Grading System

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A. First and Second year

Courses in the first-year and second-year curriculum are evaluated on a Pass (P) or Fail (F) basis. For purposes of the final official grade records of the School of Medicine, grades used for the first year and second year are:

  • P = Pass, indicating satisfactory performance
  • F = Fail, any grade of F remains on the students academic record. When the course is repeated or remediated the new grade will appear as a separate entry in addition to the failing grade.
  • L = Successful audit
  • NG = Course credit earned, students not graded
  • W = Withdrawal from a course
  • Z = Unsuccessful audit

Valid temporary grades include:

  • 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 one year. In rare instances, the CAPES may grant an extension. Incomplete indicates that, because of a delay excused by the course master, the student has not completed the requirements to pass a course.

B. Subsequent years

For purposes of the final 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, any grade of F remains on the students academic record. In clinical clerkships that have a subject examination, students must score at or above the 10th percentile of the national pool of students taking the examination to pass the clerkship. If a student fails a shelf examination for the second time in a third year clerkship an F is recorded on the permanent record.

When the course is repeated or remediated the new grade will appear as a separate entry in addition to the failing grade.

  • Cr/NCr = Credit/No Credit for select second and fourth-year courses
  • L = Successful audit
  • NG = Course credit earned, students not graded
  • W = Withdrawal from a course
  • Z = Unsuccessful audit

Valid temporary grades include:

  • E = Temporary grade, makeup of failed exam pending. Does not apply to block long courses in second year. In clinical clerkships that have a subject examination, students must score at or above the 10th percentile of the national pool of students taking the examination to pass the clerkship. If a student fails the subject examination once, the grade of E will be recorded. Upon successfully retaking the subject examination the new grade will replace the grade of E on the permanent academic record. If the shelf examination is failed a second time, the grade of F is recorded on the permanent academic record.
  • I = Incomplete, temporary grade pending completion of course requirements, replaced with an F if not removed within one year. In rare instances, the CAPES may grant an extension. Incomplete indicates that, because of a delay excused by the course master, the student has not completed the requirements to pass a course.

C. Grade reporting

Final grades will be submitted to the Registrar by course masters within 10 working days (Monday through Friday excluding university holidays) of the final examination or final class meeting for the first two years. For third and fourth years, grades are due within 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 the Registrar 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 and appear on the transcript.

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 Medical Student Performance Evaluation (MSPE)/students deans 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.

E. Grade appeals

A student who wishes to appeal his/her grade with the course master should file his/her request for review by completing the grade appeal form which includes the basis for the appeal. This should be filed within 10 working days after the grade is posted. If reasons beyond the students control delay the resolution of the appeal past the deadline, the Registrar must be notified so that the final transcripts, grade distributions and class rankings for match can be held pending resolution of the matter. If this notice is not received by the Registrar prior to the deadline, the new 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. The course master will consider the appeal. He/she will indicate the resolution of the appeal on the grade appeal form and forward it to the Registrar and Associate Dean for Student Affairs. A copy of the grade appeal form is available in the Registrars Office and is also included in this document.

NO GRADE CHANGES ARE PERMITTED FOR THE ACADEMIC YEAR AFTER JULY 15.

F. Remediation

A. Occasionally, in order to remediate a failed course in the first or second year, students are permitted to complete equivalent coursework at other institutions with the permission of the responsible department and written notification to the Registrar.

B. When a students performance indicates review by the CAPES, with input from course master(s) concerned, the CAPES may invoke requirements for the remediation of individual courses that are different from those determined by individual course masters concerned. In such cases, the CAPES determination will supersede the course masters as the CAPES is considering the students global academic performance and history. The CAPES may also require the student repeat an academic year or portion thereof if it is judged necessary given the academic history.