About

Pritzker and University Policies

Below are the policies and information you need to know on a day-to-day basis at the Pritzker School of Medicine.

Overview

Pritzker School of Medicine students are expected to demonstrate commitment to their professional responsibility by participating in the full educational experience, including attending classes, required orientations and seminars; completing assignments and requirements in a timely manner; participating in the course evaluation process; demonstrating respectful behavior towards patients, staff, students, faculty and others. It is recognized there may be circumstances that will require students to miss parts of a day or entire days.

Related LCME Standards:

  • 12.4 Access to Healthcare

Principles

  1. Pritzker School of Medicine students are expected to commit to their studies full-time, and should prioritize all academic training.
  2. Punctual attendance and vigorous participation will enhance the educational landscape for all learners and allow for markers of student progress towards indicated competencies.
  3. Pritzker School of Medicine supports students when planned or unplanned events have the need to take priority which may affect attendance, but students should take responsibility for:
    • Managing their time spent both in and out of class during the academic quarters
    • Engaging fully with course work, faculty and peers
    • Reporting absences to appropriate faculty, including course or clerkship directors
    • Pursuing support if personal situations interfere with punctual attendance and participation

Policy

  1. Attendance at lecture sessions is not mandatory, unless indicated in the course schedule, but highly encouraged. Students may view lecture recordings via Canvas, however students should be aware that because technology is not always reliable, these recordings are not guaranteed.
  2. Course and clerkship directors may, at their discretion, choose not to record lectures if the session meets one of the following criteria:
    • Involves patients and/or sensitive patient information
    • Includes discussion of sensitive or controversial topics where recording may inhibit free faculty or student participation.
  3. Small group activities or laboratory sessions may be recorded and made available to students for review at the discretion of the course director(s).
  4. Students are required to attend structured learning activities including:
    • All sessions where patients or standardized patients are physically present including clinical skills sessions
    • Clinical activities
    • Any other session listed as required by course/clerkship director or syllabus

Procedures

  1. Students should notify their course or clerkship director well in advance when a planned absence will occur, and as soon as possible when an unplanned absence must occur.
  2. Excused Absences: Approved absences for one of the following circumstances:
    • Emergent Absences: absences of at least one full day that result from significant healthcare issues or family events (family emergency, etc.)
    • Planned Absences: absences of at least one full day that are requested in advance to participate in planned activities such as attendance at a national meeting, family celebratory event, and religious observances.
    • Planned Absences because of Accommodations for Protected Disabilities: Institutionally approved alterations in the conduct of a rotation to allow students with protected disabilities to fulfill their educational requirements, including the need to excuse oneself from the clinical environment for ongoing health care needs
    • Preventative or Other Health Care Absences: This includes absences of less than ½ day to address preventative, ongoing, or routine health care issues
Excused absences language adapted from UCSF School of Medicine.

 For more information, please review the full policy here.

Overview

It is necessary to document the appropriate level of clinical supervision required to uphold excellence in patient care and to ensure patient safety is a top priority, all while allowing medical students the practical experience required to excel in the clinical setting.

Related LCME Standards:

  • 9.2 Faculty Appointments
  • 9.3 Clinical Supervision of Medical Students

Principles

The Pritzker School of Medicine fully supports medical students in the clinical setting in order to foster their ability to provide patients outstanding clinical care. Faculty are to provide medical students with appropriate levels of supervision with incremental independence and deliver meaningful, timely feedback while also providing a safe, supportive, and positive learning environment.

Policy

Pritzker School of Medicine students will be supervised according to their level of training while engaging in patient care during all required and elective clinical activities:

  1. Medical students are not permitted to independently provide care to patients. Medical students are expected to adhere to their scope of practice when participating in clinical care of patients.
  2. Medical students may be supervised in the clinical setting by various providers including faculty, house-staff (residents and/or fellows) and other inter-professional providers who are acting within their scope of clinical practice.
  3. Student supervision may be provided according to the defined ACGME levels of supervision including:
    • Direct supervision: the supervising individual is physically present with the student and the patient.
    • Indirect supervision with direct supervision immediately available: the supervising physician is immediately physically available within the hospital/clinic where care is being delivered and is available to provide direct supervision.
  4. Medical students may not perform clinical procedures independently, without direct supervision.

Procedures

  1. Supervising faculty, house-staff and inter-professional providers are required to autonomously authenticate medical student findings, including pertinent documentation, history, physical examination, ancillary data and assessment/plan.
  2. The Dean for Medical Education is responsible for communicating pertinent and critical policies to the faculty, graduate medical education trainees and inter-professional providers on an annual basis to establish expectations for clinical supervision of medical students.
  3. The clerkship or course director must inform all faculty, house-staff, inter-professional providers and students participating in their curriculum of all policies and procedures concerning appropriate supervision requirements. Clerkship or course directors are also required to monitor compliance of supervision policies and procedures at all times.
  4. The clerkship director or course director will inform students of standard procedures for reporting concerns relating to lack of appropriate supervision. While not an exhaustive list, student supervision or mistreatment concerns should be reported to Ombudsmen, any of the Pritzker Faculty Deans, relevant faculty members, or Executive Director for Medical School Education. Additionally, students are strongly encouraged to document their concerns about appropriate supervision via end of course evaluations.

For more information, please review the full policy here.

Overview

The Pritzker School of Medicine is committed to ensuring the privacy of student educational records and adhering to FERPA guidelines. The Pritzker School of Medicine, The Pritzker School of Medicine Registrar, and the University of Chicago Registrar, educates students, staff and faculty in its obligations in regards to confidentiality and informs students of their rights in regards to their own educational records.

Related LCME Standards:

  • 11.5 Confidentiality of Student Educational Records

Principles

  1. The University of Chicago University Registrar’s Office and The Pritzker School of Medicine’s Registrar’s Office is committed to ensuring the privacy of student educational records and adhering to FERPA guidelines.
  2. A student’s educational records are defined under the Family Educational Rights and Privacy Act of 1974 as including, subject to the limitations described in the Act, “records, files, documents and other materials which (1) contain information directly related to a student; and (2) are maintained by an institution or by a party acting for such institution.”
  3. At the University, a student’s education records are often maintained at the medical school and in the Office of the University Registrar.

