time at which the CAES will address the matter. The Associate Dean for Student Affairs, the Registrar, the Coursemaster(s) or their designated representatives, shall present the matter to the CAES in a closed and confidential CAES meeting.
iv. The student shall be permitted, upon written request, in advance of the CAES meeting, to appear on his or her own behalf. At the student's written request, he or she may be accompanied by a member of the faculty or staff of the School of Medicine for guidance and support. Alternatively, again following written request, the student may be accompanied by a fellow student enrolled in the School of Medicine.
v. A record of the CAES meeting shall be preserved for purposes of review by the School of Medicine's Appeals Committee, as necessary. The CAES's decision shall be by majority vote and shall be communicated, in writing, to the student by the Registrar's office.
vi. For students referred for course failure, CAES meetings will have, in addition to the grade report forms for the course for which the student is referred to CAES, a complete record of the student's academic performance and the student file.
vii. The maximum number of attempts to pass any individual course during enrollment in the School, including time in an ISP, will be three.
viii. Throughout the enrollment of a student it is within the jurisdiction of CAES to terminate the enrollment of a student who has demonstrated serious academic failure or breaches listed under Section B.1.b. Such a course of action for serious academic failure will generally apply to a student for whom the Registrar has recorded Fail/Incomplete grades in three or more subjects.
f. Cumulative Academic Review/Academic Warning:
Prior to promotion to the clinical year, the CAES will review the
cumulative academic record of each student brought forth by the Associate
Dean for Student Affairs to determine whether the
student's academic performance justifies advancement to the clinical
phase of the medical education without warning. Typically, three (3)
remediated examinations and/or failing grades during the first two
years of the curriculum would raise concerns about the student's fund
of knowledge and readiness to participate in clinical care of patients.
Students with overall records indicating such serious academic failure
may be dismissed, may be required to repeat specific preclinical course
work or may be advanced to the third year with academic warning.
Upon notification of advancement with academic warning into the clerkship
year, the student must meet with the Associate Dean for Student Affairs
1) to review the planned clerkship schedule in order to consider schedule
changes to facilitate successful clinical experiences; 2) to pursue
available resources for academic intervention; and 3) to address any
additional
problems that may arise. It is recommended that these students seek
tutorial assistance through each clerkship Coursemaster.
A third year student who has received an academic warning after the
first two years and then fails any component of a clinical clerkship
may be dismissed from the school.
a. If a student has received a Fail/Incomplete grade in a single first year course, the Associate Dean for Student Affairs will meet with the student to formulate a plan from the following options:
i. take a re-examination in the course at a time prescribed by the Coursemaster before August of the following academic year, OR
ii. enroll in and successfully complete, at the level designated by the Coursemaster, a summer course at a different institution, such course being completed and passed by the beginning of classes for the second year.b. A student who, for a single course, fails the re-examination taken to remediate a failed course or fails to successfully complete an approved summer course will be referred for CAES to review and propose a recommended course of action. The CAES may require such a student to enter an ISP or may terminate enrollment. Alternatively the CAES may permit a re-examination. If this re-examination is failed enrollment will be terminated.
c. A student for whom the Registrar has recorded a Fail/ Incomplete grade in two or more courses during the first year will be referred to CAES for determination of a course of action.
d. For students referred to CAES, under Section C.2.c above, the Committee may decide to permit the student to take re-examinations, if a re-examination has not already been taken, in the courses for which Failed/Incomplete grades have been recorded. Such re-examinations will generally occur during the last week of the inter-academic year break. If such a re-examination is failed the student may be required to enter an ISP or be dismissed from enrollment in the School.
e. The Associate Dean for Student Affairs may also request that the CAES review performance of a student who has demonstrated poor academic performance, either by demonstrating poor academic performance in two or more courses at interval evaluations conducted throughout the course, or by failing two or more examinations that are remediated within the course. In such instances the CAES may recommend a course of action.
If Fail/Incomplete grades have been recorded for two or more courses or a single re-examination the CAES may require that a student enter an Individual Study Program or that enrollment in the School be terminated. If a student has failed three attempts to pass a course, enrollment will be terminated.
f. See C1f, p. 11.
a. Regarding courses of the second year, the Associate Dean for Student Affairs will meet with the students in the following categories regarding taking a re-examination, according to the schedule listed under 3b:
i. a student for whom a Fail or Incomplete grade has been recorded in a single complete year long course in the second year curriculum, OR
ii. a student for whom a Fail or Incomplete grade has been recorded in one or two block-long courses.b. Re-examinations in complete courses in Pathology or Clinical Medicine will generally be offered during the last week of the inter-academic year break, prior to entry into the third year. Re-examinations for students who have failed one or two block-long courses will be generally offered at a time determined by the Coursemaster and the Associate Dean for Student Affairs. All re-examinations must be offered to students and completed by them prior to the start of the next academic year.
