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 Return to: School of Medicine: Academic Rules
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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 the ASAC will deal with student academic deficiencies in courses, clerkships, electives, the 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 Cells to Society Curriculum are graded as pass/fail (P/F); any F constitutes a failure. The Phase 2 clerkships are graded with letter grades (A+, A, B, C or F). With the exception of the Patient-Student Partnership Course, a cumulative score of 70% or higher is required for successful completion of each course and clerkship. Earning a cumulative score of less than 70%, failing any individual clerkship component, or not completing any of the required course or clerkship assignments (EPAs, RCEs, IPEs, etc) 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/md-program/ume-md-curriculum/ ) 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 the 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 the 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. The 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 https://med.virginia.edu/bims/forms-and-committees/committees/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 Combined 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 Cells to Society 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:
- Integrated Systems I (first semester)
- Integrated Systems II (second semester)
- Integrated Systems III (third semester)
- Foundations of Clinical Medicine 1-A (FCM 1-A)
- Foundations of Clinical Medicine 1-B (FCM 1-B)
- Foundations of Clinical Medicine 1-C (FCM 1-C)
- Patient Student Partnership 1-A (PSP 1-A)
- Patient Student Partnership 1-B (PSP 1-B)
- Patient Student Partnership 1-C (PSP 1-C)
- 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 the 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 the ASAC with the recommendation from the respective system leader for remediation. If the student is in good standing professionally, and has no other academic deficiencies, the 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%, the 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 the 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 the 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 the 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 the 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.
All summative exams for a given semester (Integrated Systems I, II, or III) must be remediated and passed before progression to the next semester or Phase of the curriculum.
Regarding 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 the ASAC and require remediation. Any remediation required by the 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 the ASAC for review and action. Typically, the 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 the 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.
Phase 2 and Phase 3
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, and SIM, may progress to Phase 2. Students must pass the Clerkship Readiness Course prior to progressing further in Phase 2.
Remediation of Academic Deficiencies in Phase 2
To pass a clerkship, a student must achieve a final overall score of 70%, they must pass all individual grading components (e.g. shelf examinations, clinical performance evaluations, etc.), and complete all requirements of the clerkship (e.g. RCEs, EPAs, IPEs, etc.). The final percentage achieved correlates to an assigned letter grade of A+, A, B, C, or F. Failure of a shelf exam, clinical skills assessment or the clinical performance evaluation requires referral to ASAC. Final decision on remediation lies with ASAC and may include repetition of a single graded component of clerkship or its entirety. Failure to pass other required components, like topic presentations, etc. require remediation but not ASAC referral. Initial scores for all components will be used to calculate the final clerkship grade.
The Surgery, Anesthesia, Gynecology and Obstetrics clerkship (SAGO) is a combined 12-week course compromising 6-weeks of Surgery and 6 weeks of Anesthesia/Gynecology/Obstetrics. A student must pass each of the separate 6-week portions of this clerkship to pass the overall clerkship. If a student fails one of the 6-week portions but passes the other, only the failed portion must be remediated.
If a student is required to repeat a clerkship, it will be noted in the MSPE. The student’s transcript will show two enrollments in the same course with two independently determined and reported grades.
Intersession
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 the 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 and Phase 3
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. This passing score can be modified by recommendation of the Assessment Committee with review and approval by the Curriculum Committee. Not achieving this score constitutes a failure of the examination and therefore a deficiency for the course or 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 the ASAC with the recommendation from the course or 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. A reexamination grade, if passing, will remove the deficiency from the course or clerkship; however, the initial score is the only one that will be factored into the final course or clerkship grade. The final grade then will replace the Incomplete on the transcript. If the initial subject examination score is so low that it mathematically prevents achieving a 70% in the course or clerkship, then the ASAC may consider having the student repeat the course or clerkship and all its graded components. A second failure of the shelf exam will be referred to the ASAC for review and action. Should the ASAC permit the student to take the shelf examination a third time and the student passes, the course or clerkship deficiency will be satisfied; however, the first score is the only one calculated into the course or clerkship grade. Failure to pass a shelf examination on the third attempt constitutes a failure of the course or clerkship and will be referred to the ASAC for review and action. If approved, shelf reexaminations in Phase 2 will occur at the completion of Phase 2. By special arrangement with the clerkship director, a shelf re-examination may be scheduled during breaks between clerkship blocks. 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 the Emergency Medicine shelf in Phase 3, reexamination will be by special arrangement with the course director. If a student fails shelf examinations in three different course or clerkships, the student will be referred to the ASAC for review and will be considered for dismissal from the SOM.
Numerical or Narrative Grading Challenge in Phase 2
If a student wishes to challenge the numerical calculation of their grade or the contents of their performance summary narrative 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 must meet with the course or clerkship director to discuss their concerns. If this does not resolve the issue, the student has the right to appeal in writing to the Associate Dean for Curriculum. This appeal must occur within 2 weeks of the clerkship director decision. The joint decision of the Associate Dean for Curriculum and Associate Dean for Assessment and Evaluation and Scholarship will be final.
Foundations of Clinical Medicine-2
Foundations of Clinical Medicine-2 is an extension of the FCM curriculum. It runs in tandem with the Phase 2 and is a Pass/Fail course. A requirement of this course is successful passing of the Clinical Performance Examination (CPX) to be taken at the completion of Phase 2. Students failing the CPX are referred to the ASAC and should review their performance and address their deficiencies prior to retaking the examination. Students who have failed the CPX are required to participate in CPX remediation sessions as a condition of their reexamination.
Remediation of Academic Deficiencies in Required Courses of Phase 3:
There are 6 required courses in the Phase 3 Curriculum: Bedside to Community (B2C); an Advanced Clinical Elective (ACE); the Emergency Medicine Course (EM), the Critical Care Medicine Course (ICCM), the Internship Readiness Course and Foundations of Clinical Medicine-3 (FCM-3). The ACE, the EM Course, and the ICCM Course are 4-week required experiences that are graded Pass/Fail. B2C and the Internship Readiness Course are required 2- week courses 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 the ASAC to determine the plan for remediation.
Narrative or P/F Grade Challenge in Phase 3
If a student wishes to challenge their grade or the contents of their performance summary narrative in a Phase 3 course, the request must be made to the course director within 4 weeks of the assignment of that grade. The student must meet with the course director to discuss their concerns. If this does not resolve the issue, the student has the right to appeal in writing to the Associate Dean for Curriculum and Associate Dean for Assessment, Evaluation and Scholarship. This appeal must occur within 2 weeks of the course director’s decision. The joint decision of the Associate Dean for Curriculum and the Associate Dean for Assessment, Evaluation and Scholarship will be final.
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/md-program/ume-md-curriculum/longitudinal-curriculum/) 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 are 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 Phase 2 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. The 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/ ).
Graduation
In order to receive the recommendation from the ASAC for graduation and conferral of the MD degree, a student must satisfy all academic and professionalism requirements with no outstanding deficiencies. In addition, passing scores on the CPX, USMLE Step 1 and USMLE Step 2 are required for graduation.
Steps 1 and 2 of United States Medical Licensing Examination (USMLE):
Passing USMLE Step 1 and USMLE Step 2 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. 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 , must be completed within six years from the date the student matriculated in the School of Medicine. For students in the MD/PhD combined 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 combined degree programs graduation requirements must be completed within seven years. Exceptions to this policy are rare and must be approved by the ASAC.
Testing Accommodations
When testing accommodations have been granted to a student by the SOM, a student must share their intention to utilize that accommodation with the respective course or clerkship director at least two weeks prior to a formative/summative assessment in Phase 1and at the time of orientation for each clerkship during Phase 2.
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 the ASAC meeting. The ASAC meetings usually occur monthly. In Phase 1 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 the 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 the ASAC and/or request to meet in person with the ASAC.
