Doctor of Medicine Student Handbook
Student Affairs
2016-2017
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Table of Contents
UNIFIED COMPETENCIES OBJECTIVES ..................................................................................... 3
COMPLIANCE ENFORCEMENT ................................................................................................ 3
MEDICAL STUDENT ASSESSMENT AND PROGRESS .................................................................. 5
ASSESSMENT POLICY ......................................................................................................................5
EXAMINATION PROCEDURES ........................................................................................................ 12
GRADING POLICY ......................................................................................................................... 15
CLERKSHIP POLICIES AND PROCEDURES ............................................................................... 21
STUDENTS EXPERIENCING ACADEMIC DIFFICULTY ................................................................ 23
PROMOTION AND PROGRESS TOWARD GRADUATION ......................................................... 24
GRIEVANCE AND APPEALS PROCEDURES .............................................................................. 27
APPEAL OF A STUDENT PROGRESS COMMITTEE DECISION ............................................................ 27
APPEAL OF A GRADE OR OTHER ACADEMIC ASSESSMENT ............................................................. 28
NON-ACADEMIC GRIEVANCE AND APPEALS PROCEDURE .............................................................. 28
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UNIFIED COMPETENCIES OBJECTIVES
The civic and medical leaders who founded the Eastern Virginia Medical School envisioned
an institution that would champion improving the health of the region. Decades later the
school celebrates its record of training physicians who are committed to knowledge and
skill, and doubly committed to the service of others.
Within the context of this institutional philosophy and culture, the faculty have articulated
Unified Competency Objectives as the goals and objectives of the curriculum. All medical
students are required to become familiar with competencies posted here:
COMPLIANCE ENFORCEMENT
The Doctor of Medicine Program at EVMS has adopted a policy of progressive compliance
monitoring to identify, address, and correct student compliance related problems. The goals
of progressive compliance monitoring are to:
1)
2)
3)
4)
Provide the student with information on all requirements
Ensure students have enough notice to allow him/her to remain compliant
Notify students when they are out of compliance
Advise the student of the expectations of the corrective action they must take and
any necessary steps to achieve compliance
5) Inform the student of what action(s) will be taken in the future if the situation
remains uncorrected; expectations are not met, or are repeatedly non-compliant
during the course of the 4 year program.
Students receive instructions regarding compliance at the start of the program, as part of
their M1 orientation process (either in person, in-writing, or both). Information is provided
which includes what the compliance requirements are throughout their entire program,
including due dates. Students are given advanced notice to keep up with their compliance
requirements. Currently this is sent out in a monthly report via email. It is ultimately the
student’s responsibility to retain a copy of all paperwork related to their compliance (i.e.
copy of vaccinations, flu shot verification, etc.), in addition to providing a copy of that
paperwork to the appropriate EVMS Office. Therefore should a student miss their deadline,
the following actions will be taken at each occurrence:
1) First Occurrence
a. Student is notified of the missing deadline and has 72 business hours to
achieve compliance. Notification will also include Course/module/Clerkship
Coordinator
b. Should student not achieve compliance within 72 business hours the student
will be pulled from their Academic Schedule immediately.
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i. Notification will also include Course/module/Clerkship Coordinator.
ii. Student will need to report to the Office of the Associate Dean of
Student Affairs the next business day.
c. The Associate Dean of Student Affairs will determine from the following
options depending on the situation:
i. Require the student to report immediately to the office that monitors
the requirement for which they are non-compliant and complete the
requirement (i.e. Occupational Health, Office of MD Student
Compliance, etc.). Student must complete the requirement prior to
being allowed to return to their academic schedule.
ii. Elevates student to the Vice-Dean of Academic Affairs where they will
decide from the following:
1. Placement on immediate LOA until the requirement can be
achieved.
