Academic Rules Medicine

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Admission Requirements

General Requirements

All applicants must have completed a minimum of 90 semester hours of course work, at the time of application, in an accredited in a U.S. or Canadian or United Kingdom college or university.
Applicants who are not U.S. citizens or permanent residents of the U.S. are eligible to apply provided they have completed at least 90 semester hours of coursework, at the time of application, in a U.S. or Canadian college or university.
We strongly prefer a bachelor’s degree from those that have attended college in the U.S.
Admissions Policies and Procedures (PDF)

Course Recommendations

The University of Virginia School of Medicine no longer has required pre-requisite courses
We have no science or humanities requirements. However, it is recommended that students consider courses in Cell Biology, Biochemistry, Human Behavior and Statistics as students find these courses to be helpful during medical school.
MCAT Requirements:
The Medical College Admission Test (MCAT) is required of all applicants. We will accept the current version of the MCAT and the future version of the MCAT.  We will not give preference to either.  All applicants must present scores from tests taken no later than September 30th of the year prior to matriculation, and no earlier than April 1st of the three years prior to matriculation.
Information regarding the MCAT and registration materials are available from premedical advisors or from MCAT Registration, phone: (202) 828-0690, http://www.aamc.org/.

Technical Standards

All matriculants and current students (“Candidates”) must possess the physical, cognitive, emotional and interpersonal capabilities necessary to complete the medical education program and to provide highly effective patient care within the medical education program. These capabilities are called Technical Standards, the essential functions that all medical students must demonstrate to meet the requirements of a general medical education. Candidates whether for admission, academic promotion, or graduation must meet these Technical Standards, with or without reasonable accommodation.
See for details of these capabilities.
These technical standards are predicated on the school’s learning objectives that are considered essential for completion of the M.D. degree. They have been approved by the Curriculum Committee and the Dean of the School of Medicine.

Criminal Background Check Requirement

If legal or criminal proceedings are filed against you prior to matriculation, or if you are the recipient of any institutional disciplinary action, it is your responsibility to inform the Admissions Office immediately. Additionally, all students must undergo a mandatory criminal background check as a condition of acceptance to the School of Medicine. See the full Criminal Background Check Policy here.

Academic and Professional Advancement

Objective:  The purpose of this policy is to promote student academic achievement, maintain academic and professional standards (knowledge, skills, attitudes and behaviors) and achieve fairness and consistency in decisions regarding students with academic or professional deficiencies.  It is the policy of the School of Medicine to give every qualified and committed student the opportunity to graduate; however, the School reserves the right, in its sole and absolute discretion, to make judgments about who has or has not demonstrated the necessary qualifications to earn the M.D. degree and to practice medicine competently.

Outline of Policy:  All academic deficiencies, patterns of unprofessional behavior and egregious violations of professionalism will be presented to the Academic Standards and Achievement Committee (ASAC) that acts on behalf of the faculty of the School of Medicine.  This policy specifies how ASAC will deal with student academic deficiencies in courses, clerkships, electives, the end of clerkship Clinical Performance Examination (CPX) and with failures on the United States Medical Licensing Examination (USMLE) Step 1 and Step 2 examinations, including compliance with the Standards for Academic Standing (see end of this document).

Definition of Academic Failure:  The courses in the Phase 1 pre-clerkship, the three-week Intersession course in Phase 2 clerkships, and the courses and electives in the Phase 3 post-clerkship of the Next Generation Curriculum are graded as pass/fail (P/F); any F constitutes a failure.  The Phase 2 clerkships are graded with letter grades (A, B, C or F).  With the exception of the Patient-Student Partnership Course, a score of 70% or higher is required for successful completion of each course and clerkship.  A score lower than 70% constitutes an F; each F constitutes a failure and is documented on the official transcript and the Medical Student Performance Evaluation (MSPE).  The Patient-Student Partnership Course requires a score of 80% or higher to pass.  Failure to achieve an 80% in this course constitutes a failure and would likewise be documented on the official transcript and the MSPE.

Professionalism:  Professional attitudes and behaviors are components of the 12 Competencies Required of the Contemporary Physician that enable the independent performance of the responsibilities of a physician and therefore are a requirement for the successful award of the degree of Doctor of Medicine.  The School of Medicine’s Professionalism Expectations (https://med.virginia.edu/ume-curriculum/ume-md-curriculum/throughout-all-four-years/ )

establish general standards applicable to all students in the School of Medicine.  However, it is the responsibility of the faculty and the ASAC, as appropriate, to interpret and apply the general Professionalism Expectations to specific situations when concerns are raised about student performance or behaviors.

Evaluation of professional attitudes and behaviors is an integral part of a student’s assessment and generally is accomplished through observation and feedback to students through course/clerkship assessments of student performance. Praise/Concern Cards and written narratives are assessment tools used to describe behaviors in areas of altruism; honesty and integrity; caring, compassion and communication; respect for others; respect for differences; responsibility and accountability; excellence and scholarship; leadership and knowledge and other skills related to professionalism.  These professional attitudes and behaviors are monitored and recorded throughout undergraduate medical education.

Any breach of professionalism resulting in a recorded observation, e.g., Professionalism Concern Card, letter, written report, etc., must be addressed with the student by their college dean and documentation of the discussion must be recorded. If a student receives three or more written observations of concern or is reported for two breaches of the Health Insurance Portability and Accountability Act (HIPAA), or is cited for a single violation of the Digital Learning Environment and Educational Materials Policy (https://med.virginia.edu/policies/digital-learning-environment-and-educational-materials/) or a single egregious breach of professionalism, notice will be sent to ASAC for review. Egregious behaviors, such as but not limited to assault on or threat to a patient, patient’s family member, student, GME trainee or faculty member, conduct that may constitute a felony, etc., regardless of whether criminal prosecutions are initiated or pursued, will be referred immediately to ASAC, irrespective of whether previous observations of concern exist, with the recommendation for dismissal from school.  A student identified as having a pattern of unprofessional behavior may be directed to further counseling and /or to supportive remediation and/or placed on academic warning or academic probation (as defined below), or if the professional violations are severe, a student may be dismissed from school even if they have passing grades in all courses. ASAC will assess the severity of the problem, the management and the consequences, including possibly reporting the behaviors in the student’s Medical Student Performance Evaluation (MSPE).

Medical Scientist Training Program Students:

Decisions regarding academic deficiencies of MSTP students during their MD coursework are governed by the ASAC.  Final decisions regarding academic deficiencies of MSTP students during their doctoral coursework are determined by the ASAC, but the decision is weighted heavily upon the recommendation of the BIMS Academic Progress and Achievement Committee (BAPAC), which acts as a subcommittee to the ASAC with respect to MSTP students. The BAPAC serves as an institutional oversight committee with representation from all Biomedical Sciences (BIMS)-affiliated degree-granting programs to ensure that individual programs have followed their processes regarding remediation and dismissal for academic deficiencies, ensuring due process for students. The BAPAC assesses whether the policies have been followed and assures fairness and consistency across the interdisciplinary programs comprising BIMS.   See individual BIMS-affiliated PhD program standards and “BAPAC Operating Procedures” at http://bims.virginia.edu/bims-committee-membership/bims-academic-progress-and-achievement-committee/.

Reports of an MSTP student’s unprofessional, unethical, or illegal activities or behaviors are reviewed and acted upon by the ASAC.

MD/Public Health Sciences Dual Degree Students:

Decisions regarding academic deficiencies of PHS graduate students during their MD coursework are governed by the ASAC.  Final decisions regarding academic deficiencies of PHS graduate students during their PHS coursework are determined by the ASAC, but the decision is weighted heavily upon the recommendation of the PHS Academic Promotion and Achievement Committee (PHS APAC), which acts as a subcommittee to the ASAC with respect to PHS graduate students. See SOM Bylaws, Section 8, Standing Committees, PHS Academic Promotion and Achievement Committee, (https://med.virginia.edu/policies/by-laws/ ).

Reports of a MD/PHS graduate student’s unprofessional, unethical, or illegal activities or behaviors are reviewed and acted upon by the ASAC.

Grading during Phase 1 (Pre-clerkship):  The pre-clerkship phase of the Next Generation Curriculum comprises the first three semesters of the educational program.  This phase consists of ten graded courses, each assigned a pass/fail grade at the end of the course: 

1. Integrated Systems I (first semester)
2. Integrated Systems II (second semester)
3. Integrated Systems III (third semester)
4. Foundations of Clinical Medicine 1-A (FCM 1-A)
5. Foundations of Clinical Medicine 1-B (FCM 1-B)
6. Foundations of Clinical Medicine 1-C (FCM 1-C)
7. Patient Student Partnership 1-A (PSP 1-A)
8. Patient Student Partnership 1-B (PSP 1-B)
9. Patient Student Partnership 1-C (PSP 1-C)
10. Social Issues in Medicine (SIM) (either semester one or two during the first year). 

Integrated Systems I consists of the following course components or “systems”: Cells to Society, Foundations of Medicine (FoM), Microbes & the Immune System (MIS), and Cells, Blood and Cancer (CBC).  Integrated Systems II consists of the following course components: Musculoskeletal Integument System (MSI), Gastrointestinal System (GI) and Mind, Brain and Behavior (MBB).  Integrated Systems III consists of the following course components: Cardiovascular System (CV), Pulmonary System (Pulm), Renal System, Endocrine-Reproductive System (Endo-Repro) and Classroom to Clinics (C2C).  In order to receive a passing grade for an integrated system course, a student must have an average score for all systems of 70% or above.

Patient Student Partnership 1 (three courses) runs in tandem with Foundations of Clinical Medicine 1 and introduces students to a longitudinal patient experience. Performance is assessed in at each semester by a P/F grade.  Students must achieve an 80% or greater on the requirements for this course in order to pass.

In order to progress to the third semester of the curriculum, a student must have achieved an average score of 70% or higher on Integrated Systems I and Integrated Systems II and have received a P for FCM-1A and 1B, PSP-1A and 1B, as well as Social Issues in Medicine.  Failure to meet any one of these criteria will result in a referral to ASAC for review and action.  Any requirement for remediation must be completed prior to the beginning of the third semester.

Successful completion of the third semester requires an average score of 70% or higher in the Integrated Systems III course, and a grade of P in FCM-1C and PSP-1C.  Failure to meet any one of these criteria will result in a referral to the ASAC for review and action. 

Interim Assessments:  Interim assessments are any quiz, TBL, or assignment that count for less than or equal to 8% of the overall system or course component.  Anything 8% or less of the system or course component total score will not be remediated.

Summative Examinations:  A passing score on a summative examination within a course is 70%. Students achieving less than 70% on a summative assessment will be referred to ASAC with the recommendation from the respective system leader for remediation.  If the student is in good standing professionally, has done well formatively, and has no other academic deficiencies, ASAC generally will allow the student to take a reexamination.  The reexamination score, will be the average of the two exams, not to exceed 75%.   If the summative examination is failed the second time with a score lower than 70%, ASAC will review the student’s performance again and decide either to allow the student to make a third attempt at a reexamination or repeat the course.  The final decision regarding reexamination rests with ASAC.  Failure to pass a summative on the third attempt constitutes a failure of the system and therefore failure of the course. Any approved summative reexaminations must be taken according to the approved make-up schedule for the current academic year at the next available examination time as determined by ASAC. Students can retake only one Summative exam on a scheduled re-examination day. A student failing 5 total summative examinations in the pre-clerkship phase of the curriculum will be referred to ASAC and will be considered for dismissal. A student who does not take an examination and who does not have an excused absence, will receive a professionalism concern card and a referral to ASAC.

Given extenuating circumstances and with approval by their college dean, a student may delay the taking of a Summative Examination.  The exam may not be taken prior to the scheduled date and time and a student forfeits the right to challenge examination items to avoid delaying the post exam review process.

With regard to anatomy practical examinations, a score of 70% or higher is passing.  Individual anatomy practical exam scores factor into the respective organ system grades, e.g., an anatomy practical examination score in MSI factors into the MSI grade and an MBB anatomy practical exam score factors into the MBB grade.  Anatomy practical examinations also are graded as a thread across the Integrated System in which they occur, i.e., Integrated Systems II or III.  A cumulative score of 70% or higher across the anatomy thread in Integrated Systems II and III is required to progress to the clerkship phase of the curriculum.  Students achieving a cumulative anatomy score of less than 70% for Integrated Systems II (consisting of anatomy practical examinations from MSI, GI and MBB) or Integrated System III (consisting of anatomy practical examinations from CV, Pulmonary, Renal and Endo-Repro) will be referred to ASAC and require remediation.  Any remediation required by ASAC will include all anatomy from the semester failed, and the format for reexamination will be at the discretion of the anatomy director.  Reexamination must occur by the end of the semester break immediately following the course in which the failure occurred.  With approval of the Anatomy Director, remediation may occur during spring break, early summer break or fall break.

One component of assessment in FCM-1 is OSCEs.  Students must achieve a passing grade on the OSCEs in FCM to pass the FCM course.  A passing grade on the FCM-1B OSCE is required to pass FCM-1B and to progress to the third semester.  A passing grade on the FCM-1C OSCE is required to pass FCM-1C and begin Phase 2.  A failure on the FCM 1 B or 1C OSCE is referred to ASAC for review and action.  Typically, ASAC allows a student in good standing to remediate and retest.  A second failure of the FCM OSCEs results in an F in the corresponding course and the student will be referred to ASAC for review and action. The FCM-1B OSCE must be passed prior to starting the third semester and the FCM-1C OSCE must be passed prior to starting Phase 2. Students who have failed an OSCE examination are required to participate in OSCE remediation sessions as a condition of their reexamination.