- All students subject to dismissal, suspension, or who may be required to repeat an academic period will be offered the opportunity to meet with the ASAC, whether at an ASAC meeting and/or a special meeting. An academic period is defined as any course or clerkship for which a student receives an independent grade.
- The ASAC reviews each student’s medical school file, 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. If the ASAC determines that dismissal, suspension, or repetition of an academic period may be an appropriate action, the decision will be deferred, and the student will be invited to return before the committee at a special meeting subject to the process below. If it is known in advance that dismissal, suspension, or repetition of an academic period will be considered, the matter may be referred directly to a special meeting.
- The Chair of the 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 the ASAC in collaboration with Course or Clerkship Directors considering the make-up schedule for that academic year.
- In cases in which the ASAC determines that dismissal, suspension, or repetition of an academic period may be an appropriate action, the student will be notified that a special meeting will be scheduled as soon as possible, but with the allowance of adequate time for the student to prepare. The purpose of the special meeting is to afford the student a full and fair opportunity to present any evidence they would like the ASAC to have before deciding on action. The following rules shall govern the special meeting:
- In preparation for the special meeting, the student is permitted upon request to inspect their entire medical school file.
- At the special meeting, the ASAC chair (or their designee) will present information regarding the academic and/or professionalism concern(s), which may include documentation and/or witnesses. The student also will have the opportunity to present evidence to explain or mitigate the academic and/or professionalism concern(s), which may be in the form of their own testimony, witness testimony, or documentation.
- Legal counsel representing the student may attend the special meeting, but counsel’s role is limited to providing advice to the student. Legal counsel will not be permitted to participate actively in the presentation of testimony, questioning of witnesses or presenting argument.
- In advance of the special meeting, the student and the ASAC chair will exchange exhibit and witness lists on a date to be determined by the ASAC chair. Thereafter, both parties may designate rebuttal exhibits and/or witnesses on a date to be determined by the ASAC chair. Absent unusual circumstances, no additional evidence will be permitted to be presented at the special meeting.
- The student may present evidence at the special meeting in the form of testimony (including their own) and documentary exhibits.
- Affidavits may be produced in lieu of live testimony, with the understanding that such affidavits may receive less weight than live witnesses, because there will be no opportunity to ask additional questions of the individual.
- The ASAC will take reasonable efforts to ensure that any SOM faculty and staff that the student requests to provide testimony at the special meeting are able to attend in person. However, this may result in scheduling delays.
- At the special meeting, the ASAC chair (or their designee) will present the academic and/or professionalism concern(s) regarding the student, followed by any additional evidence they wish to present to the ASAC for consideration. Thereafter, the student will present any evidence and/or testimony on their behalf. Following testimony of a witness or the student, the student and members of the ASAC will have an opportunity to ask questions.
- Witnesses must be treated with respect at all times. The ASAC chair may cease or limit questioning of a witness for failure to do so.
- The special meeting will be recorded by the ASAC. No other recording or photography of the special meeting is permitted. Upon request, the student will be provided with a copy of the recording within a reasonable time following the hearing.
- The ASAC chair retains the right to put reasonable limits on the number of witnesses to be presented and the total length of the special meeting based on the circumstances of the particular situation.
- Following the special meeting, the ASAC will meet to decide on the appropriate remedy. The ASAC will hold a formal vote to confirm any decision. The student will be informed of the ASAC’s decision in writing as soon as possible following the vote.
If the ASAC votes to suspend or dismiss a student, the student can appeal the decision of the ASAC following the Appeals Process described below. However, decisions regarding graduation due to failure to pass USMLE Steps 1 or 2 cannot be appealed.
- The SOM registrar shall communicate with student, College Dean and the ASAC to confirm when deficiencies or examination failures have been remediated.
Academic Appeals Process
- If the ASAC requires a suspension or 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, except that students failing to pass Steps 1 or Step 2 of the USMLE within three attempts for each exam will not be permitted an appeal. The student must notice their appeal to the Associate Dean for Student Affairs no later than 14 days from receipt of notification or lose the right to appeal.
- Upon written notification from an eligible student to the Associate Dean for Student Affairs indicating the student’s decision to appeal, the Associate Dean for Student Affairs shall notify the Appeals Committee, who will review the decision of the ASAC. The three-person Appeals Committee is a standing committee appointed by the Dean, comprised of three clinical department chairs, as well as two alternate clinical department chairs in case of conflict of interest or scheduling issues. The Assistant Dean for Compliance and Accreditation serves as staff liaison to the Appeals Committee, ex officio, and without vote.
- The student is permitted to inspect their entire medical school file, including any material upon which the decision of the ASAC was based. The Appeals Committee will be provided with all materials submitted at the special meeting of the ASAC, to include a transcript of the special meeting, and a copy of all exhibits and other documents used or referenced at the special meeting. The student and the ASAC chair (or their designee) also will be provided with all of these materials not already in their possession.
- The student is permitted to have counsel, but legal counsel’s role at the Appeals Committee hearing is to provide advice to the student. Legal counsel may not participate actively in the proceeding.
- The Appeals Committee is to conduct an appeal hearing within a reasonable period of time as the schedules of the involved parties permit. In preparation for the appeal hearing, the Appeals Committee will review the special meeting record and evidence.
- Appeals Committee hearings will provide both the student and the medical school representative presenting the case equal time to argue why the ASAC decision should be upheld or rejected. The Appeals Committee may limit the time provided for the hearing, which shall be binding upon the hearing participants. Absent unusual circumstances (to be determined by the Appeals Committee chair), no new evidence or witnesses may be produced at the appeal hearing. Instead, the appeal hearing is an opportunity for the student to highlight the important pieces of information and evidence presented to the ASAC, and advocate for a different outcome.
- The Appeals Committee will uphold, modify, or reject the decision(s) of the ASAC. 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, modify or reject the adverse action. However, before modifying or 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 appeal hearing will be recorded by the Appeals Committee. No other recording or photography of the hearing is permitted. Upon request, the student will be provided with a copy of the recording within a reasonable time following the hearing.
- Following argument by the student and the ASAC chair (or their designee), the Appeals Committee will adjourn the hearing and reach a decision.
- The Appeals Committee’s decision must be submitted to the student, the chair of the 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.
- The decision of the Appeals Committee will be final, except that a student may submit a procedural challenge for failure to comply with the academic appeals process to the Dean of the School of Medicine. Should the Dean and/or the Dean’s designated chief academic officer determine that there was a failure to follow procedure, the Dean and/or the chief academic officer will remand to the Appeals Committee for remediation of the compliance issue and reconsideration.
General Operational Procedures
The 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. The ASAC may be superseded by University policy or legal action.
Definitions of Academic Status
A student may be placed on academic warning by the 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 the ASAC during a specified period in which the student’s academic progress and/or professional behaviors are monitored closely with periodic required reviews by the 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 the 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, second and 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, second and 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 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 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.
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.
The Curriculum Committee has oversight and approval for this policy.
- Revised and reaffirmed May 2024
- Revised August 2023
- Reviewed and reaffirmed May 2023
- Revised June 2022
- Revised June 2021
- Revised July 2020
- Revised June 2019
- Revised July 2018
- Revised June 2017
- Revised July 2016
- Revised November 2015
- Revised July 2015
- Revised August 2014
- Revised August 2013
- Original effective date April 1, 2012
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 12 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 the 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 the 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.