2. Immediate referral to Student Progress Committee
2) Recurring problem with maintaining compliance
a. Student is notified of the missing deadline and has 72 business hours to
achieve compliance
b. Should student not achieve compliance within 72 business hours the
student’s academic site credentials will be suspended and they will need to
report to the office of the Associate Dean of Student Affairs the next business
day to explain their reasoning.
c. The Associate Dean of Student Affairs will determine from the following
options depending on the situation:
i. Immediate referral to Student Progress Committee
ii. Elevates student to the Vice-Dean of Academic Affairs
1. Immediate placement on LOA until compliance can be achieved
2. Referral to Student Progress Committee, with a
recommendation of Dismissal from EVMS
REQUIREMENTS FOR BASIC LIFE SUPPORT AND ADVANCED CARDIAC LIFE
SUPPORT TRAINING
Basic Life Support certification is required of all students prior to commencing their
Longitudinal Generalist Medicine experience in the spring semester of the first
year. Certification is valid for two years. If a student fails the course, or does not attend the
scheduled class, he/she will be responsible for the fee ($75) when the course is taken. The
MI/MII Curriculum Coordinator will schedule dates and times for each student, who will be
notified by EVMS email.
Those students who have an active certification from another training experience must
present a copy of their certification for validation. They do not have to retake the class if
their course included AED training.
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Advanced Cardiac Life Support certification is required for graduation, and must be
completed no later than December 31 of the third (clerkship) year. Certification requires
attending a 16 hour class offered during weekends. Students sign up directly with the
testing facility, and should contact the M3/M4 Coordinator for questions or assistance.
MEDICAL STUDENT ASSESSMENT AND PROGRESS
The following policies and procedures for student evaluation and progress are subject to
change and should not be construed as a contract between the student(s) and the Eastern
Virginia Medical School.
ASSESSMENT POLICY
1. General Principles:
a. Candidates for the degree of Doctor of Medicine must demonstrate the
requisite knowledge and skills to complete the prescribed course of study and
must also demonstrate the personal characteristics and qualities necessary
for the safe and effective practice of medicine. Therefore, students will be
regularly assessed during their training, both with regard to their academic
performance and with regard to their professional development. Satisfactory
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academic accomplishment and professional development are both essential
requirements for graduation.
b. The assessment of students’ academic progress and professional
development is a corporate responsibility of the faculty of EVMS.
c. The purpose of academic assessment is to certify students for graduation
from EVMS by documenting their competence in the biological, behavioral,
and clinical sciences. Assessments:
i.
Assure adequate competence of students in the knowledge, skills, and
attitudes essential for the practice of medicine.
ii.
Will be based on the goals and objectives of the curriculum and will
assess the mastery of fundamental concepts as well as the ability to
integrate knowledge and skills.
iii.
Provide early detection of unsatisfactory or marginal performance in
order to assist students to meet acceptable academic standards, or if
necessary, to redefine educational and career goals.
iv.
Document distinguished performance in a manner that benefits
students’ further educational and career planning.
v.
Document institutional progress toward educational goals and
objectives and provide the information necessary to modify and
strengthen the curriculum.
d. The purpose of assessment of professional behavior is to certify students for
graduation by documenting judgment, attitudes, and behavior appropriate for
the practice of medicine. Students will be assessed with regard to respect for
ethnic and cultural diversity; professional demeanor and conduct; concern for
the welfare and dignity of patients, colleagues, and coworkers;
trustworthiness and responsibility to duty; and other such personal and
professional characteristics deemed appropriate by the faculty.
2. The Student Progress Committee
a. The Student Progress Committee (Committee) has overall responsibility for
the assessment of student performance, professional development and
behavior, and overall progress through the program, as well as for
determining the appropriate remediation or other action when a student’s
performance, progress, or behavior is not satisfactory.
i.
The Committee will review and consider reports of student
performance (academic and professional), promotion and progress
towards graduation forwarded from course/module and clerkship
directors and from the Office of Medical Education.
ii.
The Committee will review all guilty verdicts rendered and/or sanctions
imposed by the Student Honor Council and may take action as deemed
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b.
c.
d.
e.
f.
appropriate in consideration of the student’s overall performance,
academically and professionally.