Promotion to Phase 2 (Clerkships):  Students who achieve a passing grade in Integrated Systems I, Integrated Systems II, Integrated Systems III, FCM-1A-B-C, PSP-1A-B-C, SIM, and have achieved a passing grade in the Transitions Course may progress to Phase 2. 

Remediation of Academic Deficiencies in Phase 2 (Clerkships):  A passing cumulative numerical score of 70% must be achieved in order to pass a clerkship.  The score achieved correlates to an assigned letter grade of A+, A, A-, B+, B, B-, C+, C or C-.  Earning a cumulative score of less than 70% constitutes a failure and automatic referral to ASAC, and also requires repeating the clerkship and all its requirements.  Even if a student numerically achieves a passing score of 70%, the Clerkship Director may decline to pass a student based upon poor clinical performance and/or concerning issues of professionalism.  In this circumstance, the clerkship director will make a recommendation to ASAC regarding their concerns with appropriate documentation.  If failure is upheld by ASAC, remediation likely will include repeating the clerkship.  When a clerkship requires repeating it will be noted in the MSPE, and the student’s transcript will show two enrollments in the same course with two separately determined and reported grades.

Intersession is a required three-week course graded as P/F at the completion of the final week of the course. Students must achieve a 70% on assignments to pass the course.  Earning a cumulative score of less than 70% constitutes a failure and an automatic referral to ASAC.  Remediation of a failure in this course is required and would be arranged with the course directors and occur after completion of the Phase 2 curriculum. 

USMLE Subject Examinations in Phase 2 (Clerkships):  A passing score on each subject (shelf) examination will be set by the annual recommended passing score determined by the National Board of Medical Examiners.  Not achieving this score constitutes a failure of the examination and therefore a deficiency for the clerkship.  The student will be assigned an Incomplete on their transcript until the deficiency is removed when the examination is passed.  Students who do not achieve a passing score on a shelf examination will be referred to ASAC with the recommendation from the clerkship director for appropriate remediation.  Generally, if the student performed well clinically and is in good standing professionally, the student would be able to take a reexamination unless the score on the subject examination is so low that removing the deficiency still will result in a failure of the clerkship.  The reexamination grade, if passing, will remove the deficiency from the course; however, the initial score is the only one that will be factored into the final clerkship grade. The final grade then will replace the Incomplete on the transcript.   A second failure of the shelf exam will be referred to ASAC for review and action.  Should ASAC permit the student to take the shelf examination a third time and the student passes, the clerkship deficiency will be satisfied; however, the first score is still the only one calculated into the clerkship grade.  Failure to pass a shelf examination on the third attempt constitutes a failure of the clerkship and will be referred to ASAC for review and action.  If approved, shelf reexaminations will occur at the completion of the student’s third year.  By special arrangement with the clerkship director, a shelf re-examination may be scheduled during breaks between clerkship blocks or at the Thanksgiving break.  Upon the timing of the clerkship with the deficiency, a student with an outstanding deficiency in a single clerkship may be allowed to continue into the Phase 3 portion of the curriculum but will not be allowed to take an elective in the discipline of the clerkship deficiency until the deficiency has been remediated.  If a student fails shelf examinations in three different clerkships, the student will be referred to ASAC for review and, unless there are mitigating circumstances, will be considered for dismissal from school.

Numerical or Narrative Grading Challenge in Phase 2 (Clerkships):  If a student wishes to challenge the numerical calculation of their grade or the contents of the summary narrative written about them in a course or a clerkship, the request must be made to the course director or clerkship director within 4 weeks of the assignment of that grade. The student will need to meet to discuss their concerns with the course or clerkship director. If this does not resolve the issue, the student has the right to appeal in writing to the Associate Dean for Curriculum.  The decision of the Associate Dean for Curriculum will be final.  

Foundations of Clinical Medicine-2 is an extension of the FCM curriculum.  It runs in tandem with the Phase 2 and is a Pass or Fail course.    A requirement of this course is successful passing of the Clinical Performance Examination (CPX) exam to be taken at the end of the clerkship year. Students failing the CPX are referred to ASAC and should review their performance and address their deficiencies prior to retaking the examination.  Students who have failed the CPX examination are required to participate in CPX remediation sessions as a condition of their reexamination.

Remediation of Academic Deficiencies in Required Courses of Phase 3 (Post-clerkship): Beginning in January 2022 there will be 6 required courses in the Phase 3 Curriculum: Bedside to Community (B2C); an Advanced Clinical Elective (ACE); the Emergency Medicine Course (EM), an Intensive Care Medicine Course (ICM), the Internship Readiness Course and Foundations of Clinical Medicine-3 (FCM-3).   The ACE, the EM Course, and the ICM Course are 4-week required experiences that are graded Pass/Fail. B2C and the Internship Readiness Course are required 2- week courses of the post-clerkship year that are graded Pass/Fail.  FCM-3 runs throughout Phase 3 and is a Pass/Fail course.  Students must achieve a passing grade in all 6 of these courses to receive credit.  Remediation of a deficiency in these courses is required. 

Remediation of a deficiency in an elective is not required, however the student will not receive credit toward the MD degree for that elective.  A student must meet the elective credit requirements in order to fulfill graduation requirements. Failures in the Phase 3 curriculum will be referred to ASAC to determine the plan for remediation.

Entrustable Professional Activities (EPAs):
The UVA Entrustable Professional Activity (EPA) Program is a longitudinal, integrated component of the curriculum in which learners are assessed through direct observation during authentic patient encounters.  EPAs are clinical tasks outlined by the Core Entrustable Professional Activities for Entering Residency (https://www.aamc.org/media/20211/download).  Additional information about the program can be found at (https://med.virginia.edu/ume-curriculum/ume-md-curriculum/throughout-all-four-years/  or in the VMED system under EPA Program Resources in the Quick Links Section).
Although the data from EPA assessments do not contribute to course/clerkship/elective grades, EPA assessments are required components of the curriculum.  The specific requirements (number of EPA assessments) for each course/clerkship/elective is reviewed and approved by the Curriculum Committee. If a student fails to complete the required assessments, the EPA Leadership team will review the issue to consider submission of a Professionalism Concern card.   The Entrustment Committee aggregates data from EPA assessments to make a summative decision about students’ readiness to perform EPA tasks with specified levels of supervision at each of these stages.  If at any stage the Entrustment Committee has concerns about a student’s abilities to meet clinical performance expectations, they can refer the student to the Clinical Skills Enrichment Program for additional small group or individualized coaching.  If at the end of the clerkship phase, the Entrustment Committee has concerns about a student’s readiness to perform EPA tasks with indirect supervision, the Committee will make a recommendation to the Academic Standards and Achievement Committee (ASAC) that the student should engage in an enrichment elective, the Clinical Mastery Elective, prior to enrolling in an Advanced Clinical Elective. ASAC determines if a student is required to complete the elective. ​​

Incompletes and University Withdrawals:  An Incomplete may be assigned for a course or clerkship on a student’s transcript should an emergent situation, e.g., death of immediate family member, illness or accident, etc., arise after the student successfully has completed the majority of the requirements.  An Incomplete cannot be assigned as a grade when the student is failing the course or clerkship.  When the requirements have been completed, the Incomplete will be removed and replaced by the course or clerkship grade. An Incomplete grade will become an F one year after it is issued if not remediated.   Grades that become an F after one year will not be changed after remediation.

Should a student need extended time off from medical school, interrupting a course or clerkship, the student must request a leave of absence or withdrawal per School of Medicine Leave of Absence, Withdrawal, Readmission Policy (https://med.virginia.edu/policies/leave-of-absence-withdrawal-and-readmission-policies/ ).  Any course or clerkship in progress will be graded as W.  If and when the student is readmitted from a withdrawal, ASAC will determine how much, if any, of the course or clerkship will need to be repeated.  The grade of W will remain on the student’s transcript.

Graduation:  In order to receive the recommendation from ASAC for graduation and conferral of the MD degree, a student must satisfy all academic and professionalism requirements with no outstanding deficiencies.  In addition, completion of EPA requirements, passing scores on the CPX, USMLE Step 1 and USMLE Step 2 Clinical Knowledge are required for graduation.

Steps 1 and 2 CK of United States Medical Licensing Examination (USMLE): 

Passing USMLE Step 1 and USMLE Step 2 CK is required for graduation. Students are allowed a total of three attempts to pass Step 1 and a total of three attempts to pass Step 2 CK.  Failure to pass either exam on the third attempt will result in the student’s dismissal from the School of Medicine, without recourse to the appeals process. For May graduation, passing both exams must be documented by May 1. 

Overall Time Limits:  All requirements for graduation, including passing USMLE Step 1 and Step 2 CK, must be completed within six years from the date the student matriculated in the School of Medicine.  For students in the MD/PhD dual degree program, graduation requirements must be completed within nine years; students in the MD/JD program must complete graduation requirements within eight years; for students in other dual degree programs graduation requirements must be completed within seven years. Exceptions to this policy are rare and must be approved by ASAC.

Testing Accommodations:   When testing accommodations have been granted to a student by the SOM, a student must share their desire to invoke that accommodation with the respective course or clerkship director at least two weeks prior to a formative/summative assessment in the pre-clerkship phase and at the time of orientation for clerkships.

Procedure for Handling a Deficiency or Failure:

• The Course, System or Clerkship Director notifies both the student and the School of Medicine Registrar/college dean of deficiency or failure.
• The student is withdrawn from clinical responsibilities (if applicable).
• The student is required to meet with their college dean.  At this meeting, the Policy on Academic and Professional Advancement is discussed and the student is notified of the next ASAC meeting.  The ASAC meetings usually occur monthly. In the pre-clerkship phase of the curriculum, a student who scores less than 70% on a summative assessment shall meet with the system leader and/or the Director of Academic Enhancement to discuss learning strategies to improve performance.
• The student shall be reviewed by ASAC.
• Students may submit a written statement, results of a drug test, results of a Counseling and Psychological Services (CAPS) screening or any other relevant data to ASAC and/or request to meet in person with ASAC.
• All students subject to dismissal or who may be required to repeat an academic period will be offered the opportunity to meet with ASAC. An academic period is defined as any course or clerkship for which a student receives an independent grade.
• ASAC reviews each student’s academic record, considers any other relevant information or data and recommendations from a Course or Clerkship Director, and determines remediation or other action based upon the Policy on Academic and Professional Advancement.
• The Chair of ASAC notifies the student in writing of the Committee’s decision.
• If applicable and approved, the Office of Student Affairs schedules the remediation required by ASAC in collaboration with Course or Clerkship Directors considering the make-up schedule for that academic year.
• In the cases where a student is asked to repeat a year, phase, or segment of the curriculum that will result in a delay in graduation from the School of Medicine, they can appeal the decision of ASAC following the Appeals Process described below. 
• ASAC decisions regarding promotion or graduation due to failure to pass USMLE Steps 1 or 2 CK or dismissal resulting from three failures cannot be appealed.
• The SOM registrar shall communicate with student, college dean and ASAC to confirm when deficiencies or examination failures have been remediated.

Academic Appeals Process:

• If ASAC requires a dismissal from the School of Medicine or repetition of an academic period, the notification to the student will provide the option of an appeal and a description of the appeals process. This option will not be granted to those students failing to pass Steps 1 or Step2 CK of the USMLE within three attempts for each exam.  The student may formally request that the Associate Dean for Student Affairs appoint an ad hoc Appeals Committee to review the decision of ASAC.  The student must file their appeal no later than 14 days from receipt of notification or lose the right to appeal.
• The three-person ad hoc Appeals Committee is drawn from a pool of 10 faculty members named by the Associate Dean for Student Affairs, none of whom are current members of ASAC. The student selects one member, the Senior Associate Dean for Education selects one member, and the Dean selects the third member (who chairs the ad hoc Appeals Committee).  The Assistant Dean for Medical Education serves as staff liaison, ex officio, without vote.
• The student is permitted to inspect their entire medical school file, including any material upon which the decision of ASAC was based.
• The student is permitted to have counsel, to submit affidavits and exhibits and to summon witnesses at the Appeals Committee hearing. Legal counsel may be present to provide advice, but legal counsel will not be permitted to participate actively in the presentation of testimony, examination/cross examination of witnesses or oral arguments.
• The Appeals Committee is to conduct a hearing as soon as possible (ordinarily within 14 days).  The Appeals Committee will provide the student with all the evidence against him or her, including the academic grades and written evaluations, and will base its decision upon the evidence presented at the hearing.  In its deliberations, the Appeals Committee must accord deference to the decision of ASAC. The Appeals Committee’s review shall be limited to: (a) compliance with the Policy on Academic and Professional Advancement and other applicable UME policies and procedures, and (b) whether there is sufficient evidence to support the decision of ASAC.  The Appeals Committee may uphold or reject the adverse action. However, before rejecting the adverse action, the Appeals Committee must conclude that: (a) there was a failure to follow the Policy on Academic and Professional Advancement and/or other applicable UME policies and procedures and that failure negatively affected ASAC’s decision, and/or (b) that there is not substantial evidence to support the decision.
• The Appeals Committee’s decision must be submitted to the student, the chair of ASAC, and to the Dean and/or the Dean’s designated chief academic officer within ten (10) calendar days of the close of the hearing and copied to the Office of Educational Affairs and the registrar. A written record of the proceedings will be sent to the Dean and/or the Dean’s designated chief academic officer.
• The decision of the Appeals Committee will be final.