Policy

  1. In order for any individual, other than the student, to be granted access to confidential academic records, the student must request access for the aforementioned third-party individual in writing.
  2. Pritzker School of Medicine staff on the curriculum team, and the Pritzker School of Medicine Registrar are extended the ability to view medical student records so they may utilize the salient information to inform the construction and maintenance of data systems and for reporting purposes.
  3. Faculty and Administrative Access to Student Records:
    • Only medical school leadership and medical education administration with legitimate educational interest in the student record are granted access to medical student records.
    • Medical education staff are extended the ability to view the Pritzker School of Medicine student records database on a qualified, individual basis. The Executive Director of Medical School Education must approve and grant all instances of access.
    • All faculty and staff granted access to the student records database shall complete FERPA training prior to accessing the medical student record.
    • Students may write the University of Chicago Office of the Registrar, as needed, in order to request access to their student records.
  4. Faculty and Administrative Access to Evaluations of Student Performance:
    • Medical education leaders and staff, including deans, medical education staff, course directors and course coordinators with legitimate educational interest in the student assessment data are granted access to the Pritzker School of Medicine’s evaluation system (Canvas/MedHub).
    • Medical students have access to assessment data in Canvas/MedHub, unless evaluation reciprocity is not met.
  5. Faculty of record and/or course coordinator accounts are managed by the Pritzker Curriculum Team and the Executive Director of Medical School Education.

Procedures

  1. Students can request access to their student record for themselves or for a third party by submitting their request in writing to the Office of Campus and Student Life (5711 S. Woodlawn Ave.). Requests to other University offices or verbal requests will not be honored.
  2. A representative from the Office of Campus and Student life will then coordinate with the relevant University offices to gather the requested records; review the records to confirm they are complete and redact any FERPA-waived recommendations,  information about other students subject to FERPA privacy obligations, or any other information protected from disclosure by FERPA or other applicable law; finally, the representative will make arrangements with the student to inspect the records in person. Please see: Inspection and Review of Education Records.
  3. Medical Education Staff can obtain access to student records in AIS by requesting access from the employee’s supervisor or the Executive Director of Medical School Education.
  4. The staff member requesting access to student records must have a valid educational interest confirmed and approved by their direct supervisor.

 For more information, please review the full policy here.

Purpose

The Pritzker School of Medicine is committed to limiting and eliminating perceived or actual conflicts of interest (COI) between industry vendors and the student body.

Overview

It is necessary to document the appropriate and acceptable limits of vendor interaction with students in order to fully remove instances of perceived or actual conflicts of interest.

Related LCME Standards:

  • 1.2 Conflict of Interest Policy
  • 3.5 Learning Environment/Professionalism

Principles

The Pritzker School of Medicine will inform and educate medical students about what constitutes appropriate relationships with industry and how to maintain integrity and objectivity in regards to vendor influence and perceived and actual COI.

Policy

Pritzker School of Medicine students should adhere to the following COI policies.

  1. Gifts to Individuals: Pritzker students may not accept gifts from vendors.
  2. Financial Relationships: Pritzker students may receive discounts from vendors, but individual students may not receive benefits, favors, or other items of value from industry to serve as agents for the vendor.
    1. Example: Students should not receive steeper discounts than their peers for helping the vendor gain access to fellow students, patients or MD’s.
  3. Vendors on Campus: Vendors of services or products may not market or sell their products to students in the BSLC or the Medical Center.
  4. Pharmaceutical Samples: Pritzker students may not accept drug samples directly from vendors for personal use or patient use at UCM or free clinics.

Procedures

  1. The COI policy will be distributed to medical students on an annual basis.
  2. Pritzker students should adhere to the COI policy and report any instances of industry non-compliance to the Dean of Students.

For more information, please view the full policy here.

Overview

The Pritzker curriculum has been designed for a competency-based evaluation process. Student performance is measured by the degree of achievement of the appropriate competencies, rather than by a predetermined grade distribution. The Pritzker Curriculum embodies three principles: an emphasis on active learning; integration among disciplines when possible and appropriate; and a requirement for a scholarly project for all medical students. Medical Students must receive meaningful, formal feedback by at least the midpoint of the course or clerkship which will help to guide their continuous improvement and progress. Fair and timely summative assessments of student achievement occur in each course or clerkship and final grades are expected to be submitted no more than two weeks after the end of a course or four to six weeks after the end of a clerkship.

Related LCME Standards:

  • 9.5 Narrative Assessment
  • 9.7 Formative Assessment and Feedback
  • 9.8 Fair and Timely Summative Assessment

Principles

Student evaluation and feedback in the Pritzker Curriculum are designed to meet multiple goals:

  1. The curriculum at the University of Chicago Pritzker School of Medicine provides a solid foundation in the basic sciences, building on a rich tradition at our institution in developing new knowledge. Realizing that scientific discovery impacts clinical practice, our curriculum is designed to emphasize the relationship between basic and clinical sciences.
  2. Provide continuous feedback to students about their progress.
  3. Ensure timely and meaningful formative feedback is provided to all students.
  4. Confirm each graduating medical student acquires all necessary knowledge to perform clinical tasks while demonstrating skills that highlight mastery of patient-centered care.
  5. Grade timeliness is achieved by posting grades within two weeks after the end of a course or four to six weeks after the end of a clerkship.
  6. The Pritzker School of Medicine utilizes a Pass (P)/Fail (F) grading system, with the exception of the core clinical clerkships (Family Medicine, Medicine, Neurology, Obstetrics and Gynecology, Pediatrics, Psychiatry and Surgery), including clerkships deferred to the fourth year. Clerkship grades Honors (H), High Pass (HP), Pass (P), Failure (F) are included on the official University of Chicago transcript.
  7. A narrative summary is submitted to the Pritzker School of Medicine that supports the rationale for the designator grade assigned to the students. The material supplied by each department serves as the basis for the Medical Student Performance Evaluation Letter, which is sent to postgraduate programs for residency selection purposes.
  8. Students having difficulty will be counseled by course directors about ways to improve and may be advised by the Academic Process Committee or the Associate Dean for Medical School Academics to seek assistance from a learning specialist or other counselor.

