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ADMISSIONS AND EDUCATIONAL PROGRAM
DEPARTMENTS
ALVIN J. SITEMAN CANCER CENTER
TEACHING AND RESEARCH DIVISIONS AND PROGRAMS
GRADUATE PROGRAMS
ADMINISTRATION
OFFICERS AND COMMITTEES OF THE FACULTY
REGISTER OF STUDENTS
MAP
SCHOOLS OF WASHINGTON UNIVERSITY
ALL FACULTY
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Committee on Academic Evaluation of Students
Evaluation and Grading System
Actions for Academic Review
Individual Study Program
Tutorial Assistance Program
Leave of Absence
Policy on Student Status and Benefits During Research Year or Leave of Absence
Appeals Process for CAES Decisions
Research Integrity Policy
Procedures Concerning Breach of Professional Integrity
Liability Insurance
United States Medical Licensing Exams (USMLE)
Committee on Academic Evaluation of Students
Responsibility of the Committee
Overall evaluation of academic performance by students at Washington University School of Medicine will be made by the Committee on Academic Evaluation of Students (CAES). The deliberations of the CAES are generally positive in approach and are committed to the ultimate aim of assisting students to successfully complete the courses of study required by the School. The principle that careful selection of students will minimize attrition from the School is strongly endorsed by the CAES. The CAES has several important roles, including:
1. Approving promotion of students to a subsequent year of study.
2. Recommending to the Executive Faculty those students who have successfully completed all the prescribed requirements of the School and are qualified to receive the Doctor of Medicine degree.
3. Requiring entry of a student into an individualized program of study.
4. Deciding upon matters of academic disciplinary action, including instances of unprofessional behavior brought to CAES.
It is also the ultimate responsibility of the CAES to decide whether each student meets the academic and ethical standards necessary to enter the profession of medicine.
The rules governing operation of the CAES apply to students in the
following categories:
1. Students who are engaged in the preclinical and clinical
education requirements for the MD degree.
2. Students in a five year MA/MD degree program taking the
pre-clinical or clinical portion of their MD education.
3. Students in the Medical Scientist Training Program (MSTP)
taking the pre-clinical and clinical portion of their MD education.
4. Those selected students with a prior medically relevant PhD who have been approved by the Medical Scientist Training Placement Curriculum Committee (MSTPCC) and are enrolled in the MD portion of their education.
Membership of CAES
A) Appointed and Ex-Officio Membership
There will be 12 voting faculty members of the CAES, and membership will be appointed for a four-year term by the Dean of the School of Medicine following nomination of suitable individuals by the department heads. Initial appointments will be staggered for periods of one-, two-, three- and four-year terms.
A faculty member may be reappointed to serve on CAES. Membership will be equally divided between clinical and preclinical departments. In addition, CAES membership will include, in ex officio capacity, the Registrar (non-voting) and the Associate Dean of Students (non-voting). The Associate Deans of Medical Student Education, Admissions, Diversity Programs and the Director of the Student Health Service may attend CAES meetings as non-voting observers.
B) Guests
A course master, who is not a member of the CAES but who has submitted a Fail/Incomplete grade for a student, which is to be discussed at a meeting of the CAES, will be present at the meeting to provide information concerning the student’s performance. Alternatively, a course master will send a designated representative. In the event that a course master or designated representative is not present, final action for that student will be deferred until adequate information concerning the student’s performance is available.
Chair of CAES
A faculty member will be appointed by the Dean from within the CAES committee to serve as chairn. The term of the chair will be four years.
Meeting Frequency
CAES meetings must occur in a timely manner after final examinations or re-examinations (i.e., as soon as practical after grades are submitted to the Registrar). Generally grades will be submitted to the Registrar within 15 days of the completion of an examination or within four days of a re-examination. A meeting of the Committee also may be convened at any time such that timely review of student performance and action thereupon is provided.
Quorum for CAES Meetings
Seven voting members must be present to consider items of academic disciplinary action (i.e., recommendation for dismissal from enrollment or entry into Individual Study Program).
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The Evaluation and Grading System
General
A) Students are required to take all examinations at the specified time. A student may be excused from this rule for extenuating circumstances at the discretion of the course master. Extenuating circumstances are defined as sudden personal illness, extreme family circumstance, or significant professional obligation. Doctor appointments of a routine nature or vacation time are not considered to be extenuating circumstances for which students can be exempted from the regularly scheduled exam date. Such occasions will be promptly reported to the Registrar. In the event of a student’s inability to attend a scheduled examination due to sudden illness, extreme family circumstance, or significant professional obligation, the student is required to inform the course master prior to the examination and to be evaluated by the Student Health Service. In the event that the student cannot reach the relevant course master, the student should contact the Associate Dean for Student Affairs.