General Operational Procedures: ASAC will schedule monthly meetings and will also meet on an as-needed basis (within 10 days of a report, e.g., egregious behavior) to address immediate issues. ASAC may be superseded by University policy or legal action.

Definitions of Academic Status:

A student may be placed on academic warning by ASAC during a specified period in which the student’s academic and/or professional deficiencies must be remediated or they will risk progression to academic probation.  An academic warning is not reflected on the MSPE.

A student may be placed on academic probation by ASAC during a specified period in which the student’s academic progress and/or professional behaviors are monitored closely with periodic required reviews by ASAC. The student remains enrolled during this time. The committee may appoint specific faculty to implement remediation and evaluate the student’s progress. If deficiencies or failures are not rectified according to the remediation plan set by ASAC within the specified period of time, the student is subject to dismissal from the University.  Academic probation is reflected on the MSPE.

Definitions of Academic Standing: 

A student is in good academic standing if the student makes satisfactory progress, defined as progressing at a pace of completion allowing the student to meet academic requirements to achieve the Doctor of Medicine degree within a six-year limit (150% of the program length) set from matriculation.

A student is not in good academic standing if making inadequate academic progress that threatens their ability to achieve the Doctor of Medicine degree within a six-year limit set from matriculation as determined by the Academic Standards and Achievement Committee.

The following are standards for each phase of the curriculum to determine whether or not students are maintaining Satisfactory Academic Progress (SAP).

Phase 1 Pre-clerkship :

A student is declared not in good academic standing if they have failures in any course or system that are not successfully remediated at the time of the first day of class, third semester.

A student is declared not in good academic standing if they have greater than 2 course Incompletes and/or Withdrawals and if the Incompletes or Withdrawals are not remedied at the time of the first day of class, third semester.

A student is declared not in good academic standing if they have failures in any course that are not successfully remediated at the time of the first day of period one of the clerkships.

A student is declared not in good academic standing if they have greater than 2 course Incompletes and/or Withdrawals and if the Incompletes or Withdrawals are not remedied at the time of the first day of period one of the clerkships.

Phase 2 Clerkships:

A student is declared not in good academic standing if they have greater than 2 failures, incompletes, and or withdrawals in any clerkships or the intersession course which have not been remediated prior to the beginning of the Phase 3 Curriculum.

The Phase 3, Post- Clerkship:

The student is declared not in good academic standing if not making adequate progress to achieve the Doctor of Medicine degree within the time limit set from matriculation.

The student is declared not in good academic standing if they fail two or more elective rotations or required Phase 3 courses.

Original Effective Date April 1, 2012.  Revised August 15, 2013; August 15, 2014; July 2015; November, 2015; July, 2016; June 2017; July 2018, June 2019, July 2020 and June 2021.

Academic Standards and Acheivement Committee Operating Procedure

The Academic Standards and Achievement Committee (ASAC) of the University of Virginia School of Medicine (UVA SOM) is charged with the responsibility of ensuring that each student in the School of Medicine masters the education program objectives.  These objectives include assuring that each student demonstrates the required level of academic accomplishment and the required level of professionalism as set forth in the Competencies Required of the Contemporary Physician (https://med.virginia.edu/ume-curriculum/curriculum/competencies-required-of-the-contemporary-physician/) in order to be promoted and to graduate with the degree of Doctor of Medicine.  As part of these competencies, students must develop the ability to understand the nature of and demonstrate professional and ethical behavior in the act of medical care. Among the attributes that go into making up these competencies are respect, responsibility and accountability, excellence and scholarship, honor and integrity, altruism, leadership, cultural competency, caring and compassion, and confidentiality. The UVA SOM Curriculum Committee establishes these educational and professionalism standards. The ASAC oversees, monitors and enforces these standards. Comprised of faculty in the School of Medicine, the majority of whom do not assign final grades to students, as well as student representatives, the role of ASAC is to promote students who meet the required standards, to recommend remedial action for those who do not meet the standards, and to suspend or to recommend dismissal of those students who are incapable or who choose not to meet the required standards of achievement within the time frame allotted for completion of the M.D. degree.

It is the policy of the School of Medicine to give every qualified and committed student the opportunity to graduate; however, the School reserves the right, in its sole and absolute discretion, to make judgments about who has or has not demonstrated the necessary qualifications to earn a degree and to practice medicine competently.

I. Name and Mission

This committee of the faculty and students shall be called the Academic Standards and Achievement Committee (ASAC).  The mission of ASAC is twofold. The first is to review the UVA SOM transcripts of students who have failed one or more educational program requirements. Depending on the circumstance, the committee can recommend review, remediation or repeating the activity.  The second is to review evidence of unprofessional, unethical or illegal activities or behaviors by students. Recommendations, based on the severity and persistence of these activities or behaviors, can result in a broad range of actions from remediation to dismissal from the University.  The committee shall follow the guidance of the Policy on Academic and Professional Advancement and the Policy on Technical Standards Required for Matriculation, Progression and Graduation.

ASAC will meet monthly, assuming an agenda to be discussed, or more often as necessary.

II. Composition

The committee shall consist of voting and non-voting members.

Voting members:

A minimum of 15 voting members is appointed with a maximum of 21 voting members.  Two fourth-year medical students shall serve as ex officio voting members of ASAC. These are the president of the Mulholland Society and the fourth-year class president. For faculty members, the senior associate dean for education solicits nominations from department chairs and self-nominations from the faculty at large and recommends voting members to the SOM dean for appointment. The faculty of the committee shall be diverse, ensuring a broad perspective. Basic scientists may constitute up to 20% of the committee membership. No more than 25% of the committee membership may be comprised of course and clerkship directors. Generally, the term will be three years with the possibility of one consecutive reappointment; former members may return for a new appointment after a two-year hiatus.  Student members will serve for one year. The ASAC chair is appointed by the dean of the School of Medicine. A vice-chair is elected by a majority vote of ASAC. The vice chair may call and chair an ASAC meeting in the event that the chair is unavailable.

Members who fail to attend at least 75% of meetings during a given calendar year without cause shall be excused from the committee. Members who cannot attend the majority of the meetings due to illness or sabbatical, etc. may request that the ASAC chair, in consultation with the senior associate dean and subject to the approval of the dean, provide a leave of absence for a specified period of time.

Non-voting members:

The associate dean for curriculum, the associate dean for admissions and student affairs, the associate dean for diversity and inclusion, the director of academic enhancement, and the assistant dean for medical education are non-voting ex officio members of ASAC.  The registrar shall staff the committee and keep minutes as described below.

III. General policies

A.  Official votes may be taken when a quorum (greater than 50% of voting members) is present. All motions, except for a motion for dismissal, are passed by majority of voting members present. A motion for dismissal requires a two-thirds majority of voting members present. ASAC members with a conflict of interest regarding a particular student shall recuse themselves from voting or participating in discussions or deliberations pertaining to the student, and shall absent themselves during any such discussions or deliberations.  Conflicts of interest include, but are not limited to, a family relationship; a coaching, mentorship or advisory relationship; a doctor-patient relationship; a business associate; a close personal or working relationship with a student’s family member; or any other relationship that might be construed as compromising the committee member’s objectivity in any manner. Any ASAC members who have assigned failing grades to a student shall recuse and absent themselves from votes surrounding that failure, and further shall recuse and absent themselves from any discussions and votes about future system, course or clerkship failures for that student, irrespective of whether those ASAC members are involved in the future assessment/grading.

B.  All members are required to sign and abide by a confidentiality agreement at the beginning of each academic year. All members are required to sign and abide by the Conflicts of Interest Policy at the beginning of each academic year.

C.  The registrar takes minutes of each meeting and records members present and absent, the existence of a quorum, and every official motion and its numerical vote. Neither committee members nor attendees, including students appearing in front of the committee, may record meeting proceedings by any electronic medium. Official letters sent to students also will constitute part of the minutes of each meeting. Minutes of all meetings are kept in the Office of Student Affairs and are made available to the dean. Letters from the chair to individual students are kept in the student’s academic files in the Office of Student Affairs.

D.  When there are severe professional transgressions or the committee is to consider serious actions such as suspension or dismissal of a student, a final vote should be taken by the committee only after the student has been offered an opportunity to address the committee in person, and to respond to questions from members of the committee. The student should be notified by the committee in writing before the meeting as to what the major concerns of the committee are likely to be during the coming meeting. Assistant deans for student affairs (college deans) as well as relevant teaching faculty may be invited to attend committee meetings to provide information but otherwise may not influence the committee’s decisions, nor recommend committee actions.

E.  Consistent with the requirements of law, decisions made by the committee may be revealed to authorized university personnel, to the student, and in appropriate circumstances, to the student’s parents or guardians (especially when the personal safety of the student is a concern).  Other individuals may be notified as appropriate.

F.  Official notification of committee actions shall be made by the registrar as soon as possible after the action is taken by the ASAC (and after the student has been notified of the action, as in III.C above, III.I below). All individuals and departments with a need to know will be so notified.

G.  The official medical school transcript shall accurately reflect the actual academic record of the student, and important decisions reached by the committee about each student’s academic performance or misconduct (for example, reflecting change in student status, systems failed, grades changed through re-examination, suspensions, etc.).

H.  When a student addresses the committee, the student will act as his or her own advocate. In some sensitive situations, the student may be accompanied by a current member of the medical school community (e.g. classmate, faculty member, etc.) for support or advice. Such a guest must be approved by the committee chair prior to the meeting. Since these are not formal legal proceedings, but internal meetings of an official school committee, no counsel representing a student shall be allowed.

I.  The formal decisions of the ASAC shall be communicated by the chair to the student in a timely fashion, usually on the night of the meeting or the next day. Copies of this communication will be placed in the student’s academic record, and into the minutes of the ASAC. In some situations, such as when news of a decision is given verbally to the student, the chair may invite one of the college deans to be present.

J.  Guidelines and policies written in advance cannot cover all possible scenarios. When in doubt, the committee should be guided by several important general principles, including: fairness to students; following due process; promptness of action and notification; maintaining confidentiality when possible; and, balancing the best interests of each student with its obligations to the SOM and University community, patients and society to train graduates who demonstrate the highest standards of academic performance and conduct.

K.  Administrative support to the committee will be provided by the registrar who will work with the chair to set the agenda; inform members of meeting dates and times; take and maintain the minutes; maintain official student folders; maintain copies of all letters sent by the chair; invite guests, e.g. system or clerkship directors when necessary, etc.

L.  These policies concerning ASAC, and various types of student status changes, must be updated as needed. The updated version must be posted in the online Student Handbook. The incoming first year class must receive a URL link to the latest version at the time of matriculation.

M.  No student will be formally dismissed or suspended prior to an appropriate hearing by ASAC, as outlined in other sections. However, on rare occasions an emergency may arise in which the health of a student, faculty member, patient, or other member of the community is placed at risk by the presence of a student. In such an unusual situation, the chair of ASAC may recommend to the dean or senior associate dean for education that a student be suspended provisionally, pending formal consideration of the relevant issues by the full committee at the earliest possible opportunity. It is anticipated that this action will be required only under very rare circumstances.

N.  When a student wishes to contest a decision of the ASAC, the student must follow the process as outlined in the Policy on Academic and Professional Advancement.

• If ASAC requires a dismissal from the School of Medicine or repetition of an academic period, the notification to the student will provide the option of an appeal and a description of the appeals process. This option will not be granted to those students failing to pass Steps 1, 2 CK or 2 CS of the USMLE within three attempts. The student may formally request that the Associate Dean for Student Affairs appoint an ad hoc Appeals Committee to review the decision of ASAC. The student must file their appeal no later than 14 days from receipt of notification or lose the right to appeal.
• The three-person ad hoc Appeals Committee is drawn from a pool of 10 faculty members named by the Associate Dean for Student Affairs, none of whom are current members of ASAC. The student selects one member, the Senior Associate Dean for Education selects one member, and the Dean selects the third member (who chairs the ad hoc Appeals Committee). The Assistant Dean for Medical Education serves as staff liaison, ex officio, without vote.
• The student is permitted to inspect their entire medical school file, including any material upon which the decision of ASAC was based.
• The student is permitted to have counsel, to submit affidavits and exhibits and to summon witnesses at the Appeals Committee hearing. Legal counsel may be present to provide advice, but legal counsel will not be permitted to participate actively in the presentation of testimony, examination/cross examination of witnesses or oral arguments.
• The Appeals Committee is to conduct a hearing as soon as possible (ordinarily within 14 days). The Appeals Committee will provide the student with all the evidence against him or her, including the academic grades and written evaluations, and will base its decision upon the evidence presented at the hearing.  In its deliberations, the Appeals Committee must accord deference to the decision of ASAC. The Appeals Committee’s review shall be limited to: (a) compliance with the Policy on Academic and Professional Advancement and other applicable UME policies and procedures, and (b) whether there is sufficient evidence to support the decision of ASAC.  The Appeals Committee may uphold or reject the adverse action. However, before rejecting the adverse action, the Appeals Committee must conclude that: (a) there was a failure to follow the Policy on Academic and Professional Advancement and/or other applicable UME policies and procedures and that failure negatively affected ASAC’s decision, and/or (b) that there is not substantial evidence to support the decision.
• The Appeals Committee’s  decision must be submitted to the student, the chair of ASAC, and to the Dean and/or the Dean’s designated chief academic officer within ten (10) calendar days of the close of the hearing and copied to the Office of Educational Affairs and the registrar. A written record of the proceedings will be sent to the Dean and/or the Dean’s designated chief academic officer.
• The decision of the Appeals Committee will be final.