The Committee members are faculty appointed by the Dean of the School of
Medicine and four student representatives in good academic standing elected
by the respective medical student classes.
A majority of the membership of the Committee will constitute a quorum. A
simple majority vote of the quorum is required for any action of the
Committee.
The Associate Dean of Student Affairs will provide notice to affected students
that the Student Progress Committee will be discussing their progress.
Students may request to appear in front of the Committee during a meeting
where he/she will be discussed.
Actions voted upon by the Committee will be provided to the student in writing
and may be appealed in accordance with the Grievance and Appeal
Procedures set forth below.
The Committee will meet with students who are granted a Leave of Absence
(LOA) with the intent to return to repeat part of or an entire academic year. It
is recommended that students meet with the Committee at the time their LOA
is initiated; however, all students are required to meet with the Committee
upon their return to EVMS; within 7 calendar days of the start of the academic
year to which they are returning. Students granted an LOA with the intent to
return to repeat part of or an entire academic year must provide to the Chair
of the Committee a written plan that addresses the extenuating
circumstances, within 30 days from the effective date of the LOA. The plan
will be reviewed by the Committee, which may require contingencies for
return. Documentation of fulfillment of these contingencies must append the
Return from LOA form. The Student Progress Committee will render the final
decision regarding return from an LOA.
3. Institutional, Course or Module Director, Clerkship Director, and Student
Responsibility for Assessment:
a. EVMS Medical Education Committee is responsible for:
i. Developing and regularly reviewing an integrated curriculum that
meets the unified competency objectives and standards of the Liaison
Committee for Medical Education
ii. Reviewing all pre-clinical course/modules and clinic clerkships on a
regular basis to determine effectiveness and ensure a quality
experience for students and faculty
iii. Developing an integrated assessment system that gives the student an
opportunity to build on strengths and correct weaknesses, particularly
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in relation to skills that are common to several disciplines; e.g.,
problem–solving and physical examination skills
iv. Providing regular review of the guidelines for assessment and program
evaluation, in consultation with the Office of Medical Education
v. Providing a systematic, legally acceptable appeals process for
reviewing a student's failure to meet the institution's academic and/or
professional standards.
b. The course/module or clerkship director is responsible for developing and
overseeing the assessment process for students for that course/module. This
responsibility includes:
i. Developing written goals, objectives, standards of acceptable
performance, and a systematic objective assessment policy that are
communicated in writing to students and faculty and upon which all
course/module scores and grades are based.
ii. Predetermining and communicating in writing the relative weight of
each assessment used to determine the course/module grade.
iii. Informing students of their marginal or failing performance in the
course/module or clerkship, giving each an opportunity to respond to
any identified deficiencies.
iv. Documenting student progress, outstanding accomplishments, and
deficiencies in writing with specific examples.
c. Each student at EVMS is responsible for:
i. Obtaining the written goals, objectives, standards of acceptable
performance, and assessment policy for each course/module.
ii. Complying with assessment requirements of each course/module and
with the comprehensive evaluation requirements established by the
institution.
iii. Ascertaining his/her performance results.
iv. Seeking faculty assistance in correcting unsatisfactory or marginal
performance.
v. Initiating the institutional appeals process if the student objects to the
institution's response to his/her failure to meet the institution's
academic and professional standards.
vi. Completing an evaluation of each course/module and of the faculty
who are responsible for a significant amount of teaching in each
course/module.
d. The Office of Medical Education:
i. Collects, stores, and processes all scores on performance
assessments that will be used in calculating a final course/module
score for a course/module. All scores used in calculating a final
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course/module score must be reported to the Office of Student
Performance (OSPE).
ii. Reports scores on performance within 3 business days of the
completion of the assessment.
iii. Will enter all scores in the Student Information System (SIS) and post
the student scores on the EVMS myPortal for students to review.