Policy

  1. It is the clerkship director’s responsibility to return all clerkship summary evaluations and grades to students within six weeks following the end of the clerkship. Final grades are expected to be submitted no more than two weeks after the end of the didactic courses.
  2. Faculty evaluators must recuse themselves if they have a conflict of interest, such as providing healthcare services to any student they are evaluating or assessing.
  3. Formative feedback is delivered by at least the midpoint of the course or clerkship allowing for students to correct behavior, if needed.
  4. Summative assessment occurs by the endpoint of the course.
  5. When feasible, consideration of duration of instructor-student interaction, the instructor-to-student ratio and frequency of the interaction, formal narrative assessment is the expectation in both the pre-clinical and clinical curriculum.
  6. Pass/Fail Grading System with the exception of the core clinical clerkships. All elective courses (including senior electives and selectives) utilize the Pass/Fail grading system.
    • Honors (H) (Core Clerkships only): the honors (H) designation is awarded to students whose outstanding performance and demonstrated qualities of intellectual curiosity, integrity and self-discipline significantly exceed the competency level expected for third year students.
    • High Pass (HP) (Core Clerkships only): The High Pass (HP) designation is awarded to students whose performance clearly exceeds the Pass requirements, but does not reach Honors caliber.
    • Pass (P): A grade of Pass (P) is awarded to students, with the exception of those defined above, whose performance in a subject meets the competency requirements established by the department.
    • Failure (F): Those students whose performance in a subject is clearly below departmental passing standards shall be given a grade of Failure (F). The failure grade (F) will be recorded on the student’s transcript, followed by the passing grade when the required course has been retaken and passed. A designator of Incomplete (I) or Withdraw (W) in a previously failed course equals a grade of Failure (F). A grade of Failure (F) followed by a second grade of Failure (F to F) may result in dismissal.
  7. Non-grade designators may be used for students who are unable to successfully complete all of the required work in a course or clerkship.
    • Incomplete (I): The designator of Incomplete (I) will be assigned when a student has not successfully completed all of the required work in a course or clerkship, either for academic or non-academic reasons. For instance, if a course offers multiple exams during the quarter, and a student fails to pass one or two of multiple exams, the student may be given a designation of Incomplete (I) and be provided with an opportunity for remediation if approved by the course director and Committee on Academic Promotions.
      • All incomplete designations should be remediated within four quarters from the time of course registration, irrespective of student registration status. All incomplete designations must be remediated before the student can advance to the next academic level.
      • If the course work is completed within four quarters from the time of course registration, the student will be awarded with a grade of Pass (P) and the Incomplete (I) will be removed from the official transcript.
      • If the course work is completed more than four quarters from the time of registration for the course, the Incomplete (I) designation will remain on the official transcript with the grade listed alongside it (e.g., I/P).
      • If the student does not fulfill the course requirements in a satisfactory manner, a final grade of Failure (F) will be reported. This Failure (F) will be noted on the permanent transcript. In such cases, students need to retake and pass the course or clerkship.
      • Failure to pass a previously failed course or clerkship will result in dismissal from Pritzker School of Medicine.
      • A student in the fourth year who receives an Incomplete (I) must have completed coursework in the designated area in with the Incomplete (I) has been received prior to April 30 of the final year of enrollment in order to graduate in that academic year.
    • Withdraw (W): The designator Withdraw (W) signifies withdrawal from a course or clerkship. Once a course begins a student who withdraws from a course or clerkship must retake the entire course or clerkship in order to receive credit. Withdrawal from a course or clerkship requires approval from the Associate Dean for Medical School Education and the Committee on Academic Promotions.
      • Designations of Withdraw (W) remain on the student’s official transcript.
      • A student may not Withdraw (W) from a course more than once, unless under exceptional circumstances (such as serious illness) approved by the Associate Dean for Medical School Education and Committee on Academic Promotions.
  8. Consequences of a Failure (F) Grade include course repetition, Failure (F) marked on official transcript and possible dismissal from Pritzker School of Medicine.
    • In the preclinical years, a student who receives a grade of Failure (F) may be allowed, at the discretion of the Committee on Academic Promotions, to repeat the preclinical coursework or its equivalent. In preclinical courses, the only acceptable grade upon repetition of a failed course is a Pass (P).
    • If remediation of clinical courses is required, the remediation must be done at the University of Chicago Medical Center or its affiliate institutions. In clinical clerkships and courses, internal designators of performance are used, but the minimum acceptable designator upon repetition of a failed course is a Pass (P).
    • An incomplete (I) designation after a prior failure in any course or clerkship is not acceptable and will be recorded as a Failure (F).
    • A student who fails to pass a course or clerkship for a second time is subject to dismissal from Pritzker School of Medicine.
  9. Notification of Below Passing Grades: It is the department’s responsibility to notify the student of their poor performance (Incomplete (I), Fail (F)) in a timely manner.
    • Final grades are expected to be submitted no more than two weeks after the end of a course or four to six weeks after the end of a clerkship.
    • If appropriate, suggestions for improvement may be outlined with the student.
    • Students with serious academic difficulties during the course should be referred to the Associate Dean for Medical School Academics and the Academic Progress Committee or the Committee on Academic Promotions.

Procedures

  1. All students receive course and clerkship evaluations to report on faculty teaching, guest lecturers, whether mid-clerkship feedback was provided about their performance, and whether the feedback was adequate, on-going, constructive, timely and constructive.
  2. Observation of clinical skills by faculty, including supervising faculty and residents completing evaluations of students, which include numerical ratings and narrative comments.
  3. Final grades are submitted via AIS and MedHub for students’ review.
  4. Students are advised to notify the clerkship director in advance of the clerkship rotation dates about any approved disability accommodations that are needed.
  5. Faculty members who provide healthcare services to any Pritzker School of Medicine student should recuse themselves from evaluation and grading of students they have provided care for.

 For more information, please review the full policy here.

Overview

The Pritzker School of Medicine is committed to avoiding any actual or potential conflicts which may arise when a faculty member who has provided sensitive health services to a medical student and is involved in that student’s assessment or promotion.

Related LCME Standards:

  • 12.5 Non-Involvement of Providers of Student Health Services in Student Assessment/Location of Student Health Records

Principles

  1. All medical school faculty are asked to disclose this information and potentially recuse themselves from providing an assessment of student’s academic performance if they have provided care to a student.
  2. If faculty are assigned to serve as a preceptor for a student who they have previously treated, they should notify the course or clerkship director to discuss whether or not a reassignment is recommended.

Policy

  1. In those cases, where the faculty member is the only course director or preceptor for a specialized course of study, the faculty member should tell the student that it is the school’s policy not to assess students who have been patients, and if the student would still like to pursue the course/rotation, the student should notify the Executive Director of Medical School Education and Associate Dean for Evaluation and Continuous Quality Improvement.
  2. All course and clerkship directors participating in the Committee on Academic Promotions, Academic Progress Committees and career advisors involved in the residency advising system must sign a confidentiality agreement to certify that they will recuse themselves from discussions of and assessments of students’ academic performance if they served as that students’ physician.

Procedures

  1. This policy will be posted with other Pritzker School of Medicine policies on the Pritzker School of Medicine Guidelines and Policies website.
  2. The Dean for Medical Education is responsible for communicating pertinent and critical policies to the faculty, graduate medical education trainees and inter-professional providers on a bi-annual basis to establish expectations for clinical supervision of medical students.
  3. The clerkship or course director is responsible for communicating relevant policies and procedures related to medical student assessment to faculty, house-staff, inter-professional providers in their curriculum, and for monitoring compliance with the policies and procedures.
  4. Conflicts are proactively managed by the student.

 For more information, please review the full policy here.

In order to graduate from the Pritzker School of Medicine, students must complete the following general requirements. Please follow the links to the right for a recommended timeline on completing exams and a detailed break-down of the courses and credits students must complete during their fourth year.