Updated July 2020 by UME Management Team.

Access to Medical Simulation Center

Contact Office: Medical Simulation Center (“MSC”)

Oversight Executives:

Medical Director, School of Medicine Simulation Center

(Keith Littlewood, M.D.)

Medical Co-Director, School of Medicine Simulation Center

(Vaia Abatzis, M.D.)

Applies to: This policy applies to all existing and potential Medical Simulation Center users, including members of the UVA SOM community guests, and others providing services to UVA SOM or on behalf of UVA SOM

Reason for Policy: (taken from UVA SOM Code of Conduct) “UVA SOM community members have a shared responsibility to ensure a safe, secure, and healthy environment for all UVA SOM students, patients, faculty, staff, volunteers, and visitors. UVA SOM community members are expected to…maintain security, including securing UVA SOM assets…”, 

 This is a departmental MSC policy that is designed to ensure that the School of Medicine guidelines above are met.  The MSC policy takes into consideration the need to ensure the safety of those who use the equipment in the center and to protect the contents in the center from damage or theft.

Policy Statement:

1. General Guidelines

a)  The MSC hours are Monday through Friday from 0800 – 1700.

b) Access to the MSC for non-MSC staff is available during these hours. All Immersive Simulation Bays, Procedure Rooms and staff offices will remain locked when not in use. To reserve the MSC, please contact either of the MSC’s Medical Directors or the MSC’s Director/Assistant Director of Operations. MSC staff will provide access as appropriate to users who have reserved an immersive simulation bay or procedure room.

c) Any access for non-MSC staff outside of the MSC business hours must be approved thirty (30) days in advance by either of the MSC’s Medical Directors or the MSC’s Director/Assistant of Operations.

d) All learners, other users and visitors to the MSC must be supervised by a member of faculty or MSC staff at all times.

e) Access will be monitored and periodically audited by reviewing swipe card logs and surveillance cameras.

f) Swipe card access to the MSC’s two (2) entrances/exits, one internal to the CMMEB (across from the G-level elevators) and one external to the CMMEB (near the entrance to MR5), will be limited to a specific list of individuals when outside the business hours listed herein above.

2. Tours

a) Visitors over the age of 18 or minors accompanied by a legal guardian or with written permission from a legal guardian, singly and in groups, may tour the MSC with prior approval obtained from either of the MSC’s Medical Directors or the MSC’s Director/Assistant Director of Operations..

b) Tours must be approved at least one week in advance. In the event of less notice or same day requests, approval will depend on compliance with UVA and UVA SOM policies/procedures and MSC utilization at the time and in the sole discretion of the staff of the MSC.

c) Visitor groups shall not be larger than 6 people; larger groups will be split as appropriate

d) Visitors may enter the MSC only under the supervision of an MSC employee. Instructions must be followed at all times.

e) Visitors may not take photographs or videos or make any other recordings while touring the facility unless pre-approved by either of the MSC’s Medical Directors or the MSC’s Director/Assistant Director of Operations

3. Temporary Business Access

a) In case temporary, short-term access is needed for purposes including, but not limited to, maintenance by third party contractors, construction, conferences etc., such access must be pre-approved by either of the MSC’s Medical Directors or the MSC’s Director/Assistant Director of Operations.

b) The business group representatives will be supervised by MSC staff at all times either through being accompanied by said staff or through having their time in the MSC monitored using surveillance cameras in the event all staff is otherwise occupied.

Related Information:

N/A

Revised:  July 2020

Approved: MSC Executive Committee

Attendance and Absences

Student Participation in Curricular Events

All Phases of Curriculum:

Absences from required academic activities:

Students may miss required academic activities for health-related reasons (see “Absences due to Illness” below), compelling personal or family issues (e.g., death in immediate family, participant in wedding), professional meetings (e.g., participant in meeting – poster, presenter, panel), or public service (e.g., jury duty). In all instances, a student’s college dean must be contacted for approval of an absence as soon as the potential need arises.

Absences due to Illness:

If a student misses more than two consecutive days due to illness, they must notify their college dean and the Office of Student Affairs (som-studentaffairs@virginia.edu) as well as obtain medical evaluation from the Department of Student Health or other licensed healthcare provider. It is anticipated that this will be done in person, but students with a flu-like illness first should call Student Health to determine whether or not to report. Students with contagious diseases may be furloughed by Student Health and the UVA Health System to prevent infections from spreading to patients, healthcare workers and fellow students. Clearance from Student Health is required before the student can resume educational activities.

 Excessive Absences:

If in the view of any SOM faculty leadership a student’s absences have affected adversely their education or the education of others in an affiliated group, the faculty may submit a Concern Card regarding that student to the Office of Student Affairs. The student must meet with their college dean to address the issue(s). If the issue(s) cannot be resolved or recurs, the student will be referred to the Academic Standards and Achievement Committee (ASAC) for review and action.

Pre-Clerkship Phase of Curriculum

Attendance:

The Next Generation Curriculum provides many diverse learning opportunities for our medical students and attendance at all activities is encouraged. However, students are responsible for their own learning and are not required to attend all activities. Attendance is mandatory for all activities in which team accountability is required, including but not limited to, Team-Based Learning activities, Anatomy Dissection Teams, and Foundations of Clinical Medicine groups. Attendance also is mandatory for all patient presentations, interviews or panel discussions out of professional respect for the patient(s) and/or invited panelists. Failure to attend a mandatory activity is considered a breach of professionalism and will result in a Concern Card being submitted to the student’s college dean, unless the college dean has excused the absence in advance. Whether or not an absence is approved by the college dean, students must inform the System Leader(s) or the appropriate instructor about their absence from mandatory activities.

 Delay of Summative and Formative Examinations:

Summative examinations and Formative examinations worth greater than or equal to 8% of grade, may be delayed only for reasons of illness, or under unusual circumstances for compelling personal reasons. In all instances, approval to delay a summative examination must be obtained from the student’s college dean in advance of the examination unless there is an emergency that precludes it. Students who seek to delay these examinations for medical reasons also must be seen by the Department of Student Health unless the student has flu-like symptoms, in which case they should call Student Health (924-5362) to see if a visit is warranted. When approval is given to delay a summative or formative examination, it is the student’s responsibility to inform the appropriate System Leader or Course Director and to arrange a time for examination make-up. There is no make-up for other scored formative activities.

Clerkship and Post-Clerkship Phases of Curriculum

Clinical Service – Work Hours:

Medical students rotating on clinical services (clerkships and electives) will be subject to the same principles that govern the 80-hour work week for mid-level residents (a maximum of 80 hours of required clinical duties per week averaged over a four-week period, no more than 24 consecutive on-duty hours with at least eight hours off between shifts, and on average one day in seven free from all required clinical duties). Four additional hours for the handover of patients (no new patients) after 24 hours is allowed for feedback on clinical decisions and for continuity. Clerkship and electives directors are responsible for monitoring and ensuring that duty hours are adjusted as necessary. Student duty hours were established by the Curriculum Committee considering the effects of fatigue and sleep deprivation on learning and patient care and mirroring the duty hour limits for mid-level residents per the ACGME Common Program Requirements.

Absences and Reporting of Absences:

Students whose absence either is due to illness or has been excused by their college dean must notify the clerkship or elective director as well as the immediate faculty instructor by e-mail or in person. The clerkship or elective director will determine how and when the student can make up the time and activities that have been missed.

Orientations for all Clerkships are required and an absence shall preclude a student from being able to participate in that clerkship.

If a student is absent less than 20% of the time within a given clerkship, the clerkship director in discussion with the student will determine whether the student has had sufficient clinical experience to take the shelf exam at the end of the rotation.  The student’s college dean may be consulted if they have information of extenuating circumstances that could influence this decision. If the student is absent more than 20% of the time within a given clerkship, the student shall take the shelf exam in the next academic cycle after making up any necessary clinical time and fulfilling the other requirements of that clerkship. In either case the student will receive an “Incomplete” until all work requirements are completed.

Delay of Shelf Examinations:

NBME Subject Examinations (“shelf exams”) may be delayed only for reasons of illness, or under unusual circumstances for compelling personal reasons. In all instances, approval to delay a shelf examination must be obtained from the student’s college dean in advance of the scheduled examination. Students seeking to delay a shelf examination for medical reasons also must be seen by a the Department of Student Health unless the student has flu-like symptoms in which case they should call Student Health (924-5362) to see if a visit is warranted. When approval is given to delay a shelf examination, it is the student’s responsibility to inform the appropriate Clerkship Director and Clerkship Coordinator. After making up any necessary clinical time and fulfilling the other requirements of that clerkship, it is also the student’s responsibility to contact the Clerkship Coordinator to arrange a time for shelf examination make up in the next academic cycle at a time when clerkship students are taking a shelf exam. The student will receive an “Incomplete” until all clerkship requirements are completed.

Other:

No time off is allowed during the required Geriatrics clerkship, an internship preparation course or an elective scheduled as an Advanced Clinical Elective (ACE).  Anyone who is ill or has a personal or family emergency during these times must contact their college dean, course director and the attending faculty on service immediately.

For all other fourth-year electives, students are allowed to take up to one day per week off (or four days during a four-week rotation) between October 1 and February 1 for residency interviews. Some electives do not allow time off to interview, and it is the student’s responsibility to check the elective course description or make inquiry of the course director. Specific days missed must be pre-approved by the course director and the attending on the service. The course director will determine if days missed must be made up and, if so, how that will be scheduled.

Students may schedule time off for USMLE exams during electives that are not scheduled as an ACE or that do not prohibit absence during the rotation in the elective course description.  The time off must be pre-approved by the course director and the attending on the service.  The course director will determine if days missed must be made up and, if so, how that will be scheduled.  Students are responsible for reviewing the Elective Handbook for full details regarding fourth-year attendance.

Questions:

Students with questions related to the attendance or absences policies should contact the Office of Student Affairs or their college dean.

Revised & Reaffirmed by Curriculum Committee 6/2019

Clinical Skills Center Access

Oversight Executive: CSC Director (Elizabeth Briere, M.Ed.)

Applies to: This departmental policy applies to all members of the UVA SOM community using the Clinical Skills Center, including our faculty, staff, volunteers, contractors, agents, affiliates, and others providing services to UVA SOM or on behalf of UVA SOM.

Reason for Policy: (taken from UVA SOM Code of Conduct) “UVA SOM community members have a shared responsibility to ensure a safe, secure, and healthy environment for all UVA SOM students, patients, faculty, staff, volunteers, and visitors. UVA SOM community members are expected to…maintain security, including securing UVA SOM assets…”

This is a departmental CSC policy designed to ensure that the School of Medicine guidelines outlined above are met.

Policy Statement:

1. General Guidelines
   1. Clinical Skills Center (CSC) hours are Monday through Friday, 8am to 5pm.
   2. Access to the Center for non-CSC staff is available during the business hours listed above. Use of the Center outside of these hours must be requested and approved by the Center’s Director at least 14 days prior to intended use. Reservation Form.
   3. All use of the Center outside of scheduled curricular activities must be pre-approved by the Center’s Director. Reservation Form.
   4. Learners and visitors to the Center must be supervised by a member of faculty or staff at all times.
   5. Access will be monitored by reviewing swipe card logs and surveillance cameras.
2. Tours
   1. Visitor groups are allowed to tour the Center with prior approval obtained from the Center’s Director. Visitors over the age of 18 or minors accompanied by a legal guardian or with written permission from a legal guardian, singly and in groups, may tour the CSC after approval has been obtained.
   2. Tours must be approved at least one week in advance. In the event of less notice or same day requests, approval will depend on compliance with UVA and UVA SOM policies/procedures and CSC utilization at the time and is in the sole discretion of the staff of the CSC.
   3. Visitor groups shall not be larger than 10 people; larger groups will be split as appropriate.
   4. Visitors may enter the Center only under the supervision of a CSC employee. Instructions must be followed at all times.
   5. Visitors are not allowed to take photographs or videos or make any other recording while touring the facility unless pre-approved by Center’s Director.
3. Temporary business access
4. 1. In case temporary access is needed for business purposes, i.e. construction, conference, etc., such access must be pre-approved by the Center’s Director.
   2. The business group representatives shall be accompanied by an CSC employee at all times.

Revised: August 2020

Approved:

**COVID-19 updates: Any individual in the CSC must wear a mask, practice social distancing and disinfect area after each use.

Request Access to the Center:

To reserve the Center, use the Reservation Form.

Conflict of Interest in the Teaching and Evaluation of Students

Faculty who assess students

In order to ensure that assessment of students is conducted fairly and without any perception of favoritism or bias, medical school faculty who serve in administrative positions in the School of Medicine may participate in teaching students but shall not be involved in assessing, evaluating or grading students for whom they provide academic advising.  These faculty also shall not be involved in decisions about a student’s academic progress or promotion.

These administrative positions include but are not limited to: coaches, associate/assistant deans for student affairs, and the director of academic enhancement.

Faculty who are assigned to participate in teaching students for whom they provide academic advising may request that the student be reassigned to another faculty member.  A faculty member who has participated in teaching a student for whom they provide academic advising shall indicate that they cannot complete an assessment or evaluation for the student given the existence of a conflict of interest.

 Faculty who provide health care services to students

Faculty who provide health care services to students, including psychiatric and psychological counseling, shall not be involved in assessing, evaluating or grading students for whom they provide or have provided care.  These faculty members also shall not be involved in decisions about a student’s academic progress or promotion.