Students must review the results posted on the EVMS myPortal for
accuracy and notify the OSPE of any discrepancies. Results posted on
any other sites or locations are not considered officially reported
scores. The information posted in the SIS is the single source of
information for maintaining and reporting student performance data.
iv. After the final examination and all course/module scores have been
entered into the SIS, the OSPE will calculate the final scores and
grades for each course/module. Final scores and grades will be
provided to the course/module director within 1 business day for their
review. Student final scores and grades will be entered in the SIS and
posted to the EVMS myPortal within 3 business days.
v. Student scores and grades will be automatically transferred to the
Office of the Registrar for student transcripts.
e. The Registrar:
Student grades will be maintained and reported on the student transcript by
the Registrar.
4. Assessment Specific to Clinical Clerkships
a. Standard assessment instruments are used in all clerkships to measure the
achievement of shared objectives and for measurement of specific clerkship
objectives. Assessment instruments will include regular assessments of
patient encounter and procedure logs maintained by students.
b. Clerkship directors communicate regularly during the clerkship with the
appropriate faculty and residents at each site to:
i. Discuss student progress
ii. Document the progress of each student
iii. Identify problem areas
iv. Plan supplementary strategies, if necessary
v. Assess the effectiveness of supplementation
vi. Ensure active student participation in the above process
c. Each clerkship director will provide a mid–clerkship assessment that is
communicated to the student that documents performance and enumerates
any improvements necessary to achieve satisfactory performance at the end
of the clerkship.
d. All students in M3 and M4 clinical rotations will have been awarded 10
Professionalism Points for each rotation automatically. Students who maintain
behaviors expected of physicians and professionals during their clerkships
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and clinical electives will retain all 10 points. The professionalism point score
will be included in the clerkship narrative summary of the student.
Students who do not maintain behaviors expected by EVMS faculty, the public
and/or the profession will have Professionalism Points deducted that can
lower their assessed grade. The specifics of the point loss can be included in
the student’s evaluative narrative summaries.
Students with professionalism point deductions will receive a maximum final
grade as outlined below for the clerkship.
i.
Honors = 9-10 points
ii.
High Pass = 8 points
iii.
Pass = 7 points
iv.
Not meeting minimal standards (Fail) = <6 points
e. Professional Point Assessment Policies are as follows:
i.
Only a Clerkship Director can remove points based on responsibility
and behavioral concerns. Clinical responsibility, behavioral concerns
from faculty, residents, patients, clerkship coordinators and patterns of
performance in the clerkship will be reviewed by the Clerkship Director
on a case-by-case basis.
ii.
Clerkship directors can assign up to 4 point value depending on
severity of concern or persistence in documented pattern of
concerning behavior. Any single behavior or pattern of behavior that
rates 3 or higher point reductions will be referred to the Vice Dean for
Academic Affairs for review and possible Student Progress Committee
review. Students may be summarily removed from the rotation or
elective with a fail grade if 4 or more points are lost.
iii.
Students may lose 1 point without prior approval by Clerkship Directors
by clerkship coordinators for: late write-ups, inadequate patient log
entry, unapproved absences, missing evaluations, missing structured
observation forms, incomplete or missing clinical skills forms.
iv.
Additional points can be lost as tardy time accrues.
Students who feel they were unjustly deducted professionalism points may
appeal through the Medical Student Academic Grievance and Appeals
Procedure.
When clinical responsibility or behavioral concerns arise, Clerkship directors
will meet with the student to gather information, assess for mitigating
circumstances and work with students to improve performance. Meetings with
students will be documented, and if the issues reviewed are of a sufficientlylow level nature and not repeated, the professionalism issue may not be
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included in clerkship narrative evaluation. The clerkship coordinator will keep
track of each student’s professionalism points.
Whenever a student loses a point, the clerkship director notifies the student
and updates/remind them about the process, how many points they currently
have, and that they are available for questions, clarifications and a written
appeal.
Below are example anchors for professionalism and physicianship
Professionalism Point reductions:
i.
1 point reduction: unexcused absence, tardy logging