GRADING AND PROMOTION 


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GUIDELINES FOR THE COMMITTEE ON STUDENT PROMOTIONS

The Committee on Student Promotions is a standing faculty committee, which shall report its actions directly to the Dean for implementation and inform the faculty of these actions at the regular meetings of the latter body.

The Committee on Student Promotions shall consist of representatives of each Department or Departmental Grouping as follows:
 

One Member Each

 One Member Representing 

Cell Biology and Physiology

Neurobiology

Molecular Genetics and Biochemistry

Neurosurgery 

Pathology 

Neurology 

Pharmacology

Ophthalmology

Psychiatry 

 

  Scholarly Project

 

One Member Representing 

One Member Representing 

Critical Care Medicine

Urology

Surgery

Obstetrics, Gynecology and  Reproductive 

Anesthesia

Otolaryngology

Orthopedic Surgery 

 

 

 

One Member Representing

One Member Representing 

Physical Medicine & Rehabilitation

Emergency Medicine

Internal Medicine

Pediatrics

Radiology

Family Medicine

Dermatology

 

 
Each of these committee members and an alternate shall be selected by the Department and each will have one vote at each meeting of the Promotions Committee. Also present and voting at each meeting of the Promotions Committee shall be representatives of course work listed on page A. Each of these members shall be the Block Coordinator or a member of the faculty participating in that course, designated by the Block Coordinator. A single individual may be selected to represent more than one Block (assuming that individual is involved with the course for which they are selected). A member representing a Department of the School of Medicine may also be designated to represent a Block. In such circumstances, that individual shall represent one vote at the committee meeting. The office of the Dean of the School will appoint in advance who will represent each Department and each Block.

The Chairman of the Committee shall be elected by its members annually at the final meeting of the academic year. Two thirds of the eligible members or their alternates for an individual meeting shall constitute a quorum. Attendance will be recorded. Decisions by the committee for dismissal of a student shall require approval by two thirds (2/3) of the members of the committee present in voting. Decision by the committee for repeating the academic year or promotion shall be passed by simple majority of the members of the committee present in voting. All meetings of the Committee on Student Promotions shall be open to interested faculty. They are welcome to attend to participate, they are not to vote. The Associate Dean and Assistant Dean for Student Affairs, the Associate Dean for Student Research and the Dean of Admissions & Financial Aid, shall be ex officio members without vote.

It is the responsibility of the Associate Dean for Student Affairs to announce the Promotions Committee meetings sufficiently in advance to insure Faculty awareness pertaining to time, place and agenda and to provide the committee with pertinent information concerning the students to be discussed.

The procedure for review of the minutes of the committee meetings will be as follows: Rough draft completed, review of this rough draft (chairperson), distribution of minutes to committee members (Associate Dean), approval of minutes at the subsequent meeting (full committee), submit a copy of the minutes to the Associate Dean (chairperson).
 
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 TIME AND PURPOSE OF MEETINGS (see page B)

Meetings are to be held at varying times of the year for the purpose of officially promoting each class of students, based on academic performance and/or to recommend disposition of unsatisfactory students to correct their deficiencies. Special meetings may be called at the discretion of the chairman, or at the request of three members of the committee.
 

At the time of the August meeting, the performance of all students correcting deficiencies over the summer will be reviewed.

Meetings should be scheduled and announced at least two (2) weeks in advance. Notices will be sent to the Primary members. It is their responsibility to notify their alternate if they are unavailable to attend and to have available at the meeting any additional material concerning student performances which they consider pertinent.

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POLICY ON NORMAL ACADEMIC PROGRESS

The required number of years for a student to receive his M.D. Degree from our School of Medicine is four (4) years. However, in some cases the Promotions Committee made up of faculty of the School of Medicine may recommend that a student repeat the entire year or some part thereof in order to make satisfactory progress. To be considered to be making satisfactory academic progress, the student must complete the first two (2) years of the curriculum by the end of the third year after initial enrollment. The Committee on Student Promotions will monitor the progress of each student at the conclusion of each academic year to determine that the student is making sufficient progress to meet the time limits as specified. A student may be granted a leave of absence for a variety of reasons. The period of time for which the student has leave shall be excluded from the maximum time frame in which an individual student will be expected to complete the program.

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GUIDELINES FOR PROMOTION

Within the present grading system, the faculty must establish certain academic guidelines. However, these guidelines are not absolutes. Students will receive one grade for each Curriculum Section. This grade will be solely determined by the faculty teaching that Curriculum Section. The Committee on Student Promotion is not the appropriate body to determine whether a student's performance on a Curriculum Section is satisfactory. The faculty, represented by the Committee on Student Promotions, will make a decision concerning promotion based on these grades. Guidelines for consistent action are necessary. In the presence of various extenuating circumstances, the Committee on Student Promotions may vote to dismiss a student, require the student to repeat the year, require the student to repeat the course, or (with the permission of the faculty of the Curriculum Section) make-up a course to the satisfaction of that faculty. Consistency is not inflexibility. Actions of the Committee on Student Promotion, future changes in the curriculum, and suggestions from individual faculty members will dictate further changes in these guidelines.