At his or her discretion, the Associate Dean for Medical Student Education may occasionally approve an exam date change for the entire class if the need arises. However, this is an exception, as the complete schedule is reviewed prior to the start of each academic year by course masters and student representatives.
B) In order to continue their studies at Washington University School of Medicine, students must demonstrate the principles of professionalism, including sound judgment, honesty and integrity, responsibility, a sensitivity and compassion for individual needs, an ability to
synthesize and apply knowledge and the capability of becoming a safe and effective physician. Serious or repeated breaches of these principles, when related to academic matters, will be referred to the CAES for review.
C) At the annual CAES meeting, the Committee will vote to recommend promotion of students who have successfully completed all the requirements of the current academic year to the studies of the subsequent year.
D) At the conclusion of each academic year, students receive a grade report which indicates the grade achieved in each course. When all the official grades have been received, the official transcript, in addition to listing courses and grades achieved, lists the grade distribution in each course (with the exception of selective and elective courses).
E) Prior to graduation, students are required to complete and pass all coursework. Occasionally students are permitted to complete equivalent coursework at other institutions with the permission of the responsible department and written notification to the Registrar.
F) It is the responsibility of students who feel that personal concerns, health problems, or any other factors may be adversely affecting their academic performance to bring such matters to the attention of the Director of the University Health Service or the Associate Dean of Student Affairs for possible accommodations.
Grading System
A) First Year
Courses in the first year curriculum are evaluated on a Pass (P) or Fail (F) basis. For purposes of the official grade records of the School of Medicine, grades used for the first year are:
P = Pass, indicating satisfactory performance
F* = Fail
E = Temporary grade, makeup of failed exam pending
I** = Incomplete, temporary grade pending completion of course requirements, replaced with an F if not removed within 30 days
L = Successful audit
NG = Course credit earned, students not graded
W = Withdrawal from a course
Z = Unsuccessful audit
Failure of any examination which comprises a significant portion of the final grade (typically 20 percent or more) must be reported by the course master to the Associate Dean for Student Affairs.
In the event of a failure of a single exam within the course, the course master may allow one attempt at remediation of this examination. The scheduling of a remedial examination will be agreed upon by the course master and student but shall not extend beyond 30 days after the end of the course or academic year, whichever occurs first. Days of recess for Winter Break or Spring Break will not be counted in the 30 days. A grade of “E” will be submitted by the course master if the remedial examination is not accomplished within the course dates. This grade will stand on the academic record until it is replaced with a valid final grade of Pass or Fail. Grades of “E” that are not resolved within 30 days will be replaced with a grade of Fail (F). If the student successfully remediates the examination, and has otherwise passed the course, a Pass (P) will be recorded by the Registrar. A student may remediate only one examination in any course.
*Any grade of F remains on the student’s academic record. When
the course is repeated or remediated the new grade will appear as a
separate entry in addition to the failing grade.
**Incomplete (I) indicates that, because of a delay excused by the
course master, the student has not completed the requirements to pass
a course.
B) Second and Subsequent Years
For purposes of the official grade records of the School of Medicine, the following grades are used for subsequent years:
H = Honors, reflecting a truly outstanding performance
HP = High Pass, awarded for excellent/very good work
P = Pass, indicating satisfactory performance
F* = Fail
I** = -Incomplete, temporary grade pending completion of course requirements, replaced with an F if not removed within 30 days
Cr#/NCr#= Credit/No Credit for some second-year courses
L = Successful audit
NG= Course credit earned, students not graded
W = Withdrawal from a course
Z = Unsuccessful audit
*Any grade of F remains on the student’s academic record. When the course is repeated or remediated, the new grade will appear as a separate entry in addition to the failing grade.A failing grade will be recorded on the official educational record when a student fails the subject examination (defined as scoring at less than the 10th percentile as reported by the NBME) for the second time. A failing grade will be recorded when a student fails the clinical portion of the clinical clerkship or elective. In both events, the failing grade remains on the student’s official educational record. When the course is remediated, the new grade also will appear on the student’s official educational record.
**Incomplete (I) indicates that, because of a delay excused by the course master, the student has not completed the requirements to pass a course.
C) Grade Reporting
Final grades will be submitted to the Registrar by course masters within 10 working days of the final examination or final class meeting for the first two years. For third and fourth years, grades are due within 10 working days of the receipt of standardized examination scores or the last day of the rotation if no examination is given. A web-based University system, WEBSTAC, provides timely access to grades for the first two years. Grades and evaluations of student clinical performance are submitted on a standardized form and are available for review in the Office of Student Affairs throughout the academic year. Final grades for the clinical clerkships and electives are recorded in the University student information system at the end of the academic year and are subsequently available on WEBSTAC, which is updated quarterly. A paper copy of final grades is available upon request from the Registrar’s office.