Faculty who are assigned to participate in teaching students for whom they provide or have provided health care services shall request that the student be reassigned to another faculty member and shall not complete an assessment or evaluation for the student given the conflict of interest.

Procedures for faculty with an identified conflict of interest

Course, Clerkship and Elective Directors and Coordinators annually will be provided with a list of faculty who are responsible for academic advising.  A list of students for whom a specific coach provides advising will also be distributed to this leadership group so that a different faculty member(s) can be assigned to teach/work with the student.  If assignment to another faculty member cannot occur, the student and the faculty member will be contacted by the course/clerkship/elective leaders to reaffirm that the faculty member cannot participate in assessment or evaluation of the student and to identify an appropriate alternate assessor.

A student may request reassignment if a perceived conflict of interest exists with a faculty member by contacting the Office of Student Affairs prior to the beginning of the course or clerkship.  They also may request reassignment from the course/clerkship/elective director on the first day of the course.

Procedures for faculty who provide health care services to students

If a faculty member is assigned to teach/work with a student for whom they provide or have provided health care services, they shall request that the student be reassigned as soon as the conflict is known.  Faculty may request that a student be reassigned by contacting the Office of Student Affairs prior to the beginning of the course.   They also may request reassignment from the course/clerkship/elective director on the first day of the course.

A student may request reassignment if a perceived conflict of interest exists with a faculty member by contacting the Office of Student Affairs prior to the beginning of the course.  They also may request reassignment from the course/clerkship/elective director on the first day of the course.

Updated June 2019. Reviewed and reaffirmed August 2020 by UME Management Team.

Digital Learning Environment and Educational Materials

Reason for Policy:

This policy clarifies faculty, staff and student responsibilities regarding educational materials recorded or distributed for educational purposes and provides important information about their rights and responsibilities related to the SOM’s digital learning environment. 

Policy Statement: 

This policy addresses the School of Medicine’s (“SOM”) implementation of a comprehensive digital teaching and learning environment. The SOM’s facilities enable systematic recording of faculty lectures and presentations, as well as student clinical skills education sessions (including standardized patients or patient simulations). The SOM’s Learning Management System (“LMS”) enables 40 online distribution of outlines, handouts, power-points, video and audio 41 recordings, and other curricular materials (“Educational Materials”). 

This policy supplements existing SOM and University policies and does not replace them. The SOM reserves the right to revise this policy as deemed necessary in its sole discretion to address new technical or legal requirements.

Ownership of Educational Materials  

Pursuant to the University of Virginia’s Policy on Ownership Rights in Copyrightable Material, RES-001, the University owns all copyrights in Educational Materials created by SOM faculty in the course and scope of their regular teaching activities. “By operation of the copyright law, the University owns in the name of The Rector and Visitors of the University of Virginia (the University’s corporate name) all rights, title and interest in copyrightable works created by University employees while acting within the scope of their employment. The University cedes copyright ownership to the author(s) of scholarly and academic works (such as journal articles, books and papers) created by academic and research faculty who use generally available University resources. However, the University asserts its right of copyright ownership if significant University resources (including sponsor-provided funds) are used in the creation of such works, and: (a) the work generates royalty payments; or (b) the work is of commercial value that can be realized by University marketing efforts… . The University retains a non-exclusive, royalty-free right to use for non-commercial purposes works produced by its employees while acting within the scope of employment even if copyright ownership is ceded to the author or authors.” 

The University may use, adapt, modify, and distribute such Educational Materials for noncommercial teaching, research, or related educational purposes it deems appropriate. SOM faculty are granted rights to the Educational Materials they create, and are free to use, adapt, modify, and distribute them for teaching, research, or related educational purposes, whether commercial or noncommercial.

Creation, Distribution, and Use of Educational Materials 

Copyright Responsibilities and LMS Distribution SOM faculty, staff, and students are responsible for observing copyright law, including principles of fair use, and other relevant policies in their creation, distribution, and use of Educational Materials.

Duplication or Redistribution of Educational Materials by Students Prohibited 

Students may not copy, adapt, modify, or redistribute Educational Materials they receive through the LMS without the express written consent of the course instructor. Unauthorized duplication, adaptation, modification, or dissemination of Educational Materials is a violation of this policy.

Archiving

 The Office of Medical Education annually archives Educational Materials made available through the LMS and are retains them (to the extent technically feasible) until changes in file formats make the files unusable. Archived materials remain searchable and viewable by medical education technology staff, who can make them available to SOM faculty and staff as needed. Archived Educational Materials will be clearly labeled to clarify their original date, historical nature, and potential lack of scientific currency.

Audio and Video Recording

Audio and video recordings created as Educational Materials pursuant to this policy are authorized for the SOM’s internal teaching, learning, research and/or evaluation activities. The SOM and Vice President for Research will obtain written consent from the creating faculty or staff member prior to commercial use or external distribution of such recordings. See Ownership Rights in Copyrightable Material, RES-001.

Types of Recordings Made and Uses of Recordings

The SOM regularly records faculty lectures and presentations, as well as student clinical skills education sessions (including standardized patients or patient simulations) in support of its core curricular activities. All decisions about access to such audio and video recordings are made in the sole discretion of the SOM.

• SOM faculty lectures and presentations are recorded and made available to students, faculty and staff for study and learning.

• Recordings made of interactive classes and seminars (teaching environments in which students are expected to participate actively), or in which students are otherwise identifiable, are distributed only to students enrolled in that class to protect student privacy under the Family Education Rights & Privacy Act (FERPA).

• Educational sessions disclosing private healthcare information protected by HIPAA are not recorded.

• Standardized patient interactions and simulations are regularly recorded for evaluation purposes.

o Recordings involving individual students may be made available only to the student participant upon request.

o Recordings involving multiple students will not be made available to students due to privacy considerations arising under FERPA.

Duplication or Redistribution of Recordings by Students Prohibited

Audio or video recordings created and shared with students under this policy are for personal academic and study purposes only. Recordings may not be duplicated or disseminated. Unauthorized duplication or dissemination of recordings is a violation of this policy.

Retention and Ownership of Recordings

Audio or video recordings are retained by the SOM for as long as is deemed administratively appropriate to meet the teaching and research mission of the institution. The SOM owns all audio or video recordings created under this policy.

 Responsible Use of SOM Facilities

SOM teaching facilities and services are to be used in a manner that is compliant with copyright, privacy, and other relevant legal and policy considerations. Sponsors of events held in SOM facilities are responsible for ensuring that appropriate policies or written consents ensure such compliance.

Related Policy:

FERPA – The Family Educational Rights & Privacy Act https://www2.virginia.edu/registrar/privacyact.html 1

RES-001, Ownership Rights in Copyrightable Material https://uvapolicy.virginia.edu/policy/

RES-001 154 155

Revision history: Implemented April 30, 2010; administrative updates 2/4/15; revised 2/12/20  Approved 2/12/2020 by David S. Wilkes, MD

Dress Code

Patients and their families have reasonable expectations that their caregivers present themselves in a professional manner both in demeanor and appearance.

The following are guidelines* for dress whenever students have contact with patients, whether in the classroom, in the clinical skills center, or in a clinical setting. Please note that some departments or facilities may have different guidelines to which students should adhere while in those settings.

Professional attire:  Attire should be clean, in good condition and appropriate for a professional setting.  Professional attire includes a shirt that reaches or is able to be tucked into a waistband, long pants and/or a skirt of a length beyond the mid-thigh, and closed toed shoes.  A white coat is recommended and the University of Virginia identification badge is required at all times. Hair should be clean and neatly groomed. Beards and/or moustaches, if worn, should be neatly groomed.

Inappropriate Attire: Inappropriate attire includes, but is not limited to, active sportswear, jeans, shorts, halter tops, sneakers, beach shoes or similar footwear, T-shirts or apparel with messages or commercial advertising, as well as unkempt or inappropriately revealing clothing. Any student coming to service in attire that is deemed inappropriate by their preceptor may be asked to leave and return appropriately dressed. The time used to change will not be considered hours worked.

Surgical dress guidelines: See UVA Health Infection Prevention and Control Manual, Surgical/ Procedural Attire.

* These guidelines augment (not replace) the UVA Health Policy on Professional Appearance or those of affiliate clinical sites.

Updated August 2020 by UME Management Team.

Drug Screening

I. PURPOSE:

The University of Virginia School of Medicine is committed to educating students to provide safe and effective patient care.   Currently, all entering house staff, faculty and medical center staff are required to undergo a drug screen prior to beginning employment.  In addition, many local, national, and international programs require students to complete a drug test prior to placement in clinical electives. This policy establishes procedures for pre-clerkship drug screening of all medical students prior to beginning their clinical clerkships.

II. POLICY:

All Medical Students will be required to undergo a pre‐clerkship drug screen.  The screen will be performed through UVA WorkMed, following their usual procedures.  The Medical Review Officer for WorkMed reviews all results to determine whether a student has passed or failed the drug test, and once confirmed, those results are released to the Office of Student Affairs.  A positive drug screen may result in the dismissal of the student from the educational program.  Additional drug screens may be required by some external clinical placement sites.

III. DEFINITIONS:

The following definitions shall apply for purposes of this policy only:

Clinical Clerkships: The required clinical experience in one of the seven core specialties (Family Medicine, Internal Medicine, Neurology, Obstetrics/Gynecology, Pediatrics, Psychiatry, and Surgery) completed by Medical Students.

Controlled Substance: A Drug or substance listed in Schedules I through VI of the Drug Control Act of Virginia (Code of Virginia, §§54.1‐3446 through 54.1‐3456 (1950), as amended) and Schedules I through V of the Federal Controlled Substances Act (21 U.S.C. §812).

Drug: Any Controlled Substance, or any substance other than alcohol, capable of altering the mood, perception, or judgment of the individual consuming it.

Drug Screen/Test: A laboratory test administered for the purpose of determining the presence or absence of a drug or its metabolites.

Medical Student: An individual who is enrolled in University of Virginia School of Medicine and is pursuing degree requirements to obtain a Doctor of Medicine degree.

Pre‐clerkship drug screen:  A drug screen conducted prior to the start of clinical clerkships.

IV. PROCEDURES:

1. All Medical Students will be informed that their participation in clinical clerkships is contingent upon taking and passing a pre-clerkship drug screen.

2. Each Medical Student will be scheduled for pre-clerkship drug testing to occur prior to the start of the clinical clerkships. Medical Students will not be allowed to start the clinical clerkships until the drug screen is performed and passed.

3. Medical Students will be asked to sign a consent form allowing the drug screen and the release of test results to the Office of Student Affairs. Any Medical Student who chooses not to participate in the drug screening process will not be permitted to proceed with clinical clerkships.
4. The Medical Director of WorkMed who serves as the Medical Review Officer (MRO)/designee, will make the final determination regarding test validity, and may request re‐analysis of the original sample or the collection or a new sample.
5. Medical Students whose drug screen results are positive will be contacted by the MRO to discuss test results. Medical Students with positive test results will be informed that they have the option of having the same sample retested. New samples may not be submitted unless requested by the MRO.  When a Medical Student requests a retest following a positive drug screen result, the cost of the retest will be the responsibility of the Medical Student.
6. If, following discussion with a Medical Student about a positive test result, the MRO determines that a legitimate explanation exists for a positive result, the MRO will report that the Medical Student has passed the drug screen and is eligible to participate in the clinical clerkships.
7. The MRO will share his/her report with the Associate Dean for Student Affairs. Medical Students who pass the drug screen will be eligible to participate in the clinical clerkships.  Medical Students who do not pass the drug screen will be contacted by the Associate Dean for Student Affairs or their College Dean to discuss any requirement for an assessment by Counseling and Psychological Services.
8. All Drug Testing information will be treated as confidential and shared only with those persons who have a work‐related need to know and/or as required by law.

V. REFERENCES:

Federal/State Law

1. Code of Virginia, §§ 54.1‐3446 through 54.1‐3456 (1950), as amended
2. Federal Controlled Substances Act, 21 U.S.C. §812

Reviewed and reaffirmed August 2020.

Enrollment and Withdrawal from Courses and Clerkships

Pre-clerkship and Post-clerkship Courses:
Note: Courses cannot be dropped in the pre-clerkship curriculum without withdrawing from the
University.

• Drop without penalty (course removed from transcript)
  If a student withdraws or goes on a LOA from the School of Medicine prior to completion of
  10% of the timeframe of a course, the enrollment will be voided.
• Drop with W grade
  After completion of 10% of the course, a grade of W will be assigned. If the student re-enters
  the course, he/she will be reenrolled in the course according to the Leave of Absence,
  Withdrawal and Readmission Policy.
• Withdrawal deadline
  After 80% of a course is completed, students can no longer receive a W grade. If there are
  extenuating circumstances, and if it is feasible, a student may petition for a grade of Incomplete.
  Feasibility is determined by the course director after a review of the coursework not completed
  and other practical considerations in accordance with the School of Medicine’s Policy on
  Academic and Professional Advancement.