The 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. A minimum of two and a maximum of three voting positions are held by Inova faculty. 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 the Charlottesville campus, the senior associate dean for education solicits nominations from department chairs and self-nominations from the general faculty and recommends voting members to the SOM dean for appointment. For the Inova campus, the associate dean for the regional campus solicits nominations from department chairs and self-nominations from the faculty and recommends voting members to the 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 the ASAC. The vice chair may call and chair an ASAC meeting if 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 senior associate dean for diversity, equity and inclusion, the director of academic enhancement, the assistant dean for medical education, and the associate dean for the regional campus (or his or her designee from among the assistant deans for the regional campus) 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
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. 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.
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. An exception is made for the registrar, who is required to record special meetings of the ASAC, as delineated in the Policy on Academic and Professional Advancement, under the section entitled “Procedure for Handling a Deficiency or Failure.” 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 record in the Office of Student Affairs.
D. Assistant deans for student affairs (college deans) may be invited to attend committee meetings to provide information but otherwise may not influence the committee’s decisions, nor recommend committee actions.
E. 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 notifying the student that a special meeting will be convened, and only after the committee holds a special meeting to consider the issues as delineated in the Policy on Academic and Professional Advancement, under the section entitled “Procedure for Handling a Deficiency or Failure.” The purpose of the special meeting is to afford the student a full and fair opportunity to present any evidence they would like the ASAC to have before deciding on action.
F. 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.
G. 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.J below). All individuals and departments with a need to know will be so notified. H. The official medical school transcript shall accurately reflect the 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 reexamination, suspensions, etc.).
I. When a student addresses the committee, the student will act as their 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, with the exception of special meetings as delineated in the Policy on Academic and Professional Advancement, under the section entitled “Procedure for Handling a Deficiency or Failure.”
J. 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.
K. 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.
L. 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.
M. Policies concerning the ASAC must be updated as needed. The current version must be posted on the School of Medicine Policies and Guidelines webpage at https://med.virginia.edu/policies/uva-som-policies-and-guidelines/ .
N. No student will be formally dismissed or suspended prior to an appropriate special meeting by the ASAC as outlined in the Policy on Academic and Professional Advancement. 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 the 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. O. Students may contest an ASAC decision of suspension, dismissal, or repetition of an academic period following the appeals process outlined in the Policy on Academic and Professional Advancement. Students failing to pass Steps 1 or Step 2 CK of the USMLE within three attempts for each exam will not be permitted an appeal. Appeals are limited to consideration of compliance with the Policy on Academic and Professional Advancement and other applicable UME policies and procedures, and whether the ASAC correctly followed such procedures and policies in reaching its decision. The Appeal Committee will not consider the appropriateness of an ASAC decision absent an accompanying failure to comply with applicable procedures and policies.
Oversight
The Undergraduate Medical Education Management Team has oversight and approval for this policy.
Related Policies
• 12 Competencies Required of the Contemporary Physician
• Professionalism Expectations
• Policy on Academic and Professional Advancement
• Policy on Technical Standards Required for Matriculation, Progression and Graduation
History
• Revised June 2022
• Administrative update June 2021
• Updated July 2020
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). For other non-health related reasons (such as compelling personal or family issues, required public duty or invited presenter at professional meetings), a student should contact their college dean for consideration of an excused absence. In all instances, a student’s college dean must be contacted for approval of an absence as soon as the potential need for absence arises.
Absences due to Illness:
Students need to notify their college dean for any absence due to illness. If a student misses more than two consecutive days due to illness, in addition to notifying their college, they need to seek medical evaluation from the Department of Student Health and Wellness in Charlottesville, student health services at Inova or other licensed healthcare provider. It is anticipated that this will be done in person, but students with a flu-like illness or symptoms consistent with COVID infection first should call the appropriate student health service or provider to determine whether or not to report or perhaps schedule a virtual appointment. Students with contagious diseases may be furloughed by Student Health and Wellness, UVA Health System, or student health at Inova to prevent infections from spreading to patients, healthcare workers and fellow students. Clearance from the respective student health service is required before the student can resume educational activities.
Excessive Absences:
If in the view of any SOM faculty a student’s absences have affected adversely their education or the education of others in an affiliated group, the faculty may submit a Professionalism 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.
Phase 1 of Curriculum:
Attendance:
The Cells to Society 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 Professionalism Concern Card being submitted to the student’s college dean, unless the college dean has excused the absence in advance (see below). Additionally, students must inform the system leader(s) or the appropriate instructor about their absence from mandatory activities and copy their college dean. By the nature of their short course status, attendance is required in all sessions for Orientation, Cells to Society and Classrooms to Clinics.
Work Hour Expectations:
The Phase 1 learning activities will be scheduled from 8:10 am to 12:00 noon, Monday through Friday. Students will have their Foundations of Clinical Medicine (FCM) small groups once a week from 1-5pm, Monday through Thursday.In addition, students have both Patient Student Partnership responsibilities and/or certain community service responsibilities as part of the Social Issues in Medicine course.The total amount of in-person scheduled course work is therefore 24 hours per week.The Curriculum Committee has further established that 30 hours of preparation/study time is the expectation for medical students in the Phase 1 curriculum.
Delay of Summative Examinations:
Summative examinations 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 and Wellness or their PCP unless the student has flu-like or COVID symptoms, in which case they should call Student Health and Wellness (924-5362) to see if a visit is warranted. After approval is given to delay a summative 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. 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. There is no make-up for other scored interim activities.
Phase 2 and Phase 3 of Curriculum:
Attendance
It is the expectation that students will be present in person for their clinical duties and attend all required academic activities in Phase 2 and 3 according to the schedules outlined by their course and clerkship directors.
Orientations for all clerkships are required and an absence shall preclude a student from being able to participate in that clerkship.
Absences and Reporting of Absences
Students whose absence has been excused by their college dean must notify the director of the clerkship, Phase 3 required course or elective as well as the immediate faculty instructor by e-mail and copy their college dean. The course director will determine how and when the student can make up the time and activities that have been missed. More than two days of excused absences must be made up.
Duty Hour Expectations
Medical students rotating on clinical services (clerkships, required Phase 3 courses 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. Directors of clerkships, required Phase 3 courses and electives 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.
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 and Wellness in Charlottesville, student health services at Inova or other licensed healthcare provider unless the student has flu-like or COVID symptoms in which case they should call the appropriate student health service 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 or course director, the clerkship or course coordinator and copy their college dean. After making up any necessary clinical time and fulfilling the other requirements of the clerkship, it is also the student’s responsibility to contact the clerkship coordinator to arrange a time to take the shelf examination 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.
If a student is absent less than 20% of the time within a given clerkship or required course, the clerkship or course 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 will be consulted to determine if they have information of extenuating circumstances that could influence this decision. Although students who have missed less than 20% of the time within a given clerkship may be permitted to complete the shelf exam during their current academic cycle, completion of the clerkship is dependent upon completion of all required activities, assignments, and missed clinical time, at the discretion of the course director. 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 all cases the student will receive an “Incomplete” until all course requirements are completed.
Other
Attendance is required for all sessions in the Transitions Course of Phase 2 as it provides necessary training and prepares students for expectations in the clinical environment. No excused absences are allowed during the following required Phase 3 courses: Bedside to Community, Advanced Clinical Elective, and Intern Readiness. 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 the service immediately.
For all other Phase 3 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. If greater than two days are missed for interviewing, or another excused absence, during an elective, the course director will work with the student to determine how and when make-up time will occur. If missed time is not made up, adjustment to credit earned may occur.
Students may schedule time off for USMLE exams during electives 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 Phase 3 handbook and course catalog for full details regarding Phase 3 attendance.
Questions
Students with questions related to the attendance or absences policies should contact the Office of Student Affairs or their college dean.
Oversight
The Curriculum Committee has oversight and approval for this policy.
Oversight Executives:
- Director, Clinical Performance Education Center
- Director, Clinical Skills Center
General Guidelines
- Clinical Skills Center (CSC) hours are Monday through Friday, 8am to 5pm.
- 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.