D) Grade Point Average, Class Ranking and Grade Distributions
The School of Medicine does not calculate grade point averages. Hours of credit appearing on the transcript reflect clock hours scheduled for the course or clinical rotation. For the purpose of residency applications only, students are placed in the upper, middle or lower third of the class according to a formula which considers weighting of courses and each academic year. This ranking is not recorded on the permanent academic record and therefore does not appear on transcripts. It may appear in the student’s dean’s letter. At the conclusion of the academic year, when all the official grades have been received, the official transcript, in addition to listing courses and grades achieved, gives the grade distribution in each course with the exception of elective and selective courses.
E) Grade Appeals
A student who wishes to appeal his/her grade should file his/her request for review along with the basis for the appeal with the course master within 30 days of the course completion. If reasons beyond the student’s control delay the resolution of the appeal past the 30-day deadline, the Registrar must be notified so that the final transcripts, grade distributions and match rankings for the academic year can be held pending resolution of the matter. If this notice is not filed with the Registrar prior to the deadline, the grade cannot be accepted. Students participating in the residency match should also notify the office of career counseling that a grade appeal is in process.
NO GRADE CHANGES ARE PERMITTED FOR THE ACADEMIC YEAR AFTER JULY 15.
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Actions for Academic Review
General
A) “Actions for Academic Review” refer to procedures used at the School in the event that a student fails a course or fails to complete a course in the requisite time.
B) In the event of any initial failure of a course offered at the School, the student will meet with the Associate Dean for Student Affairs to formulate a plan to remediate such failure.
C) If the Registrar has recorded a Fail or Incomplete grade in two or more courses in a single year or cumulatively three courses between years, the student’s academic performance will be referred to CAES for review and determination of a course of action. Actions for Academic Review shall be referred to CAES for consideration by the Associate Dean for Student Affairs or Registrar’s office.
D) Refer to Individual Study Program (ISP) in this document for guidelines pertaining to students engaged in an ISP.
E) When the performance of a student is referred to CAES for potential academic review, the following rules will apply:
1. No student may take more than three years to complete the coursework required for the first two years. The end of such a “three-year” period is defined as 36 months from the date of matriculation to the School. Time periods included in a “Leave of Absence” are not counted in these 36 months.
2. In the absence of extenuating circumstances, no student may take more than two academic years to complete the coursework required in the first-year curriculum.
3. The Associate Dean of Student Affairs shall notify the student of the course(s) for which academic review is proposed and the date and time at which the CAES will address the matter. The Associate Dean for Student Affairs, the Registrar, the course master(s) or their designated representatives shall present the matter to the CAES in a closed and confidential CAES meeting.
4. The student shall be permitted, upon written request, in advance of the CAES meeting, to appear on his or her own behalf. At the student’s written request, he or she may be accompanied by a member of the faculty or staff of the School of Medicine for guidance and support. Alternatively, again following written request, the student may be accompanied
by a fellow student enrolled in the School of Medicine.
5. A record of the CAES meeting shall be preserved for purposes of review by the School of Medicine’s Appeals Committee, as necessary. The CAES’s decision shall be by majority vote and shall be communicated, in writing, to the student by the Registrar’s office.
6. For students referred for course failure, CAES meetings will have, in addition to the grade report forms for the course for which the student is referred to CAES, a complete record of the student’s academic performance and the student file.
7. The maximum number of attempts to pass any individual course during enrollment in the School, including time in an ISP, will be three.
8. Throughout the enrollment of a student, it is within the jurisdiction of CAES to terminate the enrollment of a student who has demonstrated serious academic failure or breaches listed under Evaluation and Grading System in this document. Such a course of action for serious academic failure will generally apply to a student for whom the Registrar has recorded Fail/Incomplete grades in three or more subjects.
F) Cumulative Academic Review/Academic Warning
Prior to promotion to the clinical year, the CAES will review the cumulative academic record of each student brought forth by the Associate Dean for Student Affairs to determine whether the
student’s academic performance justifies advancement to the clinical phase of the medical education without warning. Typically, three remediated examinations and/or failing grades during the first two years of the curriculum would raise concerns about the student’s fund of knowledge and readiness to participate in clinical care of patients. Students with overall records indicating such serious academic failure may be dismissed, may be required to repeat specific preclinical course work, or may be advanced to the third year with academic warning.
Upon notification of advancement with academic warning into the clerkship year, the student must meet with the Associate Dean for Student Affairs to: 1) review the planned clerkship schedule in order to consider schedule changes to facilitate successful clinical experiences, 2) pursue available resources for academic intervention, and 3) address any additional problems that may arise. It is recommended that these students seek tutorial assistance through each clerkship course master.
A third-year student who has received an academic warning after the first two years and then fails any component of a clinical clerkship may be dismissed from the school.
