Indications for Review of Academic Performance

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General

Indications for Academic Review refers to guidelines used at the School in the event that a student fails a course or fails to complete a course in the requisite time.

A. 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, in coordination with the course master.

B. 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 students academic performance will be referred to the CAPES for review and determination of a course of action.

C. Refer to The Individual Study Program (ISP) section for additional guidelines pertaining to students engaged in an ISP.

D. When the performance of a student is referred to the CAPES for potential academic review, the following rules will apply:

  1. No student may take more than three years to complete the coursework required for the first two years. Time periods included in a leave of absence are not counted in these three years. See the section entitled
  2. Individualized Study Program for more information.
    In the absence of extenuating circumstances, or an approved leave of absence no student may take more than two academic years to complete the coursework required in any individual curricular year.
  3. The maximum number of attempts to pass any individual course during enrollment in the School will be three.

E. Throughout the enrollment of a student, it is within the jurisdiction of the CAPES to terminate the enrollment of a student who has demonstrated serious academic failure or breaches of professionalism.

F. If a student enrolled in a joint or dual degree program is found in violation of the other programs academic or professional integrity policy or is found to have committed any disciplinary violations, including violations of the University Judicial Code, such matters may be brought to the attention of CAPES for review and further action. Notwithstanding decisions made by the other schools or programs, CAPES reserves the right to take further action against a student found in violation of such policies. If a student enrolled in a joint or dual degree program is not making satisfactory academic progress or is not meeting academic performance expectations of the other program or school such that the students status in that school or program may be impacted, CAPES reserves the right to determine whether any action should be taken with respect to the students status at WUSM.

G. 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 Student Health Service or the Associate Dean for Student Affairs for possible accommodations.

First year

A. Failure of any examination that comprises a significant portion of the final grade (typically 20% or more) must be reported by the course master to the Associate Dean for Student Affairs. In the event of a failure of a single exam within the course, the course master may allow one attempt at remediation of this examination at a time prescribed by the course master. The scheduling of a remedial examination will be agreed upon by the course master and student but in general should not extend beyond 30 days after the end of the course. 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 course master 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). In rare circumstances the Associate Dean for Student Affairs may approve an extension of this deadline. 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.

B. 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:

  1. Enroll in and successfully complete, at the level designated by the course master, a summer course at a different institution, such course being completed and passed by the beginning of classes for the second year.
  2. 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 the CAPES to review and propose a recommended course of action. The CAPES may require such a student to enter an ISP or may be dismissed from the School. Alternatively, the CAPES may permit a second re-examination. If this second re-examination is failed, the student will be dismissed from the School.

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 the CAPES for determination of a course of action. 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 inter-academic year break. If such a re-examination is failed, the student may be required to enter an ISP or be dismissed from the School.

D. The Associate Dean for Student Affairs may also request that the CAPES review performance of a student who has demonstrated poor academic performance by failing two or more examinations.

In such instances, the CAPES may recommend a course of action.

E. All first year courses must be completed before the start of the second year curriculum in the next academic year.

Second year

A. The Associate Dean for Student Affairs will meet with students in the following categories regarding taking a re-examination, according to the schedule listed under the next section (B):

  1. a student for whom an Incomplete or a final grade of Fail has been recorded in a single interval examination in a year-long course, OR
  2. a student for whom a Fail or Incomplete grade has been recorded in one block-long course.

B. The schedule for re-examinations:

  1. in year-long courses will generally be offered during the inter-academic year break, prior to entry into the third year.
  2. for students who have failed one block-long course will be generally offered at a time determined by the course master 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.
  3. for students who fail a re-examination of a single block-long course will be referred to the CAPES to determine a course of action. The CAPES may decide that the student must enter an ISP. Alternatively, a second re-examination may be offered. If the examination is failed for a third time, 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 the CAPES for review and resolution of a recommended course of action:

  1. one year-long course OR
  2. two or more block-long courses OR
  3. an interval examination in one year-long course and one block-long courses OR
  4. two interval examinations in year-long courses OR
  5. students for whom the Registrar has recorded a Fail/Incomplete grade in any re-examination.

D. At review by the CAPES for students referred to 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 inter-academic year break. The CAPES may allow the student to defer beginning the clinical rotations so that re-examinations may be taken up to six 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, the CAPES may require that a student enter an Individualized Study Program or that enrollment in the School of Medicine be terminated.

In the event that the CAPES decides not simply to permit re-examination, the CAPES may require that the student enter an Individualized Study Program as detailed previously, or that the
student will be dismissed from the School.

E. No student will be permitted to begin clinical rotations of the third year until all first- and second- year courses have been successfully completed.

Cumulative academic review/academic warning

Prior to promotion to the clerkship year, the CAPES will review the cumulative academic record of each student brought forth by the Associate Dean for Student Affairs to determine whether the students academic performance justifies advancement to the clinical phase of the medical education without warning. Typically, multiple remediated examinations and/or failing grades during the first two years of the curriculum would raise concerns about the students fund of knowledge and readiness to participate in clinical care of patients. Students with overall records indicating globally poor performance may be dismissed, may be required to repeat specific preclinical course work, may be advanced to the third year with academic warning or may be placed on probation.

Upon written notification of advancement with academic warning into the clerkship year, the student must meet with the Associate Dean for Student Affairs:

A. to review the planned clerkship schedule in order to consider schedule changes to facilitate successful clinical experiences;

B. to pursue available resources for academic intervention; and

C. to address any additional problems that may arise. It is recommended that these students seek tutorial assistance through each clerkship course master.

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.

Contingencies for continued enrollment on probationary status and for return to good standing will be specified by the CAPES in each individual case.

Third and subsequent years

A. Regarding performances beyond the second year, the Associate Dean for Student Affairs will meet with a student for whom a single Fail/Incomplete/E grade has been entered regarding the requirements stipulated by the relevant course master to remediate the academic encumbrance. Options will generally include a re-examination or repeating all or a portion of the course. If a Fail grade has been entered following the prescribed remediation, the student will be referred to the CAPES to determine a course of action. When such a student is referred to the CAPES, the CAPES 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, the student will be dismissed from the School.

B. 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 the CAPES for review and course of action.

C. A student for whom the Registrar has recorded a single failing grade in the clinical clerkships or electives maybe referred to the CAPES for review and course of action.

D. A student who fails any clinical component of a clerkship or elective will have a Fail recorded on the Permanent Academic Record. At the discretion of the course master or CAPES, the student must repeat either the portion failed or the entire clerkship or elective in order to remove the academic encumbrance. The failing grade will remain on the academic record. If the course is remediated the second grade will also
be recorded.

E. A failing grade for clinical clerkships will be recorded on the Permanent Academic 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 any clinical portion of the clinical clerk/ship or elective. In both events, the failing grade remains on the Permanent Academic Record. When the course is remediated the new grade will also appear on the Permanent Academic Record.

F. The Associate Dean for Student Affairs may also request that the CAPES 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 CAPES may determine a course of action.

G. For students referred to the CAPES, the Committee may endorse or amend the remediation recommendations of course masters from whom Fail/Incomplete grades have been entered. In the event that a student fails such a course of remediation, as defined by the course master and approved by the CAPES, the CAPES 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, the student will be dismissed from the School.

H. A student who advances to the clinical years with academic warning and who fails any component of a clerkship will be referred to the CAPES for action including possible dismissal from the School. See Cumulative Academic Review/Academic Warning.