- All use of the Center outside of scheduled curricular activities must be pre-approved by the Center’s Director. Reservation Form.
- Learners and visitors to the Center must be supervised by a member of faculty or staff at all times.
- Access will be monitored by reviewing swipe card logs and surveillance cameras.
Tours
- 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.
- 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.
- Visitor groups shall not be larger than 10 people; larger groups will be split as appropriate.
- Visitors may enter the Center only under the supervision of a CSC employee. Instructions must be followed at all times.
- 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.
Temporary business access
- 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.
- The business group representatives shall be accompanied by an CSC employee at all times.
Masking will be as per current UVA Health System requirements.
Request Access to the Center:
To reserve the Center, use the Reservation Form.
UME Management Team approves changes to this policy.
- Revised June 2023
- Revised August 2020
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 as Foundation of Clinical Medicine (FCM) coaches, associate/assistant deans for student affairs, and the director of academic enhancement. 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 counseling. These faculty 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 academic counseling 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 counseling 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 counseling. A list of students for whom a specific coach provides counseling 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.
UME Management Team approves changes to this policy.
- Revised June 2023
- Reaffirmed August 2020
- Revised June 2019
Date: February 4, 2020
Number: 4.400
Status: Final
Contact Office:
Office of Educational Affairs
PO Box 800005
Charlottesville, VA 22908-0005
Phone: 434-243-2522
Oversight Executive:
Senior Associate Dean for Education
PO Box 800005
Charlottesville, VA 22908-0005
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 University of Virginia School of Medicine’s core education mission is to train physicians and physician scientists to help people achieve healthy, productive lives and to advance knowledge in the medical sciences. The school is committed to ongoing improvement of programmatic quality to fulfill our institutional value of excellence and to fulfill accreditation requirements established by the Liaison Committee on Medical Education (LCME).
Policy Statement:
Continuous Quality Improvement (CQI) processes are utilized to monitor short-and long-term programmatic goals and to ensure their alignment with the SOM strategic planning; to develop and achieve measurable outcomes to improve programmatic quality; and to ensure effective monitoring of the medical education program’s compliance with accreditation standards.
The School of Medicine has an established procedure and an established oversight group to engage strategically and routinely in CQI processes. The oversight group charged with this responsibility is theCQI Steering Committee, and is delineated as a standing committee in the SOM Bylaws. The dean designates appointments to the committee, which typically are ex-officio in nature and drawn from the education leadership who have oversight of the resources and personnel necessary to implement identified CQI changes.
Revision History: Implemented February 4, 2020
Approved 2/4/2020 by
David S. Wilkes, MD
Dean
All admitted students must undergo an AMCAS facilitated criminal background check, in which searches will be conducted by social security number, by areas of prior residence (on county-wide, state-wide and national levels), and by sex offender databases. The check will seek conviction information for all criminal felonies and misdemeanors committed as an adult, as well as for all unresolved offenses and arrests.
The criminal background check will not encompass offenses committed as a juvenile, with the exception of those offenses for which the juvenile was deemed an adult.
Enrollment at the School of Medicine at the University of Virginia is conditional upon the results of the criminal background check. The School of Medicine reserves the right to revoke an offer of admission based upon information received through the criminal background check. An applicant with criminal convictions listed in Virginia Code Section 37.2-314 typically shall be barred from matriculating at the School of Medicine. However, for all criminal convictions, consideration will be given to the nature and seriousness of the offense; the age of the person when the offense was committed; whether the offense was an isolated incident or part of a habitual, repetitive pattern; and the length of time that has elapsed since the offense was committed. Serious deliberation will be conducted as to whether the offense(s) may indicate a future jeopardy to patient care and well-being.
Initial admissions decisions are made prior to and without regard to the background check. However, students’ responses on the application for admission with respect to criminal misdemeanors and convictions will be compared to the criminal background check report, to ensure consistency and full disclosure on the part of the applicant. The criminal background check will be initiated at the time an offer of conditional admission is extended, or at the time an applicant accepts a position on the wait-list. Any legal, institutional or criminal actions that are noted after an offer of acceptance is given will be reviewed and discussed by a Background Check Committee. This Committee is composed of the Senior Associate Dean for Education, the Associate Dean for Admissions and Student Affairs, the Associate Dean for Diversity and Inclusion, the Assistant Dean for Medical Education, the Assistant Dean for Admissions and the Associate Director of Admissions for the School of Medicine. This group is charged with determining the appropriate course of action concerning the admissions decision as well as the terms and conditions under which enrollment, if permitted, may occur. University General Counsel is consulted when there are questions that arise that may concern matters of law.
All criminal background check information will be held confidential, and will be viewed only by Admissions Committee members and by Legal Counsel. The criminal background check report and supporting documentation will be held separately and independently from the student’s academic file, and will be under the care and custody of the Office of Admissions. Records will not be forwarded by the Office of Admissions to future employers or residency programs; students should retain their own copies of the report for these purposes.
All criminal background checks will be conducted through Certiphi Screening, Inc. Students will receive a copy from Certiphi of the criminal background check report, to ensure accuracy and as a means to initiate appeal, if need be.
Oversight
The Medical Education Management Committee has oversight and approval for this policy.
History
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.
Scope and Purpose
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 online distribution of outlines, handouts, power-points, video and audio 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 rights, title and interest in copyrightable works created by University employees while acting within the scope of their employment. Consequently, all copyrights in Educational Materials created by SOM faculty in the course and scope of their regular teaching activities are owned by the University.
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 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
Purpose
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.
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 personal health information protected by HIPAA are not recorded.
- Standardized patient interactions and simulations are regularly recorded for evaluation purposes.
- Recordings involving individual students may be made available only to the student participant upon request.
- 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]
UME Management Team approves changes to this policy.
- Approved by UME Management Team June 2023
- Revised and approved by SOM Dean, February 2020 as Digital Learning Environment and Educational Materials (4.1000)
- Administrative updates February 2015
- Implemented April 2010
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.
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 rotations. This policy establishes procedures for Phase 1 (pre-clerkship) drug screening of all medical students prior to beginning Phase 2 (clinical clerkships).
II. POLICY:
All Medical Students will be required to undergo a Phase 1 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:
Phase 2 – Clinical Clerkships: The required clinical experience in one of the core specialties (Preventative, Acute, and Chronic Longitudinal Ambulatory Care (PACLAC), Internal Medicine, Neurology, Surgery, Anesthesiology, Gynecology, & Obstetrics (SAGO), Pediatrics, and Psychiatry) 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.
Phase I (Pre‐clerkship) drug screen: A drug screen conducted prior to the start of Phase 2 (clinical clerkships).
IV. PROCEDURES:
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- Each Medical Student will be scheduled for Phase 1 drug testing to occur prior to the start of Phase 2. Medical Students will not be allowed to start Phase 2 until the drug screen is performed and passed.
- 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 Phase 2.
- 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.
- 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.
- 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 Phase 2.
- 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 Phase 2. 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.
- 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
- Code of Virginia, §§ 54.1‐3446 through 54.1‐3456 (1950), as amended
- Federal Controlled Substances Act, 21 U.S.C. §812
Oversight
The UME Management Team approves changes to this policy.
History
- Reaffirmed April 2022
- Reviewed and reaffirmed August 2020
Phase 1:
Note: Courses cannot be dropped in the Phase 1 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, they 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.
Phase 2/Clerkships:
Note: The following procedures pertain to courses interrupted when a student takes a Leave of Absence or Withdraws.
- Drop without penalty (clerkship removed from transcript)
- 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, they 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.
Note: The following procedures pertain to clerkships interrupted by excused absences.
- A student granted an excused absence by their College Dean from clerkship for a period of greater than 2 days is required to make up the additional days missed.