It should be pointed out that the approach of the Committee on Student Promotions is positive in nature and aimed at finding ways of advancing students wherever possible. The committee agrees with the principle that careful selection of applicants to the Medical School will minimize student attrition. Ultimately, however, it is the responsibility of the Committee on Promotions to determine whether or not the student meets the professional standards necessary to be a physician.

A student who fails one Curriculum Section in the first year, for whatever reason, will be considered individually. The Committee on Student Promotions shall not permit piecemeal remedying of deficiencies. When evaluating students with academic deficiencies, the Promotion Committee will consider the student's performance in all course work. The committee shall consider the total preparation of the student for the practice of medicine. Their deliberations may lead to the recommendation that courses already passed be repeated, if the overall level of performance does not meet accepted standards of the faculty of the School of Medicine. Failure in such a course will be dealt with in the same manner as any other failure.
 
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DEFINITIONS COURSE An instruction unit with a unifying theme (see page C)

CURRICULUM SECTION - An instruction unit consisting of one or more courses (see page C).

PERIOD - A unit of time in the curriculum when the Promotions Committee will meet to
evaluate student performance (see page C).

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I. FRESHMAN YEAR

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II. SOPHOMORE YEAR

A student will be required to pass each of the Curriculum Sections. Failure in three Sections in the second year will lead to consideration for dismissal.

NOTE: The decision regarding advancement of the second year is the most difficult one the committee will have to make. The above guidelines are difficult to formulate precisely because of the many possible permutations.

All students must take Step 1 of the United States Medical Licensing Examination (USMLE) between the end of scheduled courses in the second year and the onset of the third year.   Passage of this examination is not a requirement for promotion to the Junior year; however, beginning the Junior year will depend on having sat for the June examination.

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III. JUNIOR YEAR

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IV. SENIOR YEAR

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V. LEAVE OF ABSENCE

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VI. REQUIREMENTS FOR THE GRANTING OF A DEGREE IN MEDICINE ARE AS FOLLOWS:

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VII. GENERAL PRINCIPLES

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VIII. PROBATION

Any student who fails any course shall be placed on academic probation for a specified period recommended by the Committee on Student Promotions. The student will be notified in writing of the probationary status both when it starts and when it ends. The following guidelines apply to academic probation.

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IX. PROCEDURES FOR APPEALING DECISIONS OF THE COMMITTEE ON STUDENT PROMOTIONS

Decisions of the Committee on Student Promotions are based on established policies set forth in these guidelines. An appeal of a Committee decision should not be undertaken without substantial indications that the policies were misapplied, and/or that the procedures employed in arriving at the decision were inadequate or discriminatory.

A. Appeal to the Vice Dean

A student may appeal a decision of the Committee on Student Promotions by petitioning the Vice Dean of the School of Medicine within ten (10) days after notification of the decision. The petition must be submitted in written form and must include the reason on which the appeal is based.

The Vice Dean, after reviewing the student's petition and pertinent records and documents, may at his discretion:

1) Affirm the decision of the Committee on Student Promotions and deny the appeal;

Grant the appeal;

3) Appoint an Ad Hoc Appeal Committee to evaluate the basis for and the merits of the appeal.

The Ad Hoc Appeal Committee shall consist of five (5) members of the faculty of Medicine, none of whom shall be members or alternates of the Committee on Student Promotions which originally rendered the decision in question. The Committee shall obtain pertinent documentation (e.g., records and correspondence) from the student, the Committee on Student Promotions and the Office of Student Affairs. In addition, the Appeal Committee shall meet separately with the student and the chair of the Committee on Student Promotions. Extramural counsel shall not be permitted, but a representative from within the university community shall be permitted to accompany the student and the Chair to the interview, if either wishes to be so accompanied.

The Ad Hoc Appeal Committee shall submit its findings to the Vice Dean, with a recommendation to accept or reject the appeal. The Vice Dean will notify the student in writing of his decision.

B. Appeal to the Dean of the Medical School

The student may appeal the decision of the Vice Dean to the Dean of the Medical School. This written appeal must be received within ten (10) days of receipt of written notification from the Vice Dean. The decision of the Dean will be final.