Electives (including Advanced Clinical Electives)

• Adding a Fourth Year Elective
  • Electives must be added at least one month prior to the start of the Elective.
  • Students add Lottery Electives through OASIS.
  • In order to enroll in an arranged elective, a student must secure in writing approval from
    the elective supervisor who also notifies the Office of Student Affairs for entry into
    OASIS.
  • Participation in electives at non-UVA, LCME-approved sites requires s
  • Participation in electives at non-LCME approved sites that are not listed on the Student
    Source or in the Electives Handbook requires submission of a Specially Arranged
    elective form to the Director of the 4th Year Program.
  • Participation in research electives requires submission of a Research Proposal form to the
    Director of the 4th Year.
  • Participation in international electives requires submission of the UVA SOM
    International Elective Form to the Office of Student Affairs. Additional requirements
    include submission of the International Studies Office online form, documentation of
    having received the CDC vaccination requirements, documentation of evacuation
    insurance and attendance at required orientation.
    At the discretion of the Director of the 4th Year Program, a student may add a UVA elective
    through the Friday prior to the beginning of the elective on Monday. The scheduling form,
    signed by the elective supervisor and approved by the student’s advisor, must be received in the
    Office for Student Affairs by Friday
• Dropping an Elective
  • Dropping an elective requires the approval from the Office of Student Affairs no later
    than 28 days prior to the start of the elective.\
  • To drop an arranged elective, students must obtain approval from the elective supervisor,
    which must be forwarded to the Office of Student Affairs.
  • Dropping an elective after the deadline, unless approved by the Director of the 4th year
    Program, will result in no credit for the elective. Exceptions may be considered for
    reasons such as illness requiring extended absenteeism, family emergencies, extreme
    hardship or a change in career goals.
  • Students will lose one week of credit for each week (or partial week) for which the drop
    request is past the deadline.
  • Students who drop after the deadline cannot earn credit for other elective work during the
    period of the dropped elective.

Clerkships (including Geriatrics)

• Drop without penalty (clerkship removed from transcript)
  With the approval of the student’s college dean, a student may drop and void registration in a
  clerkship only before 10% of the clerkship has been completed.

• Drop with W grade
  After 10% of the clerkship is completed, but before the withdrawal deadline, a grade of W will
  be assigned. If the student subsequently re-enters the clerkship, he/she will be reenrolled in the
  clerkship according to the Leave of Absence, Withdrawal and Readmission Policy.
• Withdrawal deadline
  After 80% of a clerkship is completed, a student can no longer drop. If there are extenuating
  circumstances, and if it is feasible, a student may petition for a grade of Incomplete. Feasibility is
  determined by the clerkship director after a review of the work not completed and other practical
  considerations in accordance with the School of Medicine’s Policy on Academic and
  Professional Advancement.

  ---

  Policy on Exposure to Infectious and Environmental Hazards

 Blood – Body Fluid Exposure

All students shall successfully complete required online learning modules and classroom training on blood-borne pathogens, infection control and airborne pathogens prior to enrollment and prior to clerkships.

Procedure for immediate care and treatment due to blood – body fluid exposure:

For rotations within UVA Medical Center:

1. The student immediately shall report the incident to the faculty supervising the clinical service.
2. The student immediately shall page the Dean on Call (924-0000, pic 1416).
3. The student immediately shall report all bloodborne pathogen exposures by paging (pic #1523) to initiate the triage process. The student will be instructed whether to report to Student Health or to the Emergency Department.
4. If a medical student has been exposed to a patient’s blood or body fluids in a manner that may transmit HIV or Hepatitis B or C, the Dean on Call shall ensure that the Medical Center will test the source patient’s blood for HIV and Hepatitis B and C. The source patient’s treating physician or designee will order the source patient’s tests. Student Health will order the exposed student’s tests and provide all necessary prophylactic treatment except during off hours, in which case the Emergency Department will do the same.

For away rotations/away clinical courses:

1. The student immediately shall report the incident to the faculty supervising the clinical service.
2. The student immediately shall page the Dean on Call (924-0000, pic 1416).
3. The student immediately shall follow the procedure for that facility/away site. (See below for URL links for clerkship sites at Bon Secours, Inova, and Salem VA ). The facility/away site will provide or arrange for any necessary emergency medical treatment for the student.
4. If a medical student has been exposed to a patient’s blood or body fluids in a manner that may transmit HIV or Hepatitis B or C, the Dean on Call shall ensure that the facility will test the source patient’s blood for HIV and Hepatitis B and C. The Dean on Call will determine whether the student will seek care locally or immediately return to the University. Depending on the decision, the Dean on Call shall ensure that either the facility/away site or Student Health will order the exposed student’s tests and provide all necessary prophylactic treatment except during off hours, in which case the Emergency Department will do the same.

Procedures for clerkship sites:

• Bon Secours (note that this link is accessible on-site only)
  • Click here for procedure
• Inova (note that this link is accessible on-site only)
  • Click here of procedures

• Salem VAMC (note that this link is accessible on-site only)
  • Click here for procedures

Procedure for follow-up care and treatment due to blood – body fluid exposure:

A student who has been evaluated and/or treated for exposure to blood and body fluids, whether at UVA or at an away location, will be referred to the Student Health Center for follow-up. The student will be advised to call Student Health (434-982-3915) to be seen within 48 Hours after exposure. Prior to the student’s appointment, all paperwork and laboratory reports will be faxed to Student Health from Employee Health or the analogous office at an away location.

The Student Health triage physician will review the needle-stick and blood and body fluid report forms at the 48 hour follow-up visit after the exposure.  Post-test counseling will be provided at this time. An appointment schedule will be developed with the assistance of the triage nurse for 6 weeks, 3 month and 12 month visits. The “Agreement for follow-up of Needle-stick/Blood or Body Fluid Exposure” form will be completed by the triage nurse, and the student is asked to sign it. The student’s signature indicates understanding of the recommendation to comply with the schedule, including if graduation occurs before the final 12 month assessment.

Policies and procedures related to exposure to infectious agents are available through Student Health and are based on CDC and OSHA guidelines.

Billing

All costs for testing, immunization, diagnostics, and prophylactic medications as a result of occupational exposure will be billed to the student’s insurance. Costs incurred during the first 30 days of exposure which are not covered by the student’s insurance will be paid by the School of Medicine.

Management of infectious disease or disability on medical student learning activities:

The decision about the participation in learning activities of a medical student who has been infected by bloodborne pathogens initially is delegated to and  determined by the UVA Medical Center Director of Hospital Epidemiology and later as outlined in Medical Center Policy No. 0134, http://www.healthsystem.virginia.edu/docs/manuals/policies/mc/A70A3DE3-110A-2E68-1405BFE1796D258F/A70A3FB8-110A-2E68-14C856E2BFA6D762/transmissible-bloodborne-pathogens.

The School of Medicine shall provide reasonable accommodations to any student infected with a bloodborne pathogen in a manner consistent with Medical Center Policy. Reasonable accommodations will be determined on an individualized basis by an interactive process between the medical student, School, Medical Center and Student Disability Access Center (SDAC).

Students located at a clinical affiliate site requiring accommodation may be reassigned to the main campus, and may remain at the main campus for future rotations for as long as accommodations are needed.

2.     Environmental Hazards

All students shall complete required online learning modules and classroom training on personal safety and environmental exposures.  The following topics are included prior to matriculation and/or during orientation: personal safety; emergency preparedness and terrorism awareness; quality and safety.  Prior to starting anatomy, all students must successfully complete learning modules in formaldehyde exposure and attire and personal protective equipment.  Prior to starting clerkships, all students must successfully complete learning modules on emergency management and mask fitting.  Students must successfully complete a yearly module covering personal protection and safety.

Procedure for immediate care and treatment due to environmental hazard:

A student who is exposed to a hazardous chemical shall inform the faculty member supervising the clinical service and immediately report to either the Emergency Department or to Student Health.

Management of environmental disease or disability on medical student learning activities:

The School of Medicine shall provide reasonable accommodations to any student acquiring an environmental disease or disability in a manner consistent with Medical Center Policy. Reasonable accommodations will be determined on an individualized basis by an interactive process between the medical student, School, Medical Center and Student Disability Access Center (SDAC).

Students located at a clinical affiliate site requiring accommodation may be reassigned to the main campus, and may remain at the main campus for future rotations for as long as accommodations are needed.

Revised and reaffirmed June 2020 by UME Management Team.

Inclement Weather

On rare occasions, daytime classes are cancelled because of snow, ice, tropical storm/hurricane, or other inclement weather condition. A University decision typically is made by 5:30 am and announced on the University website and through the local media including the radio. This information also is accessible by calling the University; 924-SNOW or 243-SNOW. Cancellation of classes by the University applies only to students in the first 18 months of medical school courses (pre-clerkship). In the rare circumstance that inclement weather causes a prolonged cancellation of classes, efforts will be made to continue academic programming in a virtual environment as appropriate.

Since the clinical functions of the Medical Center continue despite inclement weather, clinical clerkships and electives are not cancelled due to weather conditions. Students participating in these clinical activities are expected to be present if they can reach the hospital safely.

Students are not expected to participate in clinical duties if a clerkship preceptor has cancelled or delayed educational or clinical activities.  Students who are unable to attend any scheduled clerkship activities due to unsafe driving conditions should contact their college dean for an excused absence and notify their clinical preceptor. Students will not be penalized for adhering to the inclement weather policy.

Reviewed and revised September 2020 by UME Management Team

Leave of Absence, Withdrawal, and Readmission

When a student’s course of study is interrupted, the interruption shall be categorized either as a leave of absence or a withdrawal. In general, a leave of absence is intended for a student who is in good standing, who needs to interrupt his or her enrollment for a short period of time, and who intends to return to the School of Medicine immediately following a leave of absence of a specific timeframe. A leave of absence is considered only in cases where a student requests the leave prior to the start of the following defined phases of the curriculum: Integrated Systems I, Integrated Systems II, Integrated Systems III, Clerkships, and Post-Clerkships. A withdrawal generally is intended for other situations, such as when a student needs to interrupt his or her enrollment for a longer period of time or does not intend to return to the School of Medicine. The process for return following a leave of absence is less demanding than readmission following a withdrawal. Regardless of the time of the absence or withdrawal, the graduation requirements for the MD degree only must be completed within six years of matriculation; extensions to this time frame may be granted only under exceptional circumstances by the Academic Standards and Achievement Committee. For students in the MD/PhD and MD/JD dual degree programs, graduation requirements must be completed within eight years; graduation requirements for students in other dual degree programs must be completed within seven years. Similarly, extensions for students in dual degree programs may be granted only under exceptional circumstances by the Academic Standards and Achievement Committee.

Leave of Absence

a) Description and Conditions

(i)  The Associate Dean for Admissions and Student Affairs has the authority to grant or deny a request for a leave of absence (LOA). A student who is in good standing may submit a written request for a LOA to the Associate Dean for Admissions and Student Affairs. The request shall provide an explanation of the reasons for the leave and the expected length of the leave.

(ii)  If the LOA is not granted, the student may instead withdraw from the School of Medicine.

(iii)  A student may be granted only one LOA, and any further absence shall be considered a withdrawal.

(iv)  A LOA normally is granted for no more than one year; under no circumstance will a LOA be granted for more than two years.

(v)  If a student is granted a LOA from the School of Medicine, interrupting a course or clerkship, a grade of W (withdrawal) will be entered on the transcript, designating uncompleted coursework. If/when the student is then re-enrolled, the Academic Standards and Achievement Committee (ASAC) will determine how much of the course or clerkship graded with a W will need to be repeated. If the student is reenrolled in the course, the final grade will appear in the term in which the coursework is completed. The grade of W remains on the transcript along with any grade subsequently achieved.

(vi)  Any student requesting a LOA also must meet with the Director of Financial Aid as a condition of approval from the Associate Dean for Admissions and Student Affairs. The meeting may be held in person, by interactive video-conference or by telephone, but not by email or other electronic means. Any student on a LOA must continue to abide by the University’s student conduct requirements.

(vii)  The Associate Dean for Admissions and Student Affairs may impose additional conditions upon which the leave is granted.

b) Return from LOA

A student who has satisfied all of the conditions of his or her leave of absence may request a return to the School of Medicine by submitting a request to the Associate Dean for Admissions and Student Affairs and the School of Medicine Registrar (email: som-registrar@virginia.edu) at least sixty (60) days prior to the return date requested. The student must meet any additional conditions that are deemed warranted by the Associate Dean for Admissions and Student Affairs upon return to registration.

A student who has failed to comply with any conditions of his or her LOA, or who does not return to the School of Medicine within the length of time granted, will be deemed to have withdrawn voluntarily, and any request for readmission, as long as the time limits described above still can be met, must be determined by a vote of ASAC.

Withdrawals

a) Description and Conditions

There are four types of withdrawals from the School of Medicine—academic, voluntary, voluntary medical, or involuntary medical. University policy dictates that a grade of W will be entered for each course or clerkship the student attempted but did not complete. The grade of W will remain on the transcript.

• Academic Withdrawal—by action of the ASAC in accordance with the Policy on Academic and Professional Advancement, and the Policy on Technical Standards Required for Matriculation, Progression and Graduation. These withdrawals or dismissals may be for academic or professionalism deficiencies.
• Voluntary Withdrawal—an action taken when a student voluntarily leaves the School of Medicine for non-medical reasons. Requests for withdrawal must be made to the Office of Student Affairs and must be approved by the Associate Dean for Admissions and Student Affairs. Students who withdraw voluntarily from the University will have the notation “Withdrew: DATE” recorded on their permanent academic record and their official transcript. Any courses that have not begun will be dropped from the student’s record. A grade of W will be entered for each course or clerkship in progress at the time of the withdrawal.  The grade of W will remain on the transcript.
• Voluntary Medical Withdrawal—only approved with recommendation of a physician or other licensed independent practitioner (LIP). Requests for withdrawal for medical reasons must be made in writing to and approved by the Associate Dean for Admissions and Student Affairs. Subsequent medical clearance from the Student Health Center, or physician or other LIP approved by the Student Health Center, is required for readmission.
• Involuntary Medical Withdrawal– Although a Voluntary Medical Withdrawal is preferable, the Associate Dean for Admissions and Student Affairs, with the concurrence of the Senior Associate Dean for Education, may place a student on an Involuntary Medical Withdrawal.