Students are strongly encouraged to fill out the AAMC Graduation Questionnaire. This confidential survey helps the Pritzker School of Medicine evaluate its current program and curriculum while providing national data for the profession as a whole.

General Graduation Requirements

  1. Completion of full four-year program of study
    • Must achieve acceptable standard of performance in all course work
    • Must complete 14 quarters of full time enrollment and full tuition payment
    • Must discharge all financial obligations to the University of Chicago, including return of pager, by June 1.
  2. Complete USMLE Step 1, Step 2 (CK), Step 2 (CS)* exams no later than December 1 of fourth year.
  3. Review transcript for accuracy and verify that all academic requirements will be met.

* Due to COVID-19 restrictions Step 2 CS requirement has been waived for class of 2021.

Specific Graduation Requirements

Complete coursework in fourth year totaling 1,200 units

  • Core Requirements
    • Total of Core Requirements:  525 units
      • Sub-Internship:  150 units
      • Emergency Medicine Clerkship:  150 units
      • Basic  Science Courses:  150 units
      • Scholarship & Discovery:  100 units
    • Total of Remaining Electives:  675 units

Many locations where students can receive rich educational experiences are in parts of the world that may pose particular risk to students’ health and security. The following guidelines were established to support students desire to participate in these experiences, while protecting their safety and the integrity of the institution: 

  • All medical students who travel abroad in association with the University of Chicago Pritzker School of Medicine must complete the PSOM Global Health Checklist six weeks prior to departure. Students and their affiliated organizations that fail to complete this checklist will not be eligible to receive university funding or course credit. This policy applies to:
    1. Trips sponsored by University of Chicago student organizations
    2. Programs administered or sponsored by the Pritzker School of Medicine or UCM faculty (including but not limited to the Global Health Scholarships)
    3. Any international experience for which a student hopes to receive course credit
  • The Pritzker School of Medicine will not sanction student travel to countries on the U.S. Department of State Travel Warnings and Public Announcements list unless the student is traveling to a Center for Global Health affiliated site and/or receives approval from the Center for Global Health. Students interested in traveling to a country on the U.S. Department of State Travel Warnings and Public Announcements should contact Sola Olopade, Associate Director of the Center for Global Health.
  • Medical students traveling abroad must adhere to the University of Chicago Medicine Scope of Practice guidelines in order to maintain malpractice coverage through the UCM. Medical students must not practice medicine, as defined by the Illinois Medical Practice Act and must be appropriately supervised by licensed attending physicians when participating in patient care. Students who do not abide by the UCM scope of practice guidelines may not be covered by UCM malpractice insurance in the case of an adverse outcome.

Overview

Universal precautions shall be observed in all situations where there is potential for contact with blood or OPIM. Pritzker School of Medicine students will be informed about risks, prevention, and treatment of exposures.

Related LCME Standards:

  • 12.8 Student Exposure Policies/Procedures

Principles

  1. Pritzker School of Medicine educates medical students about the proper methods of exposure prevention, procedures in place for care and treatment if exposure occurs, and the financial liability Pritzker School of Medicine covers for students exposed to blood or OPIM.

Policy

  1. Pritzker School of Medicine students are familiarized with infection control procedures and work-related exposures while in their first year of medical school training. Additionally, medical students will be immediately informed of any of changes to policies and procedures by the University of Chicago Office of Environmental Health and Safety throughout their medical school training period.
  2. Students, including visiting students, are instructed to first clean and decontaminate by washing wounds and contaminated skin with soap and water; rinse mouth, nose and eyes with water or saline.
  3. Page the Needlestick hotline 188-9990 immediately for assessment and advice regarding treatment. Pager 9990 is staffed by a University of Chicago Occupational Medicine (UCOM) clinician and is available 24 hours a day.
  4. Do not talk with the source patient about testing for HIV and hepatitis viruses; do not draw the source patients’ blood; do not go to the Emergency Room.
  5. Inform your supervisor; follow instructions of UCOM Clinician. For exposures that occur during UCOM hours, provide UCOM on-call clinician with source patient information, then come directly to UCOM for treatment. For exposures that occur after UCOM hours, provide the UCOM on-call clinician with source patient information. If needed, a starter dose of prophylactic medicine will be delivered to you.
  6. Students will not be excluded or discriminated against in any way due to infection of a potentially transmissible disease. Only a qualified, medically-based judgement can establish exclusion or restriction if the welfare of patients, other members of the patient-care community, or welfare of the individual is deemed to be at risk.
  7. Students who are infected with any potentially transmissible disease will not be excluded from participating in patient-care activities, or restricted in their access to patient-care services or facilities because of their health status, unless medically-based judgements in individual cases establish that exclusion or restriction is appropriate for the welfare of patients, the welfare of other members of the patient-care community, or the welfare of the individual.
  8. Insurance pre-authorization is not needed to seek exposure treatment and follow-up services, but SHCS should be notified as soon as possible as charges will incur for care. If there are expenses related to treatment of a Needlestick injury for registered students, whether the injury occurred on or off-site, Pritzker School of Medicine will cover the expenses of related care. If there are expenses related to treatment of a Needlestick injury for visiting students, the visiting student’s health insurance will be billed and the visiting student should work directly with their responsible home school’s Dean of Students’ Office.

Procedures

  1. Needlestick Injuries and OPIM policy is posted on the policy page of the Pritzker School of Medicine website. Additional resources can be found on the University Policies page on the University of Chicago website.
  2. Information about Needlestick Injuries and Other Blood-borne and/or Body Fluid Pathogen Control Policy is distributed to students during week 1 of medical school, the autumn second year class meeting, and during orientation to the clerkship year.
  3. Students will be informed of, and expected to adhere to, standardized protocols at offsite locations. If the student is unfamiliar with the protocol of the specific site, they should report to the nearest emergency room or the on-site emergency room, if one is available. Students may also contact the UC Needlestick Hotline for assistance and advice, as well as the Dean on Call.

 For more information, please review the full policy here.

Overview

The Pritzker School of Medicine seeks to ensure the safety of all students, faculty and staff both on campus and at off-site clinical locations during all hours of educational activities and beyond. The University of Chicago offers police on duty 24-hours a day, including 24-hour support at 773-702-8181 or 123 from a campus phone. UCPD provides a Safety Escort Program for members of the University of Chicago community 24-hours a day. The University of Chicago’s Department of Safety and Security has developed a mobile safety app, UChicago Safe, to provide information for emergencies and links to safety resources. The University of Chicago’s Comprehensive Emergency Management Program outlines strategies to protect the life and safety of University students, faculty and staff and to preserve University property and assets in the event of an emergency.