Revised: April 1987
Approved at the Faculty Meeting: May 7, 1987
Clarified by Faculty of Medicine: February 2, 1988; Revised: June 1993
Approved at the Faculty Meeting: September 30, 1993
Revised II, Note and IV, C:  Approved by Curriculum Committee October 5, 1998
Approved by Promotions Committee December  8, 1998
Revisions made and approved by the Promotions Committee on February 20, 2001

Revisions due to Scholarly Project requirement made and approved by Promotions Committee on February 7, 2006
Revisions due to change in membership made and approved by Promotions Committee on April 21, 2009

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PAGE - A

The voting membership of the Committee on Student Promotions will be defined as follows.
A.    Patient, Physicians & Society Block Section 1
        Patient, Physician & Society Block Section 2     
B.    Fundamentals of Basic Science Section 1
        Fundamentals of Basic Science Section 2
        Fundamentals of Basic Science Section 3
C.    Organ Systems Pathophysiology Section 1

        Organ Systems Pathophysiology Section 2
        Organ Systems Pathophysiology Section 3
        Organ Systems Pathophysiology Section 4
        Organ Systems Pathophysiology Section 5
D.    Scientific Reasoning in Medicine Section 1
        Scientific Reasoning in Medicine Section 2
        Scientific Reasoning in Medicine Section 3
E.    Introduction to Patient Care Section 1
        Introduction to Patient Care Section 2
        Introduction to Patient Care Section 3
        Introduction to Patient Care Section 4
F.    Mentored/Scholarly Project

        revised 08/10
   

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PAGE - B COMMITTEE MEETING SCHEDULE BY MONTH

 2010-2011 ACADEMIC YEAR

At each of its scheduled meetings, the committee will consider the following Section/Course work;

 

PERIOD I  DECEMBER MEETING 

PERIOD II  FEBRUARY MEETING 

 

PERIOD III  APRIL MEETING

PERIOD IV  JUNE MEETING 

PERIOD V   AUGUST MEETING 

At each of these meetings, voting members will include the representatives of the departments and the faculty representing each of the courses being discussed.

Revised 8/10
 
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2010-2011 ACADEMIC YEAR
FIRST YEAR
COURSE WORK BREAKS DOWN AS FOLLOWS:

PERIOD I      A. FUNDAMENTAL OF BASIC SCIENCE - SECTION 1
                               
Medical Anatomy
PERIOD II    A. PATIENT, PHYSICIAN & SOCIETY - SECTION 1
                               
Introduction to Being a Physician
                                Ethics, Law & Professionalism
                        B.    FUNDAMENTALS OF BASIC SCIENCE - SECTION 2
                               
Fuel Metabolism
                                Human Genetics
                                Cellular & Pathologic Basis of Disease
                        C.    SCIENTIFIC REASONING IN MEDICINE - SECTION 1
                               
Introduction to Medical Decision Making
                        D.    INTRODUCTION TO PATIENT CARE - SECTION 1
                               
Medical Interviewing
                                Introduction to Physical Examination

PERIOD III    A.    FUNDAMENTALS OF BASIC SCIENCE - SECTION 3
                               
Fuel Metabolism
                                Immunology in Health & Disease
                                Medical Microbiology
                                                           

PERIOD IV    A.    PATIENT, PHYSICIAN & SOCIETY - SECTION 2
                               
Behavioral Medicine
                        B.    ORGAN SYSTEMS PATHOPHYSIOLOGY - SECTION - 1
                               
Neuroscience
                                Introduction to Psychiatry
                        C.    SCIENTIFIC REASONING IN MEDICINE - SECTION 2
                               
Methods & Logic in Medicine 1
                         D. INTRODUCTION TO PATIENT CARE - SECTION 2
                               
Advanced Physical Examination 1
                                Clinical Experience 1
                                

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 2009-2010 ACADEMIC YEAR
 SECOND YEAR COURSE WORK BREAKS DOWN AS FOLLOWS:

PERIOD I        A.    ORGAN SYSTEMS/PATHOPHYSIOLOGY - SECTION 2
                               
Introduction to Pathobiology
                                Body Fluid Homeostasis

PERIOD III     A. PATIENT, PHYSICIAN & SOCIETY - SECTION 3
                               
                          B. ORGAN SYSTEM PATHOPHYSIOLOGY - SECTION 3
                         
      Digestion & Nutrition
                                Hematology
                                Endocrine
                                Reproductive & Developmental Biology
                        C.  ORGAN SYSTEM PATHOPHYSIOLOGY - SECTION 4
                  
             Pharmacology
                        D.  ORGAN SYSTEM PATHOPHYSIOLOGY - SECTION 5
                     
          Integrated Case Studies
                        E.  SCIENTIFIC REASONING IN MEDICINE - SECTION 3
                       
        Methods & Logic in Medicine - 2
                        F.  INTRODUCTION TO PATIENT CARE - SECTION 3
                           
    Advanced Physical Examination 2
                                Clinical Experiences 2
                        G.  INTRODUCTION TO PATIENT CARE - SECTION 4
                           
    Advanced Medical Interviewing
                                Clinical Procedures                          

Revised 08/10    

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