G) Physicianship/Professionalism Concern Forms
The Associate Dean for Student Affairs will report serious or repeated breaches of professionalism to CAES if the violations are related to academic matters (see Procedures Concerning Breaches of Professional Integrity in this document for additional information and procedures related to non-academic matters). Action may include probation or dismissal, and CAES also may rule that the Dean’s letter/MSPE should include a citation regarding the matter. Additional consequences may include a program of remediation or additional oversight.
First Year
A) If a student has received a Fail/Incomplete grade in a single first-year course, the Associate Dean for Student Affairs will meet with the student to formulate a plan from the following options:
1. Take a re-examination in the course at a time prescribed by the course master before August of the following academic year, OR
2. Enroll in and successfully complete, at the level designated by the course master, a summer course at a different institution, such course being completed and passed by the beginning of classes for the second year.
B) A student who, for a single course, fails the re-examination taken
to remediate a failed course or fails to successfully complete an approved summer course will be referred for CAES to review and propose a recommended course of action. The CAES may require such a student to enter an ISP or may terminate enrollment. Alternatively, the CAES may permit a re-examination. If this re-examination is failed, enrollment will be terminated.
C) A student for whom the Registrar has recorded a Fail/ Incomplete grade in two or more courses during the first year will be referred to CAES for determination of a course of action.
D) For students referred to CAES (under Actions for Academic Review, First Year, in this document), the Committee may decide to permit the student to take re-examinations, if a re-examination has not already been taken, in the courses for which Failed/Incomplete grades have been recorded. Such re-examinations will generally occur during the last week of the inter-academic year break. If such a re-examination is failed, the student may be required to enter an ISP or be dismissed from enrollment in the School.
E) The Associate Dean for Student Affairs also may request that the CAES review performance of a student who has demonstrated poor academic performance, either by demonstrating poor academic performance in two or more courses at interval evaluations conducted throughout the course, or by failing two or more examinations that are remediated within the course. In such instances the CAES may recommend a course of action.
If Fail/Incomplete grades have been recorded for two or more courses or a single re-examination, the CAES may require that a student enter an Individual Study Program or that enrollment in the School be terminated. If a student has failed three attempts to pass a course, enrollment will be terminated.
F) See Actions for Academic Review, General, F) Cumulative Academic Review/Academic Warning in this document.
Second Year
A) Regarding courses of the second year, the Associate Dean for Student Affairs will meet with the students in the following categories regarding taking a re-examination.
1. A student for whom a Fail or Incomplete grade has been recorded in a single complete yearlong course in the second year curriculum, OR
2. A student for whom a Fail or Incomplete grade has been recorded in one or two block-long courses.
B) Re-examinations in complete courses in Pathology or Clinical Medicine generally will be offered during the last week of the inter-academic year break, prior to entry into the third year. Re-examinations for students who have failed one or two block-long courses generally will be offered at a time determined by the course master and the Associate Dean for Student Affairs. All re-examinations must be offered to students and completed by them prior to the start of the next academic year.
Students who fail a re-examination of a single course will be referred to the CAES to determine a course of action. The CAES may decide that the student must enter an ISP. Alternatively, a re-examination may be offered. If the re-examination is failed, enrollment will be terminated.
C) Students in the second year for whom the Registrar has recorded Fail/Incomplete grades under the following categories will be referred to CAES for review and resolution of a recommended course of action:
1. Two yearlong courses, OR
2. Three or more block-long courses, OR
3. One complete yearlong course and two block-long courses, OR
4. A student for whom the Registrar has recorded a Fail/Incomplete grade in any re-examination.
D) At review by CAES for students referred to above, the Committee may decide to permit the student to take re-examinations, if a re-examination has not already been taken, in the courses for which Failed/Incomplete grades have been recorded. Such re-examinations will generally occur during the last week of the inter-academic year break. The CAES may allow the student to defer beginning the clinical rotations so that re-examinations may be taken up to 12 weeks after the beginning of the usual cycle of clinical clerkships. Such extra time, used for study and preparation, will ordinarily mean that the student will not have the usual unscheduled time in the elective year. In the event that a Fail/Incomplete grade is recorded at a re-examination, CAES may require that a student enter an Individualized Study Program (ISP) or that enrollment in the School of Medicine be terminated.
In the event that CAES decides not simply to permit re-examination, the CAES may require that the student enter an Individualized Study Program as detailed below, or that enrollment in the School be terminated.
E) The Associate Dean for Student Affairs also may request that the CAES review performance of a student who has demonstrated poor academic performance in two or more courses at interval evaluations conducted throughout the course when such performance has been reported to the Associate Dean. In such instances the CAES may recommend a course of action.