Students who fail a re-examination of a single course will be referred to the CAES to determine a course of action. The CAES may decide that the student must enter an ISP. Alternatively, a re-examination may be offered. If the re-examination is failed, enrollment will be terminated.
c. Students in the second year for whom the Registrar has recorded Fail/Incomplete grades under the following categories will be referred to CAES for review and resolution of a recommended course of action:i. two year-long courses OR
ii. three or more block-long courses OR
iii. one complete year-long course and two block-long courses OR
iv. a student for whom the Registrar has recorded a Fail/Incomplete grade in any re-examinationd. At review by CAES for students referred to above (Sect. 3c), the Committee may decide to permit the student to take re-examinations, if a re-examination has not already been taken, in the courses for which Failed/Incomplete grades have been recorded. Such re-examinations will generally occur during the last week of the interacademic year break. The CAES may allow the student to defer beginning the clinical rotations so that re-examinations may be taken up to 12 weeks after the beginning of the usual cycle of clinical clerkships. Such extra time, used for study and preparation, will ordinarily mean that the student will not have the usual 'unscheduled time' in the elective year. In the event that a Fail/Incomplete grade is recorded at a re-examination, CAES may require that a student enter an Individualized Study Program or that enrollment in the School of Medicine be terminated.
In the event that CAES decides not simply to permit re-examination, the CAES may require that the student enter an Individualized Study Program as detailed below, or that enrollment in the School be terminated.
e. The Associate Dean for Student Affairs may also request that the CAES review performance of a student who has demonstrated poor academic performance in two or more courses at interval evaluations conducted throughout the course when such performance has been reported to the Associate Dean. In such instances the CAES may recommend a course of action.
f. No student will be permitted to begin clinical rotations of the third year until all first and second year courses have been successfully completed.
g. See C1f, p. 11.
D. Individual Study Programa. Regarding performances beyond the second year, the Associate Dean for Student Affairs will meet with a student for whom a single Fail/Incomplete grade has been entered regarding the requirements stipulated by the relevant Coursemaster to remediate the grade entered. Options will generally include a re-examination or repeating all or a portion of the course. If a Fail/Incomplete grade has been entered following the prescribed remediation the student will be referred to the CAES to determine a course of action. When such a student is referred to the CAES, the CAES may permit a re-examination or re-taking or repeating all or a portion of the course. If the course is failed a third time, enrollment in the School of Medicine will be terminated.
b. A student beyond the second year for whom the Registrar has recorded two or more failing grades in the clinical rotations or electives will be referred to CAES for review and proposal of a course of action.
c. Any student who fails to achieve a passing grade (defined as greater than or equal to 10th percentile as reported by the NBME) on any two or more subject (shelf) examinations conducted as part of the evaluation of clerkships will be referred to CAES for review and proposal for a course of action.
d. The Associate Dean for Student Affairs may also request that the CAES review performance of a student who has demonstrated poor academic performance in two or more courses at interval evaluations conducted throughout the course when such performance has been reported to the Associate Dean. In such instances the CAES may recommend a course of action.
e. For students referred to CAES, the Committee may endorse or amend the recommendations of Coursemasters from whom Fail/Incomplete grades have been entered for students beyond the second year curriculum regarding a necessary course of action to remediate the grades entered. In the event that a student fails such a course of remediation, as defined by the Coursemaster and approved by the CAES, CAES may require that the rotation be repeated or that enrollment of a student in the School be terminated. Students will generally be permitted three attempts to achieve a passing grade in any clerkship course. If three failing examination grades or final clerkship grades have been submitted for a course, enrollment will be terminated.
f. A student who advances to the clinical years with academic warning and who fails any component of a clerkship will be referred to CAES for action including possible termination. See C1f, p. 11.
The educational
program is designed to assist the specialized needs of all medical students
in an individualized and personalized manner. Tutorial assistance is available
to any student at any time as detailed below. Occasionally students who
have difficulty in handling the normal academic course load will be required
to enter an Individualized Study Program (ISP), requiring five years to
complete rather than four years.