Related LCME Standards:

  • 5.7 Security, Student Safety and Disaster Preparedness

Principles

  1. The documentation of campus safety, both on-campus and off-site, for all Pritzker School of Medicine students, faculty and staff. The documentation of The University of Chicago’s Comprehensive Emergency Management Program.

Policy

  1. The University of Chicago Police Department (UCPD) is a full-service, CALEA-accredited police department serving the University of Chicago and surrounding areas from 37th street to 64th street, and Cottage Grove Avenue to Lake Shore Drive. UCPD Headquarters is located at 850 E. 61st Street and is staffed 24-hours a day, seven days a week.
  2. The University of Chicago Campus Safety Division of the Department of Safety and Security is responsible for Accountability and Compliance, Security and the Law Enforcement Systems and Security Services including the University’s electronic safety and security resources. This includes the network of cameras, access control, alarms and the emergency phones located throughout campus.
  3. The University of Chicago’s Emergency Management Plan (EMP) assigns responsibility and details the overall strategy to prepare, respond, recover (short-term), and mitigate from all emergencies or events that jeopardize the safety of University students, faculty, staff and visitors, and threaten the well-being of University assets and property.

Procedures

  1. The University of Chicago offers all students, faculty and staff transportation shuttles that pick-up and drop-off within one or two blocks of most campus buildings.
  2. The University of Chicago Police Department offers 24/7 support, by phone 773-702-8181 or 123 from a campus phone for assistance ranging from lost and found to safety escorts. Students seeking support and guidance can also contact an on-call University administrator at any time, by calling 773-834-HELP (4357) or 4-HELP (4-4357) from a campus phone.
  3. The University of Chicago provides safety and security related information and resources for the campus community on their website
  4. The Biological Sciences Learning Center (BSLC), is only accessibly by card access after business hours.
  5. Activation of the University’s Emergency Management Plan is dependent on the type and severity of the hazard occurring. An emergency resulting from a hazard is defined as an unplanned event that:
    • Poses a serious threat to persons or property, as well as significantly disrupts normal operations
    • Cannot be managed by a routine response
    • Requires a quick and coordinated response across multiple departments or divisions
  6. If an event meets the criterion above, it is then categorized according to its scope and severity. Three emergency categories have been defined, and each category will elicit a different approach at the discretion of the Senior Emergency Management Officer.
  7. Serious incidents of crime will be communicated using a timely email message to the campus and to community members who are registered to receive security alerts.  Security alerts from the past three years are posted on the Department of Safety and Security’s website.

For more information, please review the full policy here.

Overview

The academic requirements for the MD degree include the satisfactory completion of the curriculum designated by the faculty. The progress of each student working toward a MD degree is monitored carefully and the determination for satisfactory academic progress (SAP) for financial aid eligibility is made annually after the Summer Quarter of the Committee on Academic Promotions (CAP).

Two Academic Progress Committees for Years 1 and 2, and Years 3 and 4 are responsible for monitoring student progress throughout the academic year. The committees are composed of course or clerkship directors for that year. The committees are chaired by Associate Dean for Medical School Academics. The committees provide formative feedback and advice for students about their academic performance and progress as students proceed through the curriculum. The Academic Progress Committees report to Committee on Academic Promotions and may make recommendations to that committee for monitoring, remediation, referral to learning specialists, Extended Curriculum Option, or other interventions to facilitate student success at Pritzker. The Academic Progress Committees meet quarterly.

Students who believe their final grade does not properly align with their performance in a course, elective or clerkship should request a grade clarification from the course director. If the results of the clarification are unsatisfactory, the student has the rights to file a grievance. Grievances, by their nature are intended to be individual and categorized as departmental grievances or Committee on Academic Promotions grievances.

Related LCME Standards:

  • 9.9 Student Advancement and Appeal Process
  • 11.6 Student Access to Educational Records

Principles

  1. It is the department’s responsibility to notify the student of their poor performance (Incomplete/Fail) in a timely manner.
  2. The Committee on Academic Promotions (CAP) is responsible for overall evaluation of student performance, determination of appropriate remediation for academic difficulty, and oversight of academic issues related to student retention and progress.
  3. Federal law and regulations require that all students receiving financial assistance from Federal Title IV funds maintain satisfactory academic progress.
  4. Pritzker School of Medicine will provide timely communication to students about any potential or actual changes to their financial aid eligibility or disbursements. 
  5. Pritzker School of Medicine students may review their academic record and have the right to ask for a grade clarification in any course or clerkship. Students are also afforded the right to a timely response from the course director in regards to a grade clarification.
  6. Pritzker School of Medicine students may appeal a grade after a grade clarification by the course director. A final grade appeal is considered an academic grievance.
  7. Academic grievances trigger a chain of review process that may ultimately end with a decision by the Dean of the Division of Biological Sciences.

Policy

  1. Final grades are expected to be submitted no more than two weeks after the end of a course or four to six weeks after the end of a clerkship.
  2. Passing grades in individual courses are necessary but not sufficient for attainment of the MD degree from the Pritzker School of Medicine. Failure to demonstrate appropriate ethical or professional behavior may in itself be a cause for dismissal from the Pritzker School of Medicine despite passing academic performance. The Pritzker School of Medicine utilizes a Pass (P)/Fail (F) grading system, with the exception of the core clinical clerkships (Family Medicine, Medicine, Neurology, Obstetrics and Gynecology, Pediatrics, Psychiatry, and Surgery), including clerkships deferred to the fourth year.  Clerkship grades Honors (H), High Pass (HP), Pass (P), Failure (F) are included on the official University of Chicago transcript.  In addition, a narrative summary is submitted to the Pritzker School of Medicine that supports the rationale for the designator grade assigned to the students. The material supplied by each department serves as the basis for the Medical Student Performance Evaluation Letter, which is sent to postgraduate programs for residency selection purposes. In the preclinical biennium (Years 1 and 2), and in year 4, no specific performance data is recorded in the Dean’s Office about student performance, except for students who are noted by course directors to be performing at a borderline or failing level. Students having difficulty will be counseled by course directors about ways to improve and may be advised by the Academic Progress Committee or the Committee on Academic Promotions to seek assistance from a learning specialist or other counselor. Honors (H) (Core Clerkships only) The Honors (H) designation is awarded to students whose outstanding performance and demonstrated qualities of intellectual curiosity, integrity and self-discipline significantly exceed the competency level expected for third year students. High Pass (HP) (Core Clerkships only) The designator of High Pass (HP) is awarded to students whose performance clearly exceeds the Pass requirements, but does not reach Honors caliber. Pass (P) A grade of Pass (P) is awarded to students, with the exception of those defined above, whose performance in a subject meets the competency requirements established by the department. Failure (F) Those students whose performance in a subject is clearly below departmental passing standards shall be given a grade of Failure (F). The failure grade (F) will be recorded on the student’s transcript, followed by the passing grade when the required course has been retaken and passed. A designator of Incomplete (I) or Withdraw (W) in a previously failed course equals a grade of Failure. A grade of Failure (F) followed by a second grade of Failure (F to F) may result in dismissal. All elective courses (including senior electives and selectives) utilize the Pass/Fail grading system.
  3. Students must present the written grievance to the department or Dean for Medical Education within four weeks (20 working days) of the incident or receipt of the course grade or evaluation.
  4. The department should strive to reach a decision within three weeks (15 working days) of receipt of the student’s written grievance. If the issue cannot be resolved at the departmental level, the Dean for Medical Education will review the department’s decision.