Prior to placing student on Involuntary Medical Withdrawal:

(i) The School of Medicine shall conduct an individualized assessment of the student and give careful consideration to the opinions and recommendations of the student’s treating physician or mental health professional, if available, along with the opinions and recommendations of the healthcare professionals consulted by the School of Medicine.

• The School of Medicine will encourage the student to provide any other additional information that the student believes is relevant to the determination.
• The School of Medicine will respect the student’s confidentiality, and only require the student to provide a medical release for access to the student’s medical and mental health records as reasonably necessary to complete its individualized assessment.

(ii) Based on the individualized assessment, the School of Medicine will determine whether, and what, reasonable modifications can be made that would be effective to allow such student to continue to attend classes or engage in clinical training and otherwise participate in its educational programs while seeking treatment for, or recovering from, any related medical or mental health conditions.

(iii) However, in the event that the School of Medicine also considers whether the student poses a direct threat to the health or safety of others, the School of Medicine will make an individualized assessment based on reasonable judgment that relies on current medical knowledge or on the best available objective evidence, to ascertain the nature, duration, and severity of the risk; the probability that the potential injury will actually occur; and whether reasonable modifications of policies, practices, or procedures or the provision of auxiliary aids or services will mitigate the risk.

The School of Medicine will require an Involuntary Medical Withdrawal for a student only if:

(i)  after the individualized assessment; consultation with the Student Health Center, physician, or other LIP; and careful review and consideration, the School of Medicine concludes that the student’s continued participation in its educational programs would require modifications that would be unreasonable or would fundamentally alter the nature of those programs;

(ii)  the student rejects all reasonable modifications offered by the School of Medicine and the student cannot meet the School of Medicine’s essential eligibility requirements and technical standards to continue to participate in its educational programs, or

(iii)   even with the provision of all of the reasonable modifications offered by the School of Medicine, the student cannot meet the School of Medicine’s essential eligibility requirements and technical standards;

If the School of Medicine decides to impose an Involuntary Medical Withdrawal, the School of Medicine will advise the student in writing through University of Virginia email of the leave and duration, any restrictions from coming on campus or entering a clinical site and available academic appeals procedures.  The School of Medicine shall document the decision as well as the underlying facts, assessments and determinations.

An Involuntary Medical Withdrawal is an academic decision and is not a disciplinary action.  However, separate disciplinary action may result from the underlying behavior of the student pursuant to the Student Code of Conduct.

NOTE:  In emergency situations, the Dean, or the Dean’s designee, in the exercise of reasonable judgment, may bypass some or all of the above steps and considerations in order to ensure campus or clinical safety and/or the safety of the student, other students, or patients, and may suspend a student provisionally pending formal consideration of the relevant issues by the appropriate committee, e.g., ASAC, University Judiciary Committee, at the earliest possible opportunity.  Nothing in this or other policies shall be construed to prevent the School of Medicine from requiring students at all times to meet the School of Medicine essential eligibility requirements and technical standards.

b)   Use of University Services while Withdrawn

Students withdrawn may not use instructional services and/or university facilities.  The School of Medicine identification badge, and associated privileges such as parking and facilities access, must be inactivated upon withdrawal.

c)   Readmission

• Unless dismissed by the University or the School of Medicine, a student who has withdrawn may seek readmission by submitting a request to the Associate Dean for Admissions and Student Affairs and the School of Medicine Registrar (email: som-registrar@virginia.edu) at least sixty (60) days prior to the return date requested.
• A longer period of notification might be necessary if scheduling of clerkships or electives is involved. Acceptance for readmission will depend on availability of positions in the clerkships/electives. Applications for readmission will be kept on file and will be considered in the order received, as positions become available. Students who withdraw before taking Step 1 and the Transition Course (Introduction to the Clerkships) can re-apply for the spring semester in the next academic year. Once enrolled the student can take Step 1 and the Transition Course (only offered once per year). Clerkship assignment will be based on current availability and any assignments made prior to the withdrawal will not be reserved.
• All students returning from a withdrawal must receive clearance from the University’s Dean of Students to return. This will be coordinated by the School of Medicine’s Registrar.
• A student granted a voluntary withdrawal for medical reasons will require subsequent medical clearance from the Student Health Center, or physician or other LIP approved by the Student Health Center, as a condition for readmission.
• A student placed on an involuntary withdrawal for medical reasons will require subsequent medical clearance from a physician or other LIP, approved by the School of Medicine, as a condition for readmission.
• A student withdrawn for academic, professionalism or administrative reasons or a student who has academic or professionalism deficiencies at the time of withdrawal must be reviewed and approved to return by ASAC. Students whose request for readmission is denied by ASAC will have the right of appeal, per the Policy on Academic and Professional Advancement.
• All students returning from a withdrawal must re-attest to their ability to meet the Technical Standards, with or without reasonable accommodation.
• If granted readmission, the student shall be required to adhere to any changes in policy or curriculum that occurred during the absence.
• Students approved for readmission shall be re-enrolled in any courses that were graded W or F at the time of withdrawal. Both of these grades remain on the transcript, along with subsequent grades. The ASAC shall determine how much of the course or clerkship will need to be repeated to satisfy requirements. ASAC shall make this decision with consideration of the recommendation of the Course/Clerkship Director and based upon the Policy on Academic and Professional Advancement. The chair of ASAC will notify the student in writing of the committee’s decision.
• Failed courses shall be repeated in their entirety.
• Students whose period of withdrawal is greater than two years must reapply to the School of Medicine through the Office of Admissions.
• Students who have been dismissed shall not be offered readmission.
• The School of Medicine reserves the right to impose any additional conditions upon a student seeking readmission after a withdrawal, and to refuse consideration based on the relevant time limit on matriculation to graduation (see paragraph one of this document).

Reviewed and reaffirmed July 2020 by UME Management Team.

Maternity, Paternity, and Adoption

We strive to provide flexibility to students who request modification of the timing of their curriculum for reasons of maternity, paternity, adoption or legal guardianship, based on the following principles:

1. Each request for modification will be considered on an individual basis. Requests should be made to the college dean in the Office for Student Affairs.
2. The educational requirements of the year in question must be met before a student can proceed to the next step in the curriculum, or to graduation.
3. Subject to the requirements of licensing and accreditation bodies, students may be able to meet educational requirements through adjustments in the timing of courses, clerkships, and electives. Adjustments in timing must be made through the Office for Student Affairs with approval of the college dean and the respective course director.
4. All arrangements will be dependent upon the availability of learning experience(s) which allow all educational objectives to be met.

Revised September 2020 by Medical Education Management Team

Pursuit of a Dual Degree

Students in the School of Medicine may elect to expand their experience and training by pursuing a dual degree. If approved, students will be given leave from the M.D. program to complete their dual degree and return to the M.D. program under the following conditions:

• Approval for the dual degree program and the appropriate time away from the School of Medicine MD curriculum must be obtained in advance from the student’s College Dean for Student Affairs in the School of Medicine.
• Students seeking a dual degree are expected to complete the pre-clerkship and clerkship phases of the medical curriculum and take USMLE Steps 1, 2 CK and 2 CS before beginning the dual degree program.
• The student is responsible for making application to the dual degree program.
• The University of Virginia School of Medicine is not responsible for financial aid for students enrolled in a dual degree program.
• Students must complete the post-clerkship curriculum requirements after completing the dual degree program. Elective credit typically is not granted for dual degrees. Exceptions are described in the policies for the dual degree programs available at: https://med.virginia.edu/admissions/programs/

Revised and affirmed September 2020 by Medical Education Management Team

Dual Degree Program M.D./Ph.D. - Medical Scientist Training Program (MSTP)

Admission

Students must be admitted to the Medical Scientist Training Program (MSTP) to enroll in the dual degree program. Students must apply through the MSTP portal and secure separate admission to both the MSTP and the medical school programs within the School of Medicine. Admission to the MSTP will be judged according to criteria developed by the MSTP Committee. Typically MSTP students receive their PhD degrees through one of the School of Medicine Biomedical Sciences Graduate or “BIMS” Programs although students earning their PhD with a member of the faculty in Biomedical Engineering (BME) may elect to get their PhD from the School of Engineering and Applied Sciences. For more information on BME please refer to the MD/ BME Dual Degree Agreement.

Enrollment, Tuition and Financial Aid

Students will be enrolled in the School of Medicine MD program for 3 semesters of pre-clerkship (pre-clinical) medical training, which under the curriculum instituted beginning with the Medical School class of 2014 occupies 68 weeks of instruction, concluding in winter of the second year. MSTP Students complete research rotations in the summer before starting medical school as well as in the summer between their first and second years. Subsequently, students will enroll in the School of Medicine BIMS Graduate Program (or Engineering for MSTP students in BME) beginning in the spring of year 2 and continuing in contiguous semesters until finishing the Ph.D. degree (usually years 3-7 in the program), at which point they will return to the MD curriculum for the remaining semesters.

Students may return to the MD curriculum after their public PhD defense date. Once that date is set, they must contact the SOM Registrar to create a plan and schedule for return to clinical coursework.

Students will be required to enroll in MD curriculum for a minimum of 6 semesters. Students must be enrolled in the PhD curriculum a minimum of 6 semesters. The total number of terms enrolled in each will vary based on when the student completes their thesis.

Students enrolled in the MD/PhD curriculum must complete the course requirements and receive both degrees within 9 years of matriculation. Any extensions beyond 9 years must be requested in writing and approved by the ASAC committee.

Each year, MSTP students are awarded full scholarships that cover tuition and fees, stipend/wages, health and dental insurance and a modest travel allowance. The financial package is guaranteed by the University of Virginia School of Medicine as long as a student is in good academic standing and is supported at various times by a combination of NIH training grants, individual research investigator funds and institutional support.  

During the medical school years and the first year of graduate school, the MSTP funds the students through the MSTP Training Grant or other institutional funds at its disposal. Support during the remainder of PhD training is provided by training grants, individual investigators R01s, extramural fellowships and/or institutional support, in keeping with funding policies for all BIMS students. 

If a student receives an individual extramural fellowship, such as an American Heart Association (AHA), Department of Defense (DOD), or National Research Service Award (NRSA), students receive a merit increase to their stipend. The merit increase remains effective during the term of funding of the extramural fellowship.

The MSTP program will pay tuition to the MD program for a minimum of 6 semesters and a minimum of 6 semesters to the PhD program. The MSTP guarantees up to a total of eight semesters of Medical School (MD) tuition.

Tracking Credit

MSTP Students are expected to fulfill all of the requirements as outlined by School of Medicine’s MD program and the individual BIMS (or BME) degree-granting program in order to receive an MD and PhD, respectively.  

BIMS Curriculum Alterations:

Students enrolled in the MSTP will often use the coursework completed during the MD preclinical curriculum to receive transfer credit for course requirements. For example, MSTP students can petition the Director of Graduate Studies for the PhD degree-granting program with which the student affiliates to receive transfer credit for BIMS 6000 (Core Course in Integrative Biology). Decisions on these petitions will be made by the DGS in consultation with the MSTP Director and the student’s research advisor.  

Beginning with the cohort of MSTPs matriculating into the MD program in summer of 2021, and based on the School of Medicine’s Policy on course credit equivalencies, students who are awarded transfer credits for the core course requirement will be awarded 10 topical credits, the equivalent graded credit hours of the Core Course in Integrative Biology.

For those MSTPs who take the core course, the pre-clerkship curriculum will be evaluated by the Director of Graduate Studies of their selected degree-granting program for other appropriate coursework equivalencies for which they may receive transfer credit (up to 10 credits in total).           

MSTP students also take a number of BIMS courses while completing the pre-clerkship Medical Curriculum (see below) such that they will typically have a total of 20 credits that count towards the minimum 72 required for a PhD at the time they transition to their graduate program.

Ultimately, the MSTP student’s PhD Program will determine the course requirements that they will need to complete in order to be awarded a PhD, in addition to fulfilling other degree requirements such as writing and successfully defending a PhD thesis. Most programs require a minimum of at least one high quality first author original research paper. Please see the requirements for the individual School of Medicine BIMS PhD-degree granting programs for additional details.

MD Curriculum Alterations:

In addition to the standard pre-clerkship MD curriculum, students in the MSTP program are required to take the following courses during the pre-clerkship period.  The MD program does not charge tuition for PhD coursework completed while term activated in MED for summer terms.

BIMS 8131 Topics in the Molecular Basis of Human Disease

BIMS 8132 Topics in the Molecular Basis of Human Disease

BIMS/PATH 8470  Readings in Molecular Medicine

BIMS 8995 Topical Research (2x, typically in summers)

BIMS 8171 MD/PhD Research in Progress Colloquium (2x)

BIMS 8172 MD/PhD Research in Progress Colloquium

During the Electives Program series, students in the stand alone MD program are required to complete courses MED 9870-9872 (Electives Program 1-3) on clinical topics of their interest. Students who have successfully attained the PhD in one of the Biomedical Sciences or BME will be considered to have completed the equivalent of 32 weeks of clinical activities.