The following rules govern students engaged in an ISP:
a. Recommendation requiring entry into an ISP is made by the CAES after careful consideration of the student's academic performance at intervals throughout the curriculum.
b. The intent of an ISP is to optimize the prospect that the student will successfully complete the curriculum.
c. The specific program of any ISP (i.e. the content and sequences of courses) will be determined by the student and the Associate Dean for Student Affairs with input from relevant Coursemasters and the CAES. The specific recommendations of the CAES will generally be adopted. The CAES may delineate for the student required to enter an ISP the consequences of a Fail/Incomplete grade recorded in any course once the student has entered the ISP. The plan
for execution of an ISP, once established, will be recorded in the student's file in the Registrar's office and a copy provided to the student.
d. Unless extenuating circumstances exist, ISP students are required to take the examinations for a particular course in their usual temporal relationship to the coursework. Requests for consideration of unusual circumstances should be recorded in the student's file in the Registrar's office.
e. In the event that a Fail or Incomplete grade is recorded for a student after entry into an ISP, a re-examination schedule will be determined by CAES. If a Fail/Incomplete grade is recorded for the re-examination of a single course for which two previous final examinations have been failed, enrollment in the School of Medicine will be terminated. If a Fail or Incomplete is recorded for the re-examination of a single course which the student has not previously failed, the student may be permitted to repeat the course.
f. At the completion of the time for their ISP, ISP students who have not successfully completed and received a grade of Pass or above in the usual courses of the first and second year curricula by the start of the second six week period in the year of the clinical clerkship will be dismissed from enrollment in the School.
E. Tutorial Assistance Program
Students experiencing
difficulty in any course may request tutorial assistance. Such requests
should initially be directed towards the Coursemasters and thereafter
to the Associate Dean for Student Affairs. Students who are repeating
courses will be offered the opportunity for tutorial assistance. CAES
may also require that a student seek tutorial assistance.
1. A student may request a leave of absence for academic or personal reasons by submitting a statement in writing to the Office of Student Affairs. Such a statement should include indication of the beginning and anticipated ending dates and a brief statement of the reason (academic or personal). Requests for leave of absence must be approved by the Associate Dean for Student Affairs. Leaves of absence shall be granted for no more than one year, but in unusual cases may be renewed by CAES for a second year after discussion with the Associate Dean for Student Affairs. Students requiring a personal leave of absence for medical reasons must submit a supporting letter from the Director of the Student Health Service.
2. In extreme cases where a student may pose a danger to others, an involuntary leave of absence may be imposed. In such a matter the following procedure applies:
i. The Chancellor or his designate may impose an involuntary leave of absence when there is evidence that a student has committed an offense under these rules or the University's Judicial Code and there is evidence that the continued presence of the student on the University campus or as a participant in a clinical rotation poses a substantial threat to himself or herself, to patients or to the rights of others to continue their normal University function and activities.
ii. Imposition of the involuntary leave of absence may result in denial of access to the campus, prohibition of class attendance and/or prohibition of participation in clinical rotations.
iii. If an involuntary leave of absence is imposed, the suspending authority shall prepare a written notice of the imposition and shall have the notice mailed certified or personally presented to the student. The written notice shall include a brief statement of the reasons therefor, and a brief statement of the procedures provided for resolving cases of involuntary leave of absence under these rules.
iv. The student shall be given an opportunity to appear personally before the suspending authority within five (5) business days from the date of service of the notice of imposition of the involuntary leave of absence. If the student asks to appear personally before the suspending authority, only the following issues shall be considered:a. Whether the suspending authority's information concerning the student's conduct is reliable; and
b. Whether under all the circumstances, there is a reasonable basis for believing that the continued presence of the
student on campus or in clinical rotations poses a substantial threat to the student, to patients or to the rights of others to engage in their normal University functions and activities.v. Within one week of the date of imposition of the involuntary leave of absence, the suspending authority shall either file a statement of charges against the student with the University Judicial Board, and shall have the statement or charges served, by mail or personal service, upon the student and the dean of the school or college or director of the program in which the student is enrolled or initiate proceedings under these rules to convene a Disciplinary Committee.
vi. A temporary suspension shall end when (i) rescinded by the
suspending authority, or (ii) upon the failure of the suspending authority to promptly file a statement of charges with the University Judicial Board or a Disciplinary Committee, or (iii) when the case is heard and decided by the University Judicial Board, or the Disciplinary Committee.Return of students from involuntary leave of absence requires clearance of both the Director of the Student Health Service and the Associate Dean for Student Affairs.
3. Students receiving financial aid should be advised that at the end of sixty (60) days or more leave of absence, the grace period for loan repayment during a leave of absence may be exhausted. In such cases there will be an obligation for the student to start payments. According to the Federal rules under which loans are made, the use of a grace period during a leave of absence will generally mean that the schedule for loan repayment may be changed. Students who are receiving financial assistance should consult with the Financial Aid Office to determine the implications of a Leave of Absence for their financial aid.