Procedure

  1. Ultimately, it is the Committee on Academic Promotions’ responsibility to assure that students graduating from the Pritzker School of Medicine meet the academic, ethical, and professional standards to enter the medical profession.  The Committee is appointed by the Dean for Medical Education and consists of senior faculty members who are experienced with medical student education.  The Associate Dean for Medical School Academics serves as chair.  The Executive Director of Medical School Education staffs the Committee.  The committee reports to the Dean for Medical Education. The Committee on Academic Promotions reviews all medical students for promotion to the next year or for graduation.  The Committee reviews concerns brought to its attention by the Academic Progress Committees for each year; in some cases, the committee may request that a member of an Academic Progress Committee report directly to the committee regarding a particular issue.  The Committee evaluates the success of the academic remediation; reviews the progress of students on Extended Curriculum Option; and reviews petitions from students for changes in the academic timeline; for academic credit outside the standard curriculum; or for re-entry into medical school from a leave of absence. The deliberations of the Committee on Academic Promotions are constructive in approach and directed toward helping students succeed.  Ultimately, however, the student must be able to meet the minimum academic performance standards of the competency-based curriculum outlined in this document.  When evaluating student performance, the Committee takes into account such matters as fund of knowledge, ability to organize and logically present information, test-taking skills, understanding, judgment, and professional behavior.  When a student is not performing adequately, the Committee will consider all relevant information.  Students may be brought to the attention of the Committee on Academic Promotions through the Academic Progress Committees or through the Dean for Medical Education and their designees. Ultimately, it is within the Committee’s discretion to determine whether the student is permitted to continue at the school and whether any remediation of course work should be permitted or required.  The Committee on Academic Promotions may consider the status of any student at any time, even if the academic record is satisfactory. The Committee may, for reasons including but not limited to improper conduct, recommend to the Dean for Medical Education that a student be dismissed from the Pritzker School of Medicine.
  1. The Financial Aid Committee reviews and monitors the qualitative and quantitative assessment of performance for each student given by the faculty in all courses for which the student has enrolled. A student who does not satisfactorily complete all course requirements may be permitted to remediate. In this case, a student is assigned a plan and schedule by the Committee on Academic Promotions. This plan deviates from the norm and will require the student to achieve a satisfactory qualitative assessment in all enrolled courses for one academic year. Throughout this period, they will be on financial aid remediation. A student in this status must achieve remediation on the schedule outlined by the Committee on Academic Promotions.
  1. The normal timeframe for completion of required course work for the MD degree is four academic years. Due to academic or personal difficulties, a student may require additional time. In such situations a schedule may be established for the student that departs from the norm and that may require repeating a year of study. To be considered to be making Satisfactory Academic Progress for financial aid eligibility, the student must complete the first two years of the curriculum by the end of the third year after initial enrollment. The maximum time permitted for financial aid eligibility for the MD completion is six years.
  1. Departmental Grievances: Grades, Evaluations, Departmental Remediation Requirements: Grievances of an academic nature should first be brought to the attention of the appropriate course director. The course director and student may work to resolve the grievance at this point. If the grievance involves the course director personally or if the student remains dissatisfied, the complaint should be brought, in writing, to the department chairman. If the course director and the department chairman are the same person, or if the student remains dissatisfied, the grievance should be brought, in writing, to the Dean for Medical Education. The student must present the written grievance to the department or Dean for Medical Education, within four weeks (20 working days) of the incident or receipt of the course grade or evaluation. In the departmental grievance, the department chairman conducts the review, consulting as appropriate with other faculty and staff, and informs the student and the Dean’s Office, in writing, of the department’s decision regarding the grievance. The department should strive to reach a decision within three weeks (15 working days) of receipt of the written grievance. If the issue cannot be resolved at the departmental level, the Dean for Medical Education will review the department’s decision, and if considered to be appropriate, may institute a review mechanism through the appointment of an Ad Hoc Committee. This committee will function in the same manner as an Academic Appeal Committee, below.
  1. Committee on Academic Promotions Grievances: Appeal of Decision of Committee on Academic Promotions: For those grievances that relate to decisions of an academic nature or relate to decisions of the Committee on Academic Promotions, the following procedural guidelines pertain:
    1.  A student appealing any academic decision beyond the departmental level, including decisions of the Committee on Academic Promotions must make the request, in writing, to the Dean for Medical Education within three (3) weeks of the receipt of the written notification of the decision. The request should include the basis for the appeal, as well as any relevant new information.  Upon receipt of the written request, the Dean will be required to constitute an Academic Appeal Committee which consists of the following:
      •  a.  A minimum of five senior faculty members including department chairs, committee chairs or section chiefs, and/or other senior faculty, preferably none of whom have been directly involved in the student’s educational program.
      •  b.  The medical student initiating the appeal may request that another medical student be added to the Committee; however, that student member must be an upperclassman. This individual will be chosen to serve by the Dean for Medical Education.
      •  c.  The Dean for Medical Education (non-voting) and/or their designee.
    2. The Academic Appeal Committee shall consider all pertinent materials, including any new information, and determine whether the Committee on Academic Promotions has rendered the appropriate decision. The appeal committee is not a legal proceeding and does not follow the procedures of a court of law.
    3. The Academic Appeal Committee may request that the student appear before the committee to answer questions or to present any new relevant information. The student may also request to appear before the committee to present new information, although it is the prerogative of the committee to grant or deny such a request by the student. When and if the student appears before the Academic Appeal Committee, the student shall be allowed to select an advisor for assistance. If an advisor is to be present, the student must notify the Dean for Medical Education at the time a request for appeal is made. The advisor may not participate in the presentation or discussion.
    4. The Dean for Medical Education shall convene the Academic Appeal Committee and commence the procedure. The Committee will provide a report with its recommendations to the Dean of the Division.
    5. The Academic Appeal Committee will review all pertinent material in the academic file of the student, including the letter of review and any additional supporting documentation that has been procured for the purpose of the hearing. The student shall have the right to inspect these documents. The procedure to be followed for the hearing will be:
      •  a. The Dean for Medical Education or their designee will review the guidelines around which the Committee is to function and to clarify any aspects that are unclear to members of the Committee, including the directive that the Committee on Academic Promotions’ decision is entitled to deference.
      •  b. The Dean for Medical Education or their designee will present information from the Committee on Academic Promotions that led to the decision being contested by the student.
      •  c. New information from the student may be considered, at the discretion of the Academic Appeal Committee, but not if it could have been presented to the Committee on Academic Promotions at the time of its decision.
      •  d. If so decided by the Academic Appeal Committee, the student may be requested or permitted to appear before the committee. The student will leave the meeting at the conclusion of their presentation and after the committee’s questions, if any, have been answered.
      •  e. The Academic Appeal Committee will be free to discuss the case in closed session.
      •  f. The Committee shall communicate a summary report of the proceedings, including the recommendation(s) of the Academic Appeal Committee to the Dean for Medical Education, who in turn will forward a final recommendation to the Dean of the Biological Sciences Division for approval.
      •  g. The Dean of the Division of Biological Sciences will review the recommendations, make a final decision, and communicate with the student in question following the hearing. In the case of a dismissal, the Dean decides whether to uphold the recommendation or to select another alternative; either a notation of the dismissal is entered on the student’s official University transcript, or a letter detailing the conditions of retention is sent to the student. The decision of the Dean is final.