- Student is graded Incomplete (IN) until the pending requirements are met.
- The IN grades is changed to the earned grade upon completion of clerkship.
Phase 3:
Required Courses:
Note: The following procedures pertain to courses interrupted when a student takes a Leave of Absence or Withdraws.
- 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, they 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.
Note: The following procedures pertain to courses interrupted by excused absences.
- A student granted an excused absence by their College Dean from Phase 3 required course for a period of greater than 2 days is required to make up the additional days missed.
- Student is graded Incomplete (IN) until the pending requirements are met.
- The IN grades is changed to the earned grade upon completion of Phase 3 required course.
Electives (including Advanced Clinical Electives):
- Adding a Phase 3 Elective Courses- see the Phase 3 Handbook on VMED.
- Dropping an Elective
- Students can drop an elective 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 (via email).
- Dropping an elective after the deadline, unless approved by the Director of the Phase 3 Program in conjunction with the Phase 3 Subcommittee of the Curriculum Committee, 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, but these are to be discussed with the Director of the Phase 3 Program and approval is required.
- Students will lose one 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.
Oversight
The Medical Education Management Committee has oversight and approval for this procedure.
History
- Revised January 2024
- Revised June 2022
1.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:
- The student immediately shall report the incident to the faculty supervising the clinical service.
- The student immediately shall page the Dean on Call (924-0000, pic 1416).
- 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.
- 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:
- The student immediately shall report the incident to the faculty supervising the clinical service.
- The student immediately shall page the Dean on Call (924-0000, pic 1416).
- 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.
- 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:
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 will be 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:
For students on the Charlottesville campus, 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.
For students at the Inova campus, the decision will be determined by UVA Medical Center Director of Hospital Epidemiology in collaboration with Inova Medical Director for Team Member Health.
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 and Wellness.
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, UVA Medical Center, Inova Fairfax Medical Campus, 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.
UME Management Team approves changes to this policy.
- Revised June 2023
- Reviewed and revised June 2020
Generative AI
UVA SOM supports medical students to use generative AI and large language models to augment learning with appropriate educational use defined by faculty. Specific policy points are described below.
This document was created to define acceptable student use of generative AI software, including but not limited to ChatGPT, Bard, Bing Chat, ChatSonic, Claude, Dall-E 2, Firefly, Jasper.ai, etc.
We acknowledge there are many potential benefits of AI software as well as inherent risks (e.g., bias, limited contextual understanding, plagiarism, ethics and academic integrity, inappropriate language, errors in referencing, etc).
Policy
- Faculty will set expectations for the use of AI in their specific assignments including explicit direction as to when students cannot use AI. In general, students may utilize generative AI as a tool, resource, or consultant and not as a replacement for their own knowledge synthesis, reasoning, or self-reflection.
- If generative AI is used for an assignment, it must be appropriately cited.
- Students are responsible for any inaccurate, biased, offensive, or otherwise unethical content they submit regardless of whether they personally authored it or used AI software to generate the content.
- Students may not create H&Ps or patient care documentation within the authentic clinical environment using artificial intelligence applications outside of those supported by the EHR (e.g., dot phrases, smart phrases, other system-generated text). Protected health information should never otherwise be used within a generative AI tool.
- Students may not copy and paste system or course session materials, presentation slides, or exam questions into AI systems consistent with copyright and intellectual property rights.
- When submitting scholarly work for publication or presentation, students must adhere to generative AI policies set forth by journals and organizations and disclose when and how these tools have been used.
- If a student is found to have inappropriately utilized generative AI, the student will be subject to the UVA SOM Code of Conduct and greater University Honor Code.
The Medical Education Management Committee has oversight and approval for this policy.
History
- Developed by the UVA SOM Generative AI Advisory Team and reviewed and approved by the Medical Education Management Committee November 2023.
Date: March 4, 2020
Number: 4.300
Status: Final
Contact Office:
Assistant Dean for Medical Education
School of Medicine, Office of Educational Affairs
PO Box 800005
Charlottesville, VA 22908-0005
Phone: 434-243-2522
Oversight Executive:
Senior Associate Dean for Education
PO Box 800005
Charlottesville, VA 22908-0005
Phone: 434-243-2522
Applies to:
Graduate Medical Education (“GME”) trainees, graduate students, postdoctoral fellows and other non-faculty instructors who teach medical students in the required courses and clerkships.
Reason for Policy:
The faculty of the University of Virginia School of Medicine educates and trains physicians who will provide care and treatment that will assist others in attaining healthy lives and scientists who will conduct research to advance knowledge in the biomedical sciences. GME trainees, graduate students, postdoctoral fellows, and other non-faculty instructors who supervise or teach medical students must be prepared for their roles in teaching and assessment, and must be familiar with the education program objectives and learning objectives of the course or clerkship where they supervise or teach in the curriculum
Policy Statement:
All incoming GME trainees from departments with clerkships must receive residents-as-teachers training to prepare them for their roles in the teaching and assessment of medical students. The training must include educational program objectives and the learning objectives of the clerkship where they supervise or teach.
The Office of Educational Affairs, the Graduate Medical Education Office and the Curriculum Committee jointly monitor mandatory teaching preparation programs.
Graduate students, postdoctoral fellows and other non-faculty instructors who teach medical students must be oriented to that teaching by the faculty members who conduct the educational activity and who directly oversee the individuals performing the teaching. The orientation must include discussion of program objectives, goals, and learning objectives as well as content. No graduate students are involved in supervision or assessment of medical students.
Revision History: Implemented 11/9/15; reviewed without change 3/4/20
Approved 3/4/20 by
David S. Wilkes, MD
Dean
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 Phase 1 of the Curriculum. 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 functions of the clinical site continue despite inclement weather, clinical clerkships and electives may not be canceled 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 considered essential personnel.
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.
UME Management Team approves changes to this policy.
- Revised June 2023
- Reviewed and revised September 2020
When a student’s course of study is interrupted, the interruption shall be categorized either as a leave of absence or a withdrawal. A leave of absence is intended for a student who is in good standing, who needs to interrupt their enrollment for a short period of time, and who intends to return to the School of Medicine. Regardless of the length of time of the leave of absence or withdrawal, the graduation requirements for the MD degree 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 program, graduation requirements must be completed in nine years; for students in the MD/JD, graduation requirements must be completed within eight years; for students in other dual degree programs, graduation requirements 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
Description and Conditions
There are two types of Leave of Absence from the School of Medicine—voluntary or voluntary medical.
- Voluntary Leave of Absence—an action taken when a student voluntarily leaves the School of Medicine for non-medical reasons. Requests for Leave of Absence must be made to the Office of Student Affairs and must be approved by the Associate Dean for Admissions and Student Affairs.
- Voluntary Medical Leave of Absence—only approved with recommendation of a physician or other licensed independent practitioner (LIP). Requests for leave of absence 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 and Wellness Center, or physician or other LIP approved by the Student Health and Wellness Center, is required for readmission.
(i) The Associate Dean for Admissions and Student Affairs has the authority to grant or deny a request for a leave of absence. A student who is in good standing must submit a written request for a leave of absence to the Associate Dean for Admissions and Student Affairs. The request shall provide an explanation of the reasons for the leave and the expected duration of the leave.
(ii) A leave of absence normally is granted for no more than one year; under no circumstance will a leave of absence be granted for more than two years.
(iii) If a student is granted a leave of absence from the School of Medicine, interrupting a course or clerkship, in accordance with the SOM Enrollment Procedures, 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 re-enrolled 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.
(iv) Any student requesting a leave of absence also must meet with the Office 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 leave of absence must continue to abide by the University’s student conduct requirements.
(v) The Associate Dean for Admissions and Student Affairs may impose additional conditions upon which the leave is granted.
b) Return from leave of absence
A student who has satisfied all of the conditions of their 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 prior to return.