The School of Medicine has the right and responsibility to assure that
each student, during the time of enrollment, demonstrates levels of academic
achievement and ethical stature appropriate to the practice of medicine.
The School must also ensure provision of fairness in discharging those
rights and responsibilities.
An Appeals Committee, composed of faculty members appointed by the Dean
of the School of Medicine, shall be created to review decisions under
Academic Review. A quorum of this committee shall consist of five (5)
members.
Within twenty (20) days of the date on which an Academic Disciplinary
Action decision is rendered by CAES, the student may request, in writing
to the Registrar, that the School of Medicine's Appeals Committee review
the record of such CAES decision or that the Appeals Committee request
that the CAES consider additional information which was not previously
presented to CAES. The letter to the Registrar should include the basis
for the appeal as well as any new information of relevance.
The Appeals Committee shall review the record of the CAES decision solely
to determine whether the pertinent CAES procedures were followed and whether
all relevant information was considered by the CAES. If the appeal is
based on a contention that all relevant information was not presented
to CAES, the appeal must provide the Appeals Committee with adequate reason
why the student did not present this information at the CAES meeting in
question. On all appeals the Appeals Committee may either remand the matter
to the CAES for reconsideration with its explanation for the remand, or
deny the appeal. However, the Appeals Committee shall not substitute its
opinions of the merit of matter and appeal for those of CAES. The Appeals
Committee shall provide its decision in writing to the Dean, the student,
the CAES, the Associate Dean for Student Affairs and the Registrar. The
Appeals Committee shall determine whether the student may continue his
or her curriculum pending its review of a CAES decision.
Within twenty (20) days of the date of an Appeals Committee's decision or referral back to CAES, the student may request, in writing, that the Dean of the School of Medicine review the decision of the Appeals Committee. The decision of the Dean shall be final.
Section II
Allegations of breach of research integrity policy are the primary responsibility of the Research Integrity Committee of the School of Medicine. Complaints regarding students enrolled for the MD degree will be directed promptly to that committee. The Research Integrity Committee will promptly investigate the charges and report its conclusions and recommendations to the Dean who will convene a Disciplinary Committee (as detailed in the procedures detailed below).
B.
Procedures Concerning Breaches of Professional Integrity
Matters involving possible breaches of professional integrity shall be brought to the attention of the Associate Dean for Student Affairs. Behavior inappropriate to the medical profession shall mean breaches of personal confidence and trust including cheating or unauthorized use of materials during examinations; abuse, misrepresentations or other seriously improper conduct in relation to patients or colleagues including breaches of confidentiality; and other misconduct, misrepresentation or failure in personal actions or in meeting obligations, so as to raise serious unresolved doubts about the integrity of the student to enter the practice of medicine.
In such matters, the following rules apply:a. The individual(s) raising the questions of possible misconduct shall present them in writing to the Associate Dean for Student Affairs and shall be reminded of their confidentiality.
b. The Associate Dean for Student Affairs shall convene a meeting with the Associate Dean for Admissions or the Associate Dean for Medical Student Education to review the complaint and decide whether further action is necessary.
c. If further inquiry is deemed necessary, the Associate Dean for Student Affairs and one of the Associate Deans listed under b. will discuss the complaint with the student.
d. If the Associate Dean for Student Affairs considers the matter sufficiently serious, a recommendation will be made to the Dean to convene a Disciplinary Committee.
e. Appointment to a Disciplinary Committee will be made by the Dean and will include four faculty members and one academic representative from the Office of Student Affairs. Appointees will decline if assurances of their impartiality in the matter are not evident. Members of the Committee will elect a chairperson who will be responsible for applying correct procedure to the hearing. The Registrar will attend the meeting to record the minutes. A simple majority will prevail (3 out of 5 votes), except when the motion is for recommending to the Dean dismissal from enrollment in the school, where 4 out of 5 votes will be required. The recommendation of the Disciplinary Committee will be forwarded to the Dean who will decide upon the disciplinary action to be taken.
f. If the Disciplinary Committee is convened, the Associate Dean for Student Affairs will forward all information concerning the matter to the Committee.
g. The Disciplinary Committee shall, whenever possible, convene within one-two weeks after the initial meeting between the student and the Associate Dean for Student Affairs.