F) No student will be permitted to begin clinical rotations of the third year until all first- and second-year courses have been successfully completed.
G) See Actions for Academic Review, General, F) Cumulative Academic Review/Academic Warning in this document.
Third and Subsequent Years
A) Regarding performances beyond the second year, the Associate Dean for Student Affairs will meet with a student for whom a single Fail/Incomplete grade has been entered regarding the requirements stipulated by the relevant course master to remediate the grade entered. Options will generally include a re-examination or repeating all or a portion of the course. If a Fail/Incomplete grade has been entered following the prescribed remediation, the student will be referred to the CAES to determine a course of action. When such a student is referred to the CAES, the CAES may permit a re-examination or re-taking or repeating all or a portion of the course. If the course is failed a third time, enrollment in the School of Medicine will be terminated.
B) A student beyond the second year for whom the Registrar has recorded two or more failing grades in the clinical rotations or electives will be referred to CAES for review and proposal of a course of action.
C) Any student who fails to achieve a passing grade (defined as greater than or equal to 10th percentile as reported by the NBME) on any two or more subject (shelf) examinations conducted as part of the evaluation of clerkships will be referred to CAES for review and proposal of a course of action.
D) The Associate Dean for Student Affairs also may request that the CAES review performance of a student who has demonstrated poor academic performance in two or more courses at interval evaluations conducted throughout the course when such performance has been reported to the Associate Dean. In such instances the CAES may recommend a course of action.
E) For students referred to CAES, the Committee may endorse or amend the recommendations of course masters from whom Fail/Incomplete grades have been entered for students beyond the second-year curriculum regarding a necessary course of action to remediate the grades entered. In the event that a student fails such a course of remediation, as defined by the course master and approved by the CAES, CAES may require that the rotation be repeated or that enrollment of a student in the School be terminated. Students generally will be permitted three attempts to achieve a passing grade in any clerkship course. If three failing examination grades or final clerkship grades have been submitted for a course, enrollment will be terminated.
F) A student who advances to the clinical years with academic warning and who fails any component of a clerkship will be referred to CAES for action, including possible termination.
G) See Actions for Academic Review, General, F) Cumulative Academic Review/Academic Warning in this document.
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Individual Study Program
The educational program is designed to assist the specialized needs of all medical students in an individualized and personalized manner. Tutorial assistance is available to any student at any time as detailed below. Occasionally students who have difficulty in handling the normal academic course load will be required to enter an Individualized Study Program (ISP), requiring five years to complete rather than four years.
The following rules govern students engaged in an ISP:
A) Recommendation requiring entry into an ISP is made by the CAES after careful consideration of the student’s academic performance at intervals throughout the curriculum.
B) The intent of an ISP is to optimize the prospect that the student will successfully complete the curriculum.
C) The specific program of any ISP (i.e., the content and sequences of courses) will be determined by the student and the Associate Dean for Student Affairs with input from relevant course masters and the CAES. The specific recommendations of the CAES will generally be adopted. The CAES may delineate for the student required to enter an ISP the consequences of a Fail/Incomplete grade recorded in any course once the student has entered the ISP. The plan for execution of an ISP, once established, will be recorded in the student’s file in the Registrar’s office and a copy provided to the student.
D) Unless extenuating circumstances exist, ISP students are required to take the examinations for a particular course in their usual temporal relationship to the course work. Requests for consideration of unusual circumstances should be recorded in the student’s file in the Registrar’s office.
E) In the event that a Fail or Incomplete grade is recorded for a student after entry into an ISP, a re-examination schedule will be determined by CAES. If a Fail/Incomplete grade is recorded for the re-examination of a single course for which two previous final examinations have been failed, enrollment in the School of Medicine will be terminated. If a Fail or Incomplete is recorded for the re-examination of a single course which the student has not previously failed, the student may be permitted to repeat the course.
F) At the completion of the time for their ISP, students who have not successfully completed and received a grade of Pass or above in the usual courses of the first- and second-year curricula by the start of the second six-week period in the year of the clinical clerkship will be dismissed from enrollment in the School.
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Tutorial Assistance Program
Students experiencing difficulty in any course may request tutorial assistance. Such requests should initially be directed towards the course masters and thereafter to the Associate Dean for Student Affairs. Students who are repeating courses will be offered the opportunity for tutorial assistance. CAES also may require that a student seek tutorial assistance. The Office of Medical Student Education has a fund from which tutors are paid.
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Leave of Absence
A) A student may request a leave of absence for academic or personal reasons by submitting a statement in writing to the Office of Student Affairs. Such a statement should include indication of the beginning and anticipated ending dates and a brief statement of the reason (academic or personal). Requests for leave of absence must be approved by the Associate Dean for Student Affairs. Leaves of absence shall be granted for no more than one year, but in unusual cases may be renewed by CAES for additional years after discussion with the Associate Dean for Student Affairs. Students requiring a personal leave of absence for medical reasons must submit a supporting letter from the Director of the Student Health Service. Before returning from a medical leave, students are required to provide a letter of medical clearance.