A student who has failed to comply with any conditions of his or her leave of absence, or who does not return to the School of Medicine within the length of time granted, will be administratively withdrawn, 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 three types of withdrawals from the School of Medicine—voluntary, involuntary academic, or involuntary medical. Students who withdraw from the University will have the notation “Withdrew: DATE” recorded on their official transcript. Any courses that have not begun will be dropped from the student’s record. In accordance with the SOM Enrollment procedures, 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 Withdrawal – Student chooses to withdraw from SOM for any reason.
- Involuntary 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 may be for academic or professionalism deficiencies. An involuntary withdrawal with a term will be considered a suspension. An involuntary withdrawal that is permanent is considered a dismissal.
- Involuntary Medical Withdrawal– 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 and Wellness 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 inform the student in writing through University of Virginia email, of 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 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 withdraw 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 on 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. 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 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 required 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 are not eligible for 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.
UME Management Team approves changes to this policy.
- Revised June 2023
- Revised June 2020
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:
- 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.
- 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.
- 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.
- All arrangements will be dependent upon the availability of learning experience(s) which allow all educational objectives to be met.
Oversight
UME Management Team approves changes to this policy.
Revised September
Purpose: To ensure students receive narrative assessment to help guide their academic progress.
The curriculum must provide students with opportunities to receive narrative assessments on their performance whenever the teacher-learner interaction permits this form of assessment. Narrative assessment should include comments about what a student has done well and what needs to be improved, citing specific observed behaviors whenever possible.
Elements of performance described in narrative assessment should be grounded in the Competencies Required of the Contemporary Physician (https://med.virginia.edu/md-program/ume-md-curriculum/#RequiredCompetencies) and may include but are not limited to knowledge, behaviors, attitudes, and skills related to communication, professionalism, patient care, problem solving and critical thinking.
1. During the Phase 1, pre-clerkship curriculum: Students will receive summative narrative assessment in any course in which students have classroom and or laboratory sessions during which they spend four or more hours in a small group of 12 or fewer students with the same instructor. Additionally, course directors, thread leaders or session instructors may provide formative narrative assessment for a session in any course in which students are in a small group of 12 or fewer students with an instructor(s).
2. During the Phase 2, clerkship curriculum: Students will receive summative narrative assessment at the completion of all core clerkships.
3. During the Phase 3, post-clerkship curriculum: Students will receive summative narrative assessment in all clinically based required and elective courses, research electives, and classroom electives with 12 students or fewer.
The Curriculum Committee approves changes to this policy.
- Revised and approved February 14, 2022
- Revised and approved February 19, 2024
The Office of Educational Affairs hears, evaluates, and responds to reports of mistreatment or unacceptable behaviors directed at or witnessed by medical students.
Medical students can make reports to the Office of Educational Affairs using the Student Listening Post web site. Students can choose whether or not to include their name on reports made through the Student Listening Post. In addition, medical students can report unacceptable behavior through the clerkship evaluations that they complete in OASIS. Reports filed through OASIS are received in real-time by the Office of Educational Affairs if the questions regarding student mistreatment or unprofessionalism are answered affirmatively. OASIS reports received by the Office of Educational Affairs do not contain the name of the student completing the evaluation. While anonymous reports limit the type of investigation and response available since the source of the information is unavailable, this type of reporting provides a view of the learning environment and allows monitoring for early trends of potential problems. Medical students can also make reports about mistreatment or unacceptable behaviors in person or by phone or email to the Office of Educational Affairs, through the Assistant Dean for Medical Education, Lesley Thomas, available at (434) 924-1864 or llt6p@virginia.edu.
The University also has a web site for all students for reporting bias complaints: Just Report It. Further, Medical Center Policy 0262 provides another means by which to note complaints of unacceptable behavior involving members of the Clinical Staff, GME Trainees, or Allied Health Professionals. Reports made through University or Medical Center processes are handled by the University or Medical Center, respectively. They are not reviewed by the Office of Educational Affairs unless the report also comes to that office separately, or is referred to the office by the University or Medical Center per their policies and procedures.
Additionally, the University Ombuds, Brad Holland, holds weekly office hours within the Health System. The services of the Ombuds are independent of the University administration and confidential to the extent permitted by law. For more information, visit the Ombuds website.
Confidentiality and Required Reporting by the Office for Educational Affairs
Reports of mistreatment or unacceptable behavior are handled confidentially to the extent possible given the office’s obligation to review the report and send it to the appropriate body for investigation, as described in more detail below. There are, however, exceptions, such as if the alleged offense falls under the University Policy on Sexual and Gender-Based Harassment and Other Forms of Interpersonal Violence and the University deems itself required by law to investigate and take reasonable action, or if the alleged offense falls under the University’s Preventing and Addressing Discrimination and Harassment (PADH) policy, or other offenses that would require reporting based on legal or ethical responsibilities, including those identified in Medical Center Policy 0262.
Process
Reports of mistreatment or unacceptable behavior submitted via OASIS or the Listening Post will be sent automatically to the Assistant Dean for Medical Education. By design, reports from OASIS and the Listening Post do not contain the name of the student making the report unless the student self-identifies in the report. When reporting to other groups is required, e.g. the Title IX Office, the Office of Equal Opportunity and Civil Rights (EOCR), the University Office of the Dean of Students, students will be informed of these automatic follow-up reporting requirements if they have made their identity known to the Office of Educational Affairs.
OASIS and Listening Post reports first will be reviewed by the Assistant Dean for Medical Education to determine whether the report falls within the purview of the Office for Educational Affairs. (If not, the Assistant Dean will assure that the report has been sent to the appropriate unit. For example, OASIS reports dealing with curricular issues are accessible to the appropriate System Leader or Clerkship Director, and may be sent on to the Curriculum Committee.) Reports also will be reviewed to determine whether they fall under the purview of University or Medical Center policies. If so, the policy and procedures specified for those types of reports will be followed. If the student has self-identified, they also will be referred to additional resources for any support needed.
The Office of Educational Affairs forwards reports to the appropriate persons for investigation and remedy. In general, reports are sent to departments, units or instructors for investigation after the time period for grade submission has ended. However, the decision to take immediate action in response to a report is the responsibility of the Office of Educational Affairs who may use discretion in deciding the timing of releasing a report to a department or unit for investigation and in deciding how to respond to a report. Depending on the nature of the complaint, the reported allegation will be forwarded for further investigation to any of the following: course/system directors, clerkship directors, department chairs, residency program directors, the senior associate dean for education, the senior associate dean for faculty affairs and faculty development, the Health System Peer Support and Triage Committee, the Professional Nursing Staff Organization, and/or the GME/housestaff office. These reports will be forwarded without redaction. The Office of Educational Affairs will follow up with units regarding the findings of the unit’s investigation, how the allegation was handled by the unit, and results. Data regarding departments or units receiving multiple or trending allegations of misconduct will be sent to the School of Medicine Dean and the Dean’s Cabinet for immediate intervention. All reports will be reviewed by the Dean with department chairs at the Department Annual Reviews, where remedial actions and improvement metrics will be set, if warranted.
The School of Medicine, University, and Medical Center have non-retaliation policies. Any reports of actual or perceived retaliation will be handled according to the institution’s non-retaliation policies.
The Assistant Dean for Medical Education will maintain all reports, including but not limited to those received via OASIS and the Listening Post, as well as all documentation pertaining to actions taken and outcomes. The Assistant Dean for Medical Education will keep the Senior Associate Dean for Education regularly apprised of pertinent incidents.
Clerkship and elective directors have access to OASIS reports after grades officially have been recorded.
Reviewed and reaffirmed August 2020.