h. Prior to the meeting of the Disciplinary Committee the Associate Dean for Student Affairs will inform the student in writing regarding the time, date and place of the meeting, that the
proceedings are completely confidential, and that the student may bring a faculty member, staff member or fellow student of the School of Medicine for guidance and support. A copy of the
complaint will be provided to the student.i. The following guidelines will be applied to the conduct of a Disciplinary Committee and these will be made available to members of the committee at the opening of the meeting. The aim of the Committee is to provide fair and prompt review of the inquiry. The Committee is not positioned in an adversarial role against the student but simply to review the evidence as presented and determine its decision regarding disciplinary action. The Committee has neither the advantages nor limitations inherent in a court of law. Innocence of the student being questioned will be presumed. No facts or conclusions will be assumed. The decision as to the whether the student perpetrated the alleged act will be made solely on the basis of evidence and testimony presented at the meeting. During the hearing the student will have access to all the evidence presented. The record of such proceedings will be held confidentially with access restricted to Committee members, the student involved, and members of the Administration involved in the proceedings.
j. All who appear before the Committee are assured that their appearance occurs without fear of repercussions from their testimony.
k. After the meeting and decision of the Disciplinary Committee, the Associate Dean for Student Affairs will inform the student verbally and in writing of the result within three working days.
l. The student will have access to the written record of the meeting's proceedings.
m. Unless it is determined by the Associate Dean for Student Affairs that extraordinary circumstances exist (e.g. physical threat to others), the student will be permitted to continue in the usual academic activities during the Disciplinary proceedings
n. In the event that the student wishes to appeal the decision of the Dean dismissing the student from enrollment in the School, such an appeal should be directed to the Judicial Administrator of the University according to the University Judicial Code. The decision of the Judicial Administrator shall be final.
Section III
The following definitions are applied when the indicated terms are used in relation to the foregoing rules concerning review of academic performance and professional integrity:
Action, Disciplinary An action, including counseling and penalties, taken by the School of Medicine, after consideration of the disciplinary problem.
Dismissal, Academic Involuntary separation of a student from the School of Medicine because he/she has not met the academic requirements.
Dismissal, Disciplinary Involuntary separation of a student from the School of Medicine as a result of action taken because of misconduct.
Good Standing As a record or transcript notation, it signifies that the student is eligible to continue, to return, or to transfer elsewhere. It implies good academic standing as well as good citizenship and replaces such terms previously used as honorable dismissal, honorable withdrawal, withdrawn, voluntary withdrawal, eligible to return and clear record.
Grade, Failing Signifies an attempt to earn credit which resulted in failure to pass; the failure is recorded against the student in the official educational record (transcript).
Grade, Incomplete Indicates there is still a possibility of credit after further work. Used when the instructor is not prepared to give a final mark for the term in view either of sickness of the student or some justifiable delay in the completion of certain work. It is accompanied by a note which explains the circumstances and indicates how and when the incomplete may be resolved. A definitive mark for the term is recorded on the official transcript when the work is completed and the incomplete grade is removed. In case the work is not completed within the time allowed, the recorded grade will be changed to fail.
Official Educational Record The all inclusive abstract of academic achievement, commonly referred to as the permanent academic record or official transcript.
Probation Probation status may be for academic and for disciplinary reasons. Academic probation is the result of unsatisfactory scholarship. It is not a penalty but a warning and provides an opportunity to improve. Usually the student is required to make regular specified improvement in his record in order to avoid dismissal.
Disciplinary probation is the middle status between good standing and suspension or dismissal. The student remains enrolled but under stated conditions according to school policies. Disciplinary probation covers a stated trial period during which it is determined whether the student is returned to good standing having met the stated requirements or dismissed from enrollment at the end of the period for failure to meet the stated requirements.
Readmission Permitting former students who had not been in attendance for one or more terms, semesters, or trimesters to re-enter. Ordinarily their original admission remains in effect so long as academic work is not performed elsewhere in the interim.
Suspension Suspension is an involuntary separation of the student from the school but it differs from dismissal from enrollment in that it implies and states a time limit when return will be possible. Thus, suspension may extend for a specified time, until a specified date or until a stated condition is met.
Warning A scholastic action that is usually taken prior to the close of a course or after completion of the first two years of the curriculum with reference to those students whose progress is reported as deficient. Warning serves to caution a student that his/her record is below the standing required for successful completion of the course. A warning may also be issued to a student entering the clinical phase of training if the student's overall performance raises concern about the student's ability to complete the program.
Withdrawal A release from enrollment. A student may request that they be allowed to withdraw from enrollment. Such requests are directed to the Registrar or the Associate Dean for Student Affairs. When a student has requested withdrawal status, the school, by action of the CAES, will determine whether the withdrawal will be annotated with "good standing" or "not in good standing" in the official academic record. Such annotations may be accompanied by explanations in the official educational record.