B) In extreme cases where a student may pose a danger to others, an involuntary leave of absence may be imposed. In such a matter the following procedure applies:
1. The Chancellor or his designate may impose an involuntary leave of absence when there is evidence that a student has committed an offense under these rules or the University’s Judicial Code and there is evidence that the continued presence of the student on the University campus or as a participant in a clinical rotation poses a substantial threat to himself or herself, to patients or to the rights of others to continue their normal University function and activities.
2. Imposition of the involuntary leave of absence may result in denial of access to the campus, prohibition of class attendance and/or prohibition of participation in clinical rotations.
3. If an involuntary leave of absence is imposed, the suspending authority shall prepare a written notice of the imposition and shall have the notice mailed certified or personally presented to the student. The written notice shall include a brief statement of the reasons for the involuntary leave, and a brief statement of the procedures provided for resolving cases of involuntary leave of absence under these rules.
4. The student shall be given an opportunity to appear personally before the suspending authority within five business days from the date of service of the notice of imposition of the involuntary leave of absence. If the student asks to appear personally before the suspending authority, only the following issues shall be considered:
a) Whether the suspending authority’s information concerning the student’s conduct is reliable, and
b) Whether under all the circumstances, there is a reasonable basis for believing that the continued presence of the student on campus or in clinical rotations poses a substantial threat to the student, to patients or to the rights of others to engage in their normal University functions and activities.
5. Within one week of the date of imposition of the involuntary leave of absence, the suspending authority shall either file a statement of charges against the student with the University Judicial Board (and shall have the statement or charges served, by mail or personal service, upon the student and the dean of the school or college or director of the program in which the student is enrolled) or initiate proceedings under these rules to convene a Disciplinary Committee.
6. A temporary suspension shall end when: 1) rescinded by the suspending authority, or 2) upon the failure of the suspending authority to promptly file a statement of charges with the University Judicial Board or a Disciplinary Committee, or 3) when the case is heard and decided by the University Judicial Board or the Disciplinary Committee.
Return of students from involuntary leave of absence requires clearance of both the Director of the Student Health Service and the Associate Dean for Student Affairs.
C) Students receiving financial aid should be advised that at the end of 60 days or more leave of absence, the grace period for loan repayment during a leave of absence may be exhausted. In such cases there will be an obligation for the student to start payments. According to the federal rules under which loans are made, the use of a grace period during a leave of absence will generally mean that the schedule for loan repayment may be changed. Students who are receiving financial assistance should consult with the Financial Aid Office to determine the implications of a Leave of Absence for their financial aid.
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Policy on Student Status and Benefits During Research Years or Leave of Absence
MD/PhD
Student status is maintained while in the research phase of the MD/PhD program. Students are registered in the graduate school during the research years. Both student health and disability coverage are provided by the Division of Biology and Biomedical Sciences.
MA/MD
Student status is maintained while in the research phase of the MA/MD program. Students are registered in the graduate school during the research year. Both student health and disability coverage are provided.
Five-Year MD Program
Research Year Here: Student status is maintained throughout the approved research year. In exceptional circumstances, a second research year may be permitted. The student may receive a stipend, but may not be considered an employee of the university. Students are registered in the School of Medicine. Both disability and student health coverage are required and are payable by the student. Outside funding often covers such fees.
Research Year Away: Student status is maintained throughout the approved research year. Students are registered in the School of Medicine. Both disability and student health coverage are optional with proof of like coverage. The cost of either elected coverage is payable by the student. Outside funding often allows these costs.
Leave of Absence
Leave of Absence Year Here: Student status is not maintained during the leave of absence though benefits of student health coverage and disability insurance are optional throughout an approved leave. Costs are payable by the MD program students. MD/MA and MD/PhD students may request support for these costs from the Division of Biology and Biomedical Sciences if funds are available. The Office of Financial Aid should be consulted for information regarding loan repayment and grace periods when on a leave of absence.
Leave of Absence Year Away: Same as Leave of Absence Year Here.
A student returning from a leave of absence of one year duration or less will maintain the same tuition rate. Students returning after more than one year leave of absence will assume the tuition rate of the class they are rejoining. Appeals of this policy should be submitted in writing to the registrar.
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Appeals Process for CAES Decisions
The School of Medicine has the right and responsibility to assure that each student, during the time of enrollment, demonstrates levels of academic achievement and ethical stature appropriate to the practice of medicine. The School also must ensure provision of fairness in discharging those rights and responsibilities.