Aid Eligibility
Students who fail to maintain Satisfactory Academic Progress may forfeit their eligibility for both institutional and federal Title IV financial aid. The Office of Student Affairs will notify the Office of Financial Aid after the end of each payment period (by no later than February 5 and August 5 each year) of any students who are currently “not in good academic standing” according to the Academic & Professional Advancement Policy and therefore not making satisfactory academic progress.
Upon the first notification of “not in good academic standing,” the Director of Financial Aid will notify the student via email of their Financial Aid Warning status, and will inform the student that a repeated “not in good academic standing” status will result in Financial Aid Probation and the loss of aid eligibility.
Upon the second consecutive determination of “not in good academic standing,” the Director of Financial Aid will notify the student via email of the Financial Aid Probation status, the resulting ineligibility for financial aid, and the appeals process.
Merit Scholarships from the Admissions Committee are awarded with the expectation of laudable academic performance. Merit Scholarship recipients are allowed to fail one course, but a second course failure will result in loss of Merit Scholarship aid. Failure to remediate a single course failure on the student’s first attempt at remediation will result in loss of Merit Scholarship aid. Loss of a Merit Scholarship is permanent. Student Affairs will notify the Director of Financial Aid when a student no longer qualifies for merit scholarship renewal.
Financial Aid Appeals Process
- A student has the right to appeal probation in order to continue to receive financial aid for the Financial Aid Probation period. If the Director of Financial Aid issues a Probation, the notification to the student will provide the option of an appeal and a description of the appeals process.
- Students must complete the form for consideration by the Satisfactory Academic Progress Appeals Committee and submit it within 30 days from receipt of notification or lose the right to appeal.
- Appeals may be considered on the basis of special circumstances such as the death of a relative, a student’s injury or illness, or other unusual or extenuating circumstances.
- The four-person ad hoc Satisfactory Academic Progress Appeals Committee (SAPAC) is made up of a Financial Aid counselor not assigned to the student, a College Dean other than the student’s assigned College Dean, and two other members drawn from a pool of 10 faculty members named by the Associate Dean for Student Affairs. The student selects one member and the Senior Associate Dean for Education selects one member (who chairs the ad hoc SAPAC).
- The appeal must include:
- Personal Statement indicating why he/she was not able to meet the Satisfactory Academic Progress (SAP) standards AND what has changed that will allow the student to meet the SAP standards by the next SAP measurement time point and an expected graduation date.
- A letter from the student’s College Dean indicating the progress he/she is making towards earning the degree, the number of specific courses needed to complete the degree, and the expected graduation date.
- Documentation to support all extenuating and/or unusual circumstances detailed in the letter.
- An academic plan created by the student in conjunction with his or her College Dean outlining the steps the student will take to reach the minimum SAP standards by a specific point in time.
- The SAPAC is to conduct a hearing as soon as possible (ordinarily within 14 days) and will uphold, modify or reverse the student’s loss of financial aid.
- The SAPAC will send its decision, along with a written record of its proceedings, to the Dean of the School of Medicine.
- The decision of the SAPAC will be final, and no exceptions can be made for requests in violation of the Federal and State regulations, which govern financial aid.
- If the appeal is successful, students must adhere to their academic plan. The Office of Student Affairs will monitor the academic plan with progress reported to the Financial Aid Office. The approved academic plan will be listed in the appeal approval notification.
- A student may continue to be eligible for financial aid if, based on the appeal, the SAP Appeals Committee determines that the student should be able to meet the Standards for Good Academic Standing by the end of the Financial Aid Probation period (the payment period).
Alternatively, a student may continue to be eligible for financial aid if the student develops an academic plan that, if followed, will ensure that the student is able to meet the Standards for Good Academic Standing by a specific point in time specified by the academic plan.
- A student is not eligible to receive financial aid for the payment period following the Financial Aid Probation period unless the student is making SAP and/or the SAP Appeals Committee determines that the student is meeting the requirements specified in the academic plan.
- Only one appeal is allowed per Financial Aid Probation determination.
Oversight
The Office of Financial Aid has oversight for this policy.
UME Management Team approves changes to this policy.
Related Policies
History
- Reaffirmed by UME Management Team, January 2022
Oversight Executives:
- Director, Clinical Performance Education Center
- Director, SOM and SON Simulation Collaborative
General Guidelines
- The MSC hours are Monday through Friday from 8:00 am – 5:00 pm. Access to the MSC for non-MSC staff is available during these hours. All immersive simulation bays, procedure rooms and staff offices remain locked when not in use. Reservations for the MSC, must go through either of the MSC’s Medical Directors or the Simulation Collaborative Director. MSC staff provide access as appropriate to users who have reserved an immersive simulation bay or procedure room.
- 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 Simulation Collaborative Director.
- All learners, other users and visitors to the MSC must be supervised by a member of MSC faculty or staff at all times.
- Access will be monitored and periodically audited by reviewing swipe card logs and surveillance cameras.
- Swipe card access to the MSC’s two 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.
Tours
- 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 Simulation Collaborative Director.
- 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.
- Visitor groups shall not be larger than 6 people; larger groups will be split as appropriate
- Visitors may enter the MSC only under the supervision of an MSC employee. Instructions must be followed at all times.
- 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 Simulation Collaborative Director.
Temporary Business Access
- 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 Simulation Collaborative Director.
- 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.
Oversight
UME Management Team approves changes to this policy.
History
- Revised June 2023
- Revised and approved by MSC Executive Committee July 2020
Policy
The University of Virginia School of Medicine has established guidelines, codified by the curriculum committee, regarding the required levels of faculty, fellow, and resident supervision of all students in the pursuit of their undergraduate medical education training. The School of Medicine is committed to a medical student education designed to produce the highest quality physicians while working within a health system in which patient safety is the utmost and foremost priority. The University of Virginia School of Medicine provides all medical students an education that is developmental and that prepares students to assume progressive clinical responsibility across the phases of the curriculum, and is in accordance with the requirements of the Liaison Committee for Medical Education (LCME).
The amount of supervision required for each student will vary according to the clinical condition of each patient and will be commensurate with the level of training, education, and experience of the student involved with the patient’s care. While engaged in clinical rotations or clinical activities associated with prescribed course work, medical students should be incorporated into and accepted as an integral part of the team and permitted to participate in team care of the patient. Students are encouraged to seek guidance from supervisors to support their participation in patient care responsibilities with the specified level of supervision.
The Curriculum Committee establishes the overall level of student responsibility in patient care based upon the phase of the curriculum. Individual course/clerkship directors will specify further students’ level of responsibility in the patient care activities and procedures required within their course/clerkship. This information will be shared with all teaching faculty, residents, and staff annually.
- Supervision of all students is provided by qualified faculty, fellows. and/or resident physicians at all times that a student is on duty or on call. Students are provided with rapid, reliable systems for communicating with faculty and resident physicians.
- Supervision is designed to foster progressive responsibility.
- Supervision is based on a student’s demonstrated ability, level of training, and demonstrated competence, as well as the objectives for the rotation. In all patient care encounters, the patient must be made aware that the individual providing the care and/or performing the procedure is a medical student.
- Supervision is designed to ensure patient safety and to provide an opportunity for assessment of students’ performance for formative feedback and summative performance evaluation.
Expectations of Attending Physicians, Fellows and Resident Physicians for Supervising Medical Students:
Provide opportunities for students to meet their course/clerkship objectives and requirements in accordance with health system policies.
Provide students with regular feedback, to inform student self-assessment and the creation of personal learning plans/goals.
Provide course/clerkship directors with feedback on student performance. Clerkship/course directors should be notified immediately if serious academic or professional gaps in student performance exist.
Uphold and serve as a role model for the UVA Professionalism Expectations.
Provide opportunity for students to voice concerns in clinical, administrative, professional, or educational matters.