For more information, please review the full policy here.

Overview

Student assignments for required courses/clerkships in the clinical phase of the curriculum is done by a lottery for all required rotations in the third and fourth year. Every spring, rising third year and fourth year medical students participate in the lottery to select and rank desired courses and clerkships for the upcoming year. The lottery assigns a random number to each student, collects ranking requests and processes the requests in the order of the students’ randomly assigned number.  Lottery Website: lottery.bsd.uchicago.edu. Students with adequate rationale may formally request an alternative assignment related to courses and/or clerkships. This can be granted when circumstances allow and adequate rationale is provided.

Related LCME Standards:

  • 10.9 Student Assignment

Principles

  1. Students are assigned to clinical rotations, clerkships and courses through the Pritzker School of Medicine’s Registrar’s Office. The geographic location of the rotation is determined by the department in which the rotation takes place.
  2. MS3: There are 24 Clerkship Pathways from which to rank. All 24 pathways must be ranked, as the program will not accept partial rankings. After results are posted, students may swap pathways. Swaps must be reported by both students via email to the Pritzker School of Medicine’s Registrar.
  3. MS4: The lottery will run in two enrollment phases. Phase One: required courses, missing MS3 clerkships and MS4 selectives will be assigned according to a match of preferences and available courses. Phase Two provides students a second opportunity to select Basic Science and Sub-I courses that may not have been received in Phase One. 
  4. Prior to releasing final schedules, students have the opportunity to trade electives on a one for one basis or to drop a selective altogether. All swaps must be reported by both students via email to the Pritzker School of Medicine’s Registrar. All unfilled electives and basic science selectives from Phase One will be available in Phase Two of the Lottery.

Policy

  1. Location assignments are handled by the Course or Clerkship Director. Requests of alternative assignments must be according to the Course or Clerkship Director’s guidelines and will only be accommodated if circumstances allow.
  2. Selectives, Electives and Sub-I course registration is determined via Lottery and via AIS. Modification of schedules must be done according to the Pritzker School of Medicine’s Registrar.
  3. Requests for alternative assignments must be according to course guidelines and students with appropriate rationale may request alternative assignments directly with individual departments.
  4. Students are not provided the opportunity to negotiate with their peers to switch assignments after determinations have been made. Students must only contact individual clerkship administration and leadership for all changes.

Procedures

  1. Students can swap schedules or electives/selectives prior to deadline. Both students must email Pritzker School of Medicine’s Registrar.
  2. Clerkship Directors will poll students prior to the rotation regarding scheduling preferences. When students submit their schedule requests, they should note times that they would like to be away, such as time for research meetings or personal events.
  3. Clerkship Directors will notify students at least a month in advance if their assignments will require them to live away from home.
  4. Clerkship Directors will release details of students’ assignments as soon as they are complete in order to help students prepare for their rotations. Students should not request changes upon reviewing their schedules, and requests for changes should be discussed during the clerkship orientation. Requests for alternative assignments will only be honored if there is an appropriate rationale and circumstances allow for it.
  5. Students will be excused from required educational experiences, both classroom and clinical, to schedule all necessary and needed care. (See: Policy on Attendance and Participation)
  6. It is not possible for clerkships to provide individual call schedules to students prior to orientation.

 For more information, please review the full policy here.

Overview

The Pritzker School of Medicine has a duty hour policy in place that protects the medical student from overwork and exhaustion, and allows the student time for rest, study and recreation.

Related LCME Standards:

  • 8.8 Monitoring Student Time

Principles

  1. Medical student’s duty hours during clerkships or clinical electives should not violate the duty hour policy, which should allow students adequate time for study and rest in addition to their clinical duties.
  2. Required clerkships and clinical electives should provide medical students with an engaging and compassionate educational experience while also ensuring patient safety and student wellbeing.
  3. Required clerkship and clinical elective course objectives and learning outcomes should be eligible for completion within the regularly allocated schedule of the course.
  4. The clerkship or clinical elective must ensure medical students are supervised in the clinical setting by various providers including faculty, house-staff (residents and/or fellows) and other inter-professional providers who are acting within their scope of clinical practice.
  5. Duty hour guidelines are flexible depending on site variation, but must adhere to the policy which states medical students should have adequate time for study and rest in addition to their clinical duties.

Policy

Medical student learning during the third year comes from many sources, which include, but are not limited to, clinical interactions with patients and the health care team, didactic sessions from lecturers and preceptors, and individual reading.  Moreover, in addition to clinical activities and duties that medical students may perform, students have the responsibility of taking exams, creating presentations, and engaging in self-directed learning. Thus, students must have adequate time to integrate clinical knowledge through self-directed learning.

  1. When third year students are engaged in clinical work that involves call, students should be dismissed by midnight. In order for students to meet this 12 a.m. deadline, residents should not assign new patients to students after 10 p.m. These deadlines are intended to give students enough time to finish write ups, discuss patients with their resident, read about their patients, and leave remaining time for an adequate amount of sleep for the next day’s learning activities. These recommendations do not apply to:
    • Students on shift assignments.
    • Surgical rotations (including gynecologic surgery) in which overnight call and participation in urgent or emergent situations are of educational value. In these settings, students should be dismissed after morning duties are completed.
  2. It is recommended that students have one day free of clinical responsibility per week, averaged over one month, in order to study. Clerkship directors should stipulate the rules for their individual clerkship in their orientation material.
    • These days off may include any weekend days that are free of clinical activity, e.g. students on ambulatory rotations with weekends off will not receive additional week days free of clinical duties.
    • Students are expected to attend all required rotation specific non-clinical activities (including but not limited to didactics, small group sessions and preceptor groups) even if that formal educational experience falls on a student’s day free of clinical duties.
  3. Specific daily work schedules will vary by clerkship, and are most appropriately determined by the clerkship director.
  4. The guidelines above do not apply to fourth year medical students. For fourth year students on sub-internships, ACGME duty hour guidelines are appropriate.