An Appeals Committee, composed of faculty members appointed by the Dean of the School of Medicine, shall be created to review decisions under academic review. A quorum of this committee shall consist of five members.
Within 20 days of the date on which an Academic Disciplinary Action decision is rendered by CAES, the student may request, in writing to the Registrar, that the School of Medicine’s Appeals Committee review the record of such CAES decision or that the Appeals Committee request that the CAES consider additional information which was not previously presented to CAES. The letter to the Registrar should include the basis for the appeal as well as any new information of relevance.
The Appeals Committee shall review the record of the CAES decision solely to determine whether the pertinent CAES procedures were followed and whether all relevant information was considered by the CAES. If the appeal is based on a contention that all relevant information was not presented to CAES, the appeal must provide the Appeals Committee with adequate reason why the student did not present this information at the CAES meeting in question.
On all appeals the Appeals Committee may either remand the matter to the CAES for reconsideration with its explanation for the remand, or deny the appeal. If the matter is remanded to CAES, all documents, minutes of the Appeals Committee meeting, and information submitted by or for the student in support of the appeal will be made available to CAES. However, the Appeals Committee shall not substitute its opinions of the merit of matter and appeal for those of CAES. The Appeals Committee shall provide its decision in writing to the Dean, the student, the CAES, the Associate Dean for Student Affairs and the Registrar.
The Appeals Committee shall determine whether the student may continue his or her curriculum pending its review of a CAES decision.
Within 20 days of the date of the Appeals Committee’s decision or referral back to CAES, the student may request, in writing, that the Dean of the School of Medicine review the decision of the Appeals Committee. The decision of the Dean shall be final.
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Research Integrity Policy
Allegations of breach of research integrity policy are the primary responsibility of the Research Integrity Committee of the School of Medicine. Complaints regarding students enrolled for the MD degree will be directed promptly to that committee. The Research Integrity Committee will promptly investigate the charges and report its conclusions and recommendations to the Dean who will convene a Disciplinary Committee according to the guidelines below.
For further information, refer to the Research Integrity Policy web site: www.wustl.edu/policies/research.html.
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Procedures Concerning Breaches of Professional Integrity
Matters involving possible breaches of professional integrity shall be brought to the attention of the Associate Dean for Student Affairs. The individual(s) raising the questions of possible misconduct shall present them in writing to the Associate Dean for Student Affairs, including the completion of a Physicianship/Professionalism Concern Form along with other detailed information as necessary and shall be reminded of their confidentiality. Behavior inappropriate to the medical profession shall mean breaches of personal confidence and trust, including cheating or unauthorized use of materials during examinations; abuse, misrepresentations or other seriously improper conduct in relation to patients or colleagues, including breaches of confidentiality; and other misconduct, misrepresentation or failure in personal actions or in meeting obligations, so as to raise serious unresolved doubts about the integrity of the student to enter the practice of medicine. The Associate Dean for Student Affairs will identify which of the following categories is applicable to the matter which will be addressed accordingly:
A) Academic/Educational
At the discretion of the Associate Dean for Student Affairs, serious or repeated breaches of professionalism (if raising concern about a pattern of behavior) will be referred to CAES if the concern is academically/educationally related. In this case, the Associate Dean for Student Affairs will follow procedures and guidelines outlined under Actions for Academic Review in this document.
B) Non-academic/Non-educational
For matters unrelated to the academic/educational setting, the Associate Dean for Student Affairs will follow the disciplinary procedures as follows:
1. The Associate Dean for Student Affairs shall convene a meeting with the Associate Dean for Admissions or the Associate Dean for Medical Student Education to review the complaint and decide whether further action is necessary.
2. If further inquiry is deemed necessary, the Associate Dean for Student Affairs and one of the Associate Deans listed above will discuss the complaint with the student.
3. If the Associate Dean for Student Affairs considers the matter sufficiently serious or if it represents repeated offenses so as to raise concern about a pattern of behavior, a recommendation will be made to the Dean to convene a Disciplinary Committee.
4. Appointment to a Disciplinary Committee will be made by the Dean and will include five faculty members and one (non-voting) academic representative from the Office of Student Affairs. Appointees will decline if assurances of their impartiality in the matter are not evident. The Dean will appoint a chairperson who will be responsible for applying correct procedure to the hearing. The Registrar will attend the meeting to record the minutes. A simple majority will prevail (three out of five votes), except when the motion is for recommending to the Dean dismissal from enrollment in the school, where four out of five votes will be required. The recommendation of the Disciplinary Committee will be forwarded to the Dean who will decide upon the disciplinary action to be taken.
5. If the Disciplinary Committee is convened, the Associate Dean for Student Affairs will forward all information concerning the matter to the Committee.
6. The Disciplinary Committee shall, whenever possible, convene within one to two weeks after the initial meeting between the student and the Associate Dean for Student Affairs.