Oversight
The Curriculum Committee has oversight and approval for this policy.
History
- Reaffirmed February 2024
- Reaffirmed June 2021
- Approved July 2020
- Reaffirmed February 2024
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
Oversight Executive:
Senior Associate Dean for 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. The 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
• patterns 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, and/or
• inappropriate or unprofessional criticism intended to belittle, embarrass, or humiliate a student or others; and/or
• requiring a student to perform menial tasks intended to humiliate, control, or intimidate the student; and/or
• requests for a student to perform personal services; and/or
• grading or assigning tasks used to punish a student rather than to evaluate or improve performance.
Information about complaints of student mistreatment or a negative learning environment will be shared only with individuals essential to achieve resolution. Students must feel free to bring complaints without fear of retaliation. No person shall be subjected to any adverse action for making a good faith report of misconduct or participating in any proceeding under this policy.
The School of Medicine prohibits retaliation directed against a student for making a good faith complaint under this policy or for assisting or participating in the complaint process. Retaliation is prohibited, even when the underlying complaint is without merit or is not substantiated.
Related Policy:
School of Medicine Code of Conduct
Procedure Available to Medical Students for Filing Reports of Mistreatment and/or Unprofessionalism – Policies and Guidelines (virginia.edu)
Revision history: Implemented July 1, 2012, revised 8/21/15, revised
8/10/17, revised 2/12/20, revised 6/12/22
Approved 8/12/2022 by
Melina R. Kibbe, MD
Dean
Technical Standards:Policy on Technical Standards Required for Matriculation, Progression and Graduation: University of Virginia School of Medicine
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.
Request for review and/or accommodations
Candidates for matriculation:
Candidates with disabilities who are offered admission should begin discussions with the Technical Standards Committee as soon as the offer is received. It is the Candidate’s responsibility to provide sufficiently current information that documents the general nature and extent of the disability, the functional limitations that would need to be accommodated, and the accommodations that are requested. Guidelines as to when information and documentation are deemed sufficiently current vary by type of disability and may be found on the University’s Student Disability Access Center website. The Technical Standards Committee is responsible for determining whether Candidates meet the School’s Technical Standards and, if not, whether reasonable accommodation would allow them to meet the standards. In making that determination, the Committee may seek additional information about a candidate’s disabilities and about possible accommodations from knowledgeable persons within or outside the School. The Committee may require a candidate to undergo examination by appropriate specialists. Such examination will be at the candidate’s expense.
The Committee will review each candidate case by case, with careful consideration of all the candidate’s skills and attributes. Candidates currently abusing alcohol or other substances are not suitable candidates for enrollment.
Reasonable/unreasonable accommodation:
An accommodation is unreasonable if it poses a direct threat to the health or safety of the Candidate or others, if making it requires a substantial modification in an essential element of the curriculum, if it lowers academic standards, or if it poses an undue administrative or financial burden on the School. No disability can be accommodated with an auxiliary aid or intermediary that provides a selective function, cognitive support, or medical knowledge. Aids and intermediaries also may not act as a substitute in performing essential skills, or supplement clinical and ethical judgment. That is to say, accommodations cannot eliminate essential program elements.
Candidates for academic promotion or graduation:
Enrolled Candidates who develop a disability or condition shall provide current information documenting the general nature and extent of the disability, the functional limitations that would need to be accommodated, and the accommodations that are requested. Guidelines as to when information and documentation are deemed sufficiently current vary by type of disability and may be found on the University’s Student Disability Access Center website.
Review by the Technical Standards Committee:
The Committee will review the enrolled Candidate’s disability and possible reasonable accommodations by applying the same standards and following the same procedures used for candidates for matriculation, as described above. Enrolled Candidates who develop a disability or condition that places patients or others at risk and/or that jeopardizes the ability to complete medical student education, and that cannot be eliminated with a reasonable accommodation, will be dismissed from the School. Candidates currently impaired by alcohol or other substance abuse are not suitable for promotion or graduation.
University of Virginia School of Medicine Declaration of Meeting Technical Standards for Enrollment, Promotion, and Graduation
Note: It is the Candidate’s responsibility to complete and submit the document.
Are you capable of meeting the School of Medicine’s Technical Standards as described in the attached document?
___ Yes, without accommodations
___ Yes, with existing accommodations as approved by the Technical Standards Committee
___ No; review and accommodations are needed
Reminder: It is your responsibility to (a) notify the Office of Student Affairs in writing if you can no longer meet the Technical Standards without accommodation and (b) provide adequate current documentation of the nature and extent of the condition and/or functional limitations to be accommodated.
I certify that I have answered all questions accurately and truthfully.
Print full name: ____________________________________________
Sign full name: __________________________________________ Date ________________
Oversight
The Curriculum Committee approves changes to this policy.
History
- Reviewed and reaffirmed May 2023
- Reviewed and reaffirmed May 2022
- Reviewed and reaffirmed May 2021
- Reviewed and reaffirmed July 2020
- Reviewed and reaffirmed June 2019
Policy
Purpose
To establish the time by which students are required to receive the results of summative assessments and final grades with narrative comments.
Audience
All faculty and medical students.
Policy
- All required courses will post assessment results (e.g., quiz, exam, OSCE, NBME shelf, etc.) and narrative comments in the evaluation system as soon as they are available.
- All required courses must submit final grades within 5 weeks (35 days) of the last day of the course, including narrative comments. Final grade submission should also include any grades of Incomplete where the student could not complete all course requirements due to circumstances not under the control or the student. (See details pertaining to Incomplete grades in the Grade Policy).
- The exception to this rule is the grade for the required Advanced Clinical Elective (ACE) in Phase 3, which must be submitted by the end of 2 weeks (14 days) from completion of the course so that narrative commentary can be made available to the Medical Student Performance evaluation (MSPE).
Procedure
- Evaluators and course/clerkship directors must submit summative assessments and final grades with narrative comments into the learning management system (OASIS). If assistance in this process is needed, evaluators should contact the course coordinator.
- Evaluators should submit their student performance evaluations within the learning management system (OASIS) within 2 weeks of the end of the course or clerkship. Anyone needing assistance with rating student performance or having concerns about a student’s performance should contact the course/clerkship director.
- To encourage the timeliness of final grade submissions, course and clerkship directors will be notified of all evaluators who have not submitted their student evaluations 2 weeks after the end of a required course.
- The SOM Registrar will check for grade submissions by the end of the 5th week in Phase 1 and 2 and will inform the Associate Dean for Curriculum of any delinquencies. The Phase 3 Administrator will do the same for Phase 3 required courses and will report any delinquencies to the Associate Dean for Curriculum.
- Failure to submit grades by the deadline the first time will result in a conversation between the course/clerkship director and the Associate Dean for Curriculum to help address any barriers. Failure to submit grades twice in an academic year potentially will result in removal of the course/clerkship director from their position or withholding of teaching dollars to the course director’s department.
- UVA SOM selected the 5-week (35 day) deadline to ensure compliance with the 6-week (42 days) Liaison Committee Medical Education (LCME) expectation.
Oversight
The Curriculum Committee approves changes to this policy.
Related Policies
History
- Approved by the Curriculum Committee February 14, 2022
Policy
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. The Undergraduate Medical Education Analytics team 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.
Oversight
The UME Management Team approves changes to this policy.
History
- Updated April 2022
- Updated April 2021
- Reaffirmed July 2020
- Updated July 2018
Date: September 15, 2020
Number: 4.500
Status: Final
Contact Office:
Office of Educational Affairs
PO Box 8000057
Phone: 434-243-2522
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 ensurespecific procedures are followed in order for students to becovered under the University’s liability risk management plan.
Policy Statement:
Students who are interested in organizing or volunteering in a health care 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
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