Change of Status

If a student decides to terminate their MD program, they must notify their college dean and the Director of the MSTP program in writing. If the program is terminated before the completion of the MD preclinical curriculum, they must withdraw and apply separately to the PhD program. If the student decides to terminate during the PhD portion of the curriculum, they must notify the Director of Graduate Studies and the Director of the MSTP program in writing. They will not be required to withdraw from the MD program; however, they will no longer be considered a part of the MSTP for purposes of funding.  In addition, none of the credits earned in the PhD program will apply toward the MD degree. These students will be required to meet all of the graduation requirements of their new cohort when they return to the SOM.

Awarding of Degrees

The Ph.D. degree will be awarded before completion of the M.D. degree, at the degree conferral date at the end of the term in which the student completes the degree requirements.

Research Status

• Student is not eligible to receive any Financial Aid funds while enrolled in Research
• Student will be reported as full time to the clearinghouse
  • Loans will be deferred while in Research status
• Student will pay a reduced tuition ($206 per term for 2017-18) and full student fees (varies by in-state or out-of-state status)
  • The department can pay these costs for the student if they choose to
• Research status must correspond with billing periods Fall/Spring
  • Students may not take electives or clerkships during research status enrollment
  • Research status can be for 1 or 2 semesters
• Students retain hospital ID and access to library, student services
• If research occurs between 3^rd and 4^th year, student must complete Step 2 CK and CS as well as all clerkships before beginning research in the fall
• Students in research status are covered by medical malpractice liability insurance
• Students must still adhere to 6 year graduation limit
• Students may be paid for research while enrolled in research status
• Students must engage in research at UVA
• Students are expected to engage in research, as part of the research course, for at least 35 hours per week
• Students will be evaluated by faculty supervisor at completion of research status
• Students must submit a research report to the course director at completion

Process

• Student presents formal plan to College Dean
• Student secures a position in a UVA research project
• College Dean approves research status, emails registrar
• Registrar enrolls student in research at the next billing period

Learning Objectives

1. Perform a critical reading of the scientific literature to understand the field of study
2. Identify a research project and develop the experimental design
3. Collect accurate data and perform critical analysis and interpretation of results

Course director:  Janet Cross, PhD

Student Mistreatment and Other Unacceptable Behaviors

Contact Office:

Assistant Dean for Medical Education, Office of Educational Affairs, School of Medicine, PO Box 800005, Charlottesville, VA 22908-0005 Phone: 434-243-2522

Applies to:

School of Medicine faculty, staff, and students.

Reason for this policy:

A core value of the University of Virginia School of Medicine is a respectful, cooperative, safe, and professional learning environment for students in the School of Medicine and affiliated educational, laboratory, and clinical settings. This policy states the expectation of such an environment.

Policy Statement:

All faculty and staff must adhere to the School of Medicine Code of Conduct. The environment in which students learn must be free from mistreatment and other unacceptable behaviors that may be used adversely to control, influence, or affect the well-being of any student; exhibiting such behaviors conflicts with the mission and values of the School of Medicine. Allegations and complaints of the occurrence of these behaviors will be quickly and fully investigated and, if the allegations are founded, appropriate disciplinary or other actions will be initiated. Th terms “mistreatment” and “unacceptable behaviors” include but are not limited to:

• threatening or abusive language, profanity or language that is perceived by students to be demeaning, berating, rude, loud or offensive, publicly belittling or humiliating, and/or
• actual or threatened inappropriate physical or sexual contact, and/or 
• other forms of behavior that are perceived as intimidation or physical or sexual harassment by students, and/or 
• behaviors perceived by a student to be a pattern of disruptive behavior or interaction that could interfere with teaching, learning or adversely impact the quality of care rendered to any patient, and/or
• bias, defined as a threat or act of harassment or intimidation – verbal, written or physical – which is personally directed against or targets a student because of that student’s race, age, color, disability, national or ethnic origin, political affiliation, religion, sex (including pregnancy), sexual orientation, gender identity or expression, marital status, veteran status, or family medical or genetic information.

Related Policy:

School of Medicine Code of Conduct https://med.virginia.edu/school65 administration/wpcontent/uploads/sites/304/2015/11/Code-of-Conduct.pdf

Revision history:

Implemented July 1, 2012, revised 8/21/15, revised 68 8/10/17, revised 2/12/20  Approved 2/12/2020 by David S. Wilkes, MD, Dean

Technical Standards

Introduction: The practice of medicine requires a broad combination of cognitive, emotional, physical, interpersonal and other skills and personal characteristics in order to provide highly effective patient care within the system of health care. Consequently, the School of Medicine has identified minimum standards required of all students who matriculate. These standards must be met throughout medical school in order to progress and graduate; they are predicated on the school’s learning objectives that are considered essential for completion of the M.D. degree. They have been approved by the Curriculum Committee, the Dean and the Office of General Counsel and are reviewed for currency and re-confirmed on an annual basis.

Students are required to attest at the time they accept an offer to matriculate that they meet the School of Medicine’s Technical Standards, and they must attest on an annual basis that they continue to meet the standards. These standards are not intended to deter any student who might be able to complete the requirements of the curriculum with reasonable accommodations. Requests from students or prospective students for reasonable accommodations in meeting the technical standards will be considered by the Technical Standards Committee.

Resources for Students: Admitted students with physical or learning disabilities or students who develop physical or learning disabilities have access to the University’s Student Disability Access Center for an evaluation of what accommodations might be necessary for the student to succeed.  The University also provides Physical Medicine and Rehabilitation services for students at the student’s expense.

Technical Standards: The standards listed below are based on the skills necessary to meet the requirements of the curriculum.

Cognitive Abilities

• Recall and explain facts and concepts
• Apply facts and concepts in novel clinical and research contexts
• Integrate and analyze clinical and research data and draw appropriate conclusions (measurement, calculation, reasoning, synthesis).  The student must be able to execute these skills and act quickly in situations such as cardio-pulmonary resuscitation.
• Justify one’s analysis and conclusions
• Acquire and develop clinical reasoning and judgment skills
• Create new knowledge
• Complete multiple choice, clinical skills and other assessments in a timely manner
• Communicate effectively in both oral and written formats
• Solicit and record accurately and clearly information from patients, families and others
• Demonstrate proficiency in both oral and written English language
• Demonstrate self-awareness and self-assessment of one’s abilities and deficiencies or limitations
• Self-awareness to request help when needed

Emotional, Attitudinal and Behavioral Skills

• Demonstrate empathy
• Demonstrate integrity
• Demonstrate honesty
• Demonstrate concern for others and ability to put the welfare of others before one’s own
• Demonstrate interest and motivation
• Demonstrate timely response and completion of assignments and duties
• Demonstrate adherence to universal precautions and safety standards in the laboratory and clinical settings
• Demonstrate self-awareness and self-analysis of one’s emotional state and reactions
• Modulate affect under adverse and stressful conditions and fatigue
• Modulate behavior under adverse and stressful conditions and fatigue
• Exhibit emotional resilience
• Engage in self-reflection
• Adapt to changing environments and roles
• Accept feedback, suggestions and criticism in a constructive manner
• Identify personal reactions, recognize multiple points of view and integrate these appropriately into clinical decision making
• Communicate and care for, in a non-judgmental way, persons who differ from oneself and one’s beliefs in a variety of ways, including but not limited to gender, age, race, ethnicity, socio-economic status, culture, creed, military status, sexual orientation and identity, and religious or spiritual beliefs
• Demonstrate freedom from impairment due to alcohol or other drugs

Physical ability to learn, perform, and become competent in the following:

• Participate consistently in learning experiences and as a member of healthcare teams in order to achieve a coherent and coordinated curricular experience
• Execute motor movements necessary for cadaver dissection and for general and emergency patient care, including conducting a full physical examination (including manual vital signs), assisting in surgery, obstetrics and emergencies such as cardio-pulmonary resuscitation as well as suturing/stapling of wounds (and removal), inserting an intravenous catheter, inserting a urinary catheter, splinting and other basic general medical and surgical care
• Stand for extended periods of time
• Assist in lifting and positioning patients for procedures
• Dress in protective gowns, gloves and other garments
• Scrub one’s hands for sterile procedures
• Ability to demonstrate physical stamina to work a mid-level resident shift
• Demonstrate skills necessary to use a computer, e.g. the electronic medical record
• Use a microscope
• Perform an electrocardiogram and place a patient on a cardiac monitor
• Demonstrate physical skills and senses necessary to use a stethoscope, ophthalmoscope, otoscope, FAST ultrasound and other basic medical equipment
• Demonstrate adequate sensory function (vision, hearing, touch, equilibrium) and motor function in order to palpate, percuss, auscultate and perform other diagnostic maneuvers (to observe and differentiate normal from abnormal findings on physical and mental status examinations)
• Draw venous blood
• Ventilate a patient effectively using a bag-mask apparatus

Interpersonal Skills

• Establish effective working relationships with patients, families, fellow students, faculty, nurses and other professionals in a variety of work environments (classroom, laboratories and clinical settings)
• Function effectively and productively as a member of an interprofessional healthcare team

University of Virginia School of Medicine Process for Determining Compliance with the Technical Standards for Matriculation, Promotion, and Graduation

All matriculants and current students (“Candidates”) must possess the physical, cognitive, emotional and interpersonal capabilities necessary to complete the medical education program and to provide highly effective patient care within the medical education program.  These capabilities are called Technical Standards, the essential functions that all medical students must demonstrate to meet the requirements of a general medical education.  Candidates—whether for admission, academic promotion, or graduation—must meet these Technical Standards, with or without reasonable accommodation.  ( See the “Technical Standards” for details of these capabilities .)  These technical standards are predicated on the school’s learning objectives that are considered essential for completion of the M.D. degree. They have been approved by the Curriculum Committee and the Dean of the School of Medicine.

Annual Declaration:   Each year, all Candidates must sign and return to the Office of Student Affairs a copy of the form “Declaration of Meeting Technical Standards for the University of Virginia School of Medicine.”  Failure to submit the form could delay or prevent promotion or graduation.  Falsification of a form is a violation of the Honor Code and could lead to dismissal from the School.  Each year, the Office of Student Affairs will notify students of the deadline for filing the Declaration but it is the student’s responsibility to submit the form by the deadline. (See the form at the foot of this document.)

Review of Technical Standards:   The standards are reviewed, revised as needed, and reconfirmed by the Curriculum Committee annually.  This review takes into account the School of Medicine’s ongoing curriculum and clinical standards evaluation, and changes in applicable law and/or University policy.

Technical Standards Committee:  The Technical Standards Committee is charged with determining whether Candidates meet the School’s Technical Standards and, if not, whether reasonable accommodation would allow them to meet the standards. If the Committee determines that a case does not fall within the scope of a technical standards issue, the Committee will triage the case to the appropriate group, e.g., the Academic Standards and Achievement Committee, the Threat Assessment Team, etc.

The Technical Standards Committee consists of the Senior Associate Dean for Education, Associate Dean for Admissions and Student Affairs, Associate Dean for Curriculum, Associate Dean for Diversity and Inclusion, and the Assistant Dean for Medical Education. Review and advice will be sought as appropriate, and may include General Counsel for the Medical School, the UVA Office for Equal Opportunity and Civil Rights and/or the Student Disability Access Center.

Students with Disabilities:

The University of Virginia does not discriminate against qualified applicants or enrolled students with disabilities. These Technical Standards are not intended to deter any candidate or enrolled student for whom reasonable accommodation will allow the fulfillment of the complete curriculum.

Admitted and enrolled students with disabilities have access to resources at the University.  See the ADA Coordinator’s website.

Reviewed and reaffirmed by the Curriculum Committee June 2019; July 2020.

Use of Student Data

The School of Medicine collects information about you beginning with your AMCAS application materials.  Additional data are collected throughout your time as a medical student as a part of our continuous process to review, evaluate and improve the educational program.  At times, administrative leaders in the Office of Medical Education use these data to conduct educational research that will contribute to what is known about teaching and learning.  For the purposes of research, your data are analyzed in aggregate and your name is not associated with the data; nor would your name or your individual data be used in presentations or publications.  Aggregate data of any kind are never released to anyone interested in doing research (faculty or others) without formal approval by the Group on Research in Medical Education, the Senior Associate Dean for Education, and the Institutional Review Board.  A governance group that oversees the database also reviews the request and ensures that no data are shared in any way that would allow a student to be identified.

It is your right to choose not to allow your data to be used for medical education research.  Although your data still will be collected for program evaluation by the School of Medicine, we will confirm with each student at the start of every academic year that they assent to the use of their data for research purposes as well.

Updated June 2018. Reviewed and reaffirmed July 2020 by UME Management Team.

Volunteering at Healthcare Events

Oversight Executive:

Senior Associate Dean for Education, PO Box 800005 Phone: 434-243-2522

Applies to:  

School of Medicine (SOM) faculty, staff, students, and others teaching or learning within the program leading to the MD degree at the School of Medicine.

Reason for this policy:

The School of Medicine encourages students to be active in our community and volunteer their time, and must ensure specific procedures are followed in order for students to be covered under the University’s liability risk management plan.

Policy Statement:

Students who are interested in organizing or volunteering in a healthcare event or fair first must secure a clinical faculty advisor/supervisor for such activities. The faculty member then must secure permission and sponsorship from their department chair. Students are covered under the University’s liability risk management plan only when the event is under the auspices of a clinical department and students are acting within the capacity authorized by the clinical department.

Revision history:

Implemented July 28, 2011; revised 9/15/20 Approved September 15, 2020, by David S. Wilkes, MD, Dean