7. Prior to the meeting of the Disciplinary Committee, the Associate Dean for Student Affairs will inform the student in writing regarding the time, date and place of the meeting, that the proceedings are completely confidential, and that the student may bring a faculty member, staff member or fellow student of the School of Medicine for guidance and support. A copy of the complaint will be provided to the student.
8. The following guidelines will be applied to the conduct of the Disciplinary Committee and these will be made available to members of the committee at the opening of the meeting. The aim of the Committee is to provide fair and prompt review of the inquiry. The Committee is not positioned in an adversarial role against the student but simply to review the evidence as presented and determine its decision regarding disciplinary action. The Committee has neither the advantages nor limitations inherent in a court of law. Innocence of the student being questioned will be presumed. No facts or conclusions will be assumed. The decision as to the whether the student perpetrated the alleged act will be made solely on the basis of evidence and testimony presented at the meeting. During the hearing the student will have access to all the evidence presented. The record of such proceedings will be held confidentially with access restricted to Committee members, the student involved, and members of the Administration involved in the proceedings.
9. All who appear before the Committee are assured that their appearance occurs without fear of repercussions from their testimony.
10. After the meeting and decision of the Disciplinary Committee, the Associate Dean for Student Affairs will inform the student verbally and in writing of the result within three working days.
11. The student will have access to the written record of the meeting’s proceedings.
12. Unless it is determined by the Associate Dean for Student Affairs that extraordinary circumstances exist (e.g., physical threat to others), the student will be permitted to continue in the usual academic activities during the disciplinary proceedings.
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Liability Insurance
Washington University provides general liability insurance for all students or practicums while participating in required clinical experiences. In addition, Washington University voluntarily provides a defense and indemnification benefit for matriculated students who are candidates for the MD degree at the School of Medicine (WUSM).
The benefit is provided to WUSM students for defense and indemnification of claims arising out of activities which are part of academic programs and only while a student is acting in his or her capacity as a medical student enrolled in the undergraduate medical program at the School of Medicine. This policy is subject to terms, conditions, limitations and exclusions, and each request for defense/indemnification will be decided on a case-by-case basis at the sole discretion of the University.
Defense/indemnification will not be provided for any criminal acts, acts committed while under the influence, acts in violation of law, or where the injury or damage resulted from intentional malicious conduct or wrongdoing, or in the event that the action or proceeding is brought by or on behalf of Washington University. This indemnification does not cover any liability which is insured elsewhere, but it may be in excess of any amount payable under any other such insurance.
Any incident, either actual or alleged involving patient injury which could lead to a claim, which you have knowledge of must be reported immediately to the Risk Management Office of the School of Medicine, (314) 362-6956.
If you have any questions about Washington University’s professional liability program, please feel free to call the Risk Management Office.
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United States Medical Licensing Exam (USMLE)
Washington University School of Medicine students who anticipate practicing clinical medicine are required to take the USMLE Step 1 and 2 examinations.
The USMLE is designed to "assess a physician’s ability to apply knowledge, concepts, and principles, and to demonstrate fundamental patient-centered skills, that are important in health and disease and that constitute the basis of safe and effective patient care.” The USMLE represents a single uniform examination for medical licensure in the United States, and as such, is a minimum requirement for obtaining a medical license.
The USMLE consists of four separate examinations. “Step 1 assesses whether you understand and can apply important concepts of the sciences basic to the practice of medicine, with special emphasis on principles and mechanisms underlying health, disease, and modes of therapy. Step 1 ensures mastery of not only the sciences that provide a foundation for the safe and competent practice of medicine in the present, but also the scientific principles required for maintenance of competence through lifelong learning.” Step 1 is taken after completing the second year at WUSM.
Step 2 consists of two separate examinations, Step 2 CK (Clinical Knowledge) and Step 2 CS (Clinical Skills) which are taken at different times. “Step 2 assesses whether you can apply medical knowledge, skills, and understanding of clinical science essential for the provision of patient care under supervision and includes emphasis on health promotion and disease prevention. Step 2 ensures that due attention is devoted to principles of clinical sciences and basic patient-centered skills that provide the foundation for the safe and competent practice of medicine.” Step 2 exams are taken after completing the third year but prior to graduation from WUSM.
“Step 3 assesses whether you can apply medical knowledge and understanding of biomedical and clinical science essential for the unsupervised practice of medicine, with emphasis on patient management in ambulatory settings. Step 3 provides a final assessment of physicians assuming independent responsibility for delivering general medical care.” Step 3 is taken following graduation and during internship/residency training.
Further information can be obtained from the USMLE Bulletin of Information published by the National Board of Medical Examiners, and is available, along with application forms and information, at: http://www.usmle.org.
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Last Modification: 07/27/2007 | |