Procedures

  1. Medical student duty hour policies will be communicated both in writing and verbally to all students, clerkship and clinical elective directors by the Pritzker School of Medicine’s Dean for Medical Education, Executive Director of Medical Education and/or responsible staff.
  2. The Dean for Medical Education is responsible for communicating pertinent and critical policies to the faculty, graduate medical education trainees and inter-professional providers on a bi-annual basis to establish expectations for duty hours of medical students.
  3. Students in violation of duty hour guidelines should immediately contact the clerkship or clinical elective director and are encouraged to report the violation on the end of clerkship evaluation form via MedHub.

 For more information, please review the full policy here.

Learn more about our Student Treatment policies.

Overview

Pritzker School of Medicine students who believe their final grade does not properly align with their performance in a course, elective or clerkship should request a grade clarification from the course director. If the results of the clarification are unsatisfactory, the student may appeal the grade.

Related LCME Standards:

  • 11.6 Student Access to Educational Records

Principles

  1. Pritzker School of Medicine students may review their academic record and have the right to ask for a grade clarification in any course or clerkship. Students are also afforded the right to a timely response from the course or clerkship director in regards to a grade clarification.
  2. Pritzker School of Medicine students may appeal a grade after a grade clarification by the course or clerkship director. A final grade appeal is considered an academic grievance.
  3. Academic grievances trigger a chain of review process that may ultimately end with a decision by the Dean of the Division of Biological Sciences.

Policy

  1. Grievances of an academic nature should first be brought to the attention of the appropriate course director. The course director and student may work to resolve the grievance at this point.
  2. Responsibility for reviewing all course requirements falls upon the student, and should be thoroughly reviewed prior to initiating a grade clarification.
  3. Once a grade clarification is initiated by a student, course directors must respond directly to the student by email or meeting in-person, and explain the rationale for the grade given.

Appeal Procedure

  1. If the grievance involves the course director personally, or if the student remains dissatisfied, the complaint should be brought, in writing, to the department chairman. If the course director and the department chairman are the same person, of if the student remains dissatisfied, the grievance should be brought, in writing, to the Dean for Medical Education. The student must present the written grievance to the department or Dean for Medical Education within four weeks (20 working days) of the incident or receipt of the course grade or evaluation.
  2. In the departmental grievance, the department chairman conducts the review, consulting as appropriate with other faculty and staff, and informs the student and the Dean’s Office, in writing, of the department’s decision regarding the grievance. The department should strive to reach a decision within three weeks (15 working days) of receipt of the written grievance.
  3. If the issue cannot be resolved at the departmental level, the Dean for Medical Education will review the department’s decision, and if considered to be appropriate, may institute a review mechanism through the appointment of an Ad Hoc Committee. This committee will function in the same manner as an Academic Appeal Committee, below.
  4. Committee on Academic Promotions Grievance, Appeal of Decision of Committee on Academic Promotions: For those grievances that relate to decisions of an academic nature to relate to decisions of the Committee on Academic Promotions, the following procedural guidelines pertain:
  5. A student appealing any academic decision beyond the departmental level, including decisions of the Committee on Academic Promotions must make the request, in writing, to the Dean for Medical Education within three weeks of the receipt of the written notification of the decision. The request should include the basis for the appeal, as well as any relevant new information. Upon receipt of the written request, the Dean will be required to constitute an Academic Appeal Committee which consists of the following:
    • A minimum of five senior faculty members including department chairs, committee chairs or section chiefs, and/or other senior faculty, preferably none of whom have been directly involved in the student’s educational program
    • The medical student initiating the appeal may request that another medical student be added to the committee, however, that student member must be an upperclassman. This individual will be chosen to serve by the Dean for Medical Education
    • The Dean for Medical Education (non-voting) and/or their designee
  6. The Academic Appeal Committee shall consider all pertinent materials, including any new information, and determine whether the Committee on Academic Promotions has rendered the appropriate decision. The appeal committee is not a legal proceeding and does not follow the procedures of a court of law.
  7. The Academic Appeal Committee may request that the student appear before the committee to answer questions or to present any new relevant information. The student may also request to appear before the committee to present new information, although it is the prerogative of the committee to grant or deny such a request by the student. When and if the student appears before the Academic Appeal Committee, the student shall be allowed to select an advisor for assistance. If an advisor is to be present, the student must notify the Dean for Medical Education at the time a request for appeal is made. The advisor may not participate in the presentation or discussion.
  8. The Dean for Medical Education shall convene the Academic Appeal Committee and commence the procedure. The Committee will provide a report with its recommendations to the Dean of the Division.
  9. The Academic Appeal Committee will review all pertinent material in the academic file of the student, including the letter of review and any additional supporting documentation that has been procured for the purpose of the hearing. The student shall have the right to inspect these documents. The procedure to be followed for the hearing will be:
    • The Dean for Medical Education or their designee will review the guidelines around which the Committee is to function and to clarify any aspects that are unclear to members of the Committee, including the directive that the Committee on Academic Promotions’ decision is entitled to deference.
    • The Dean for Medical Education or their designee will present information from the Committee on Academic Promotions that led to the decision being contested by the student.
    • New information from the student may be considered, at the discretion of the Academic Appeal Committee, but not if it could have been presented to the Committee on Academic Promotions at the time of its decision.
    • If so decided by the Academic Appeal Committee, the student may be requested or permitted to appear before the committee. The student will leave the meeting at the conclusion of their presentation and after the committee’s questions, if any, have been answered.
    • The Academic Appeal Committee will be free to discuss the case in closed session.
    • The Committee shall communicate a summary report of the proceedings, including the recommendation(s) of the Academic Appeal Committee to the Dean for Medical Education, who in turn will forward a final recommendation to the Dean of the Biological Sciences Division for approval.
    • The Dean of the Biological Sciences Division will review the recommendations, make a final decision, and communicate with the student in question following the hearing. In the case of a dismissal, the Dean decides whether to uphold the recommendation or to select another alternative; either a notation of the dismissal is entered on the student’s official University transcript, or a letter detailing the conditions of retention is sent to the student. The decision of the Dean is final.

 For more information, please review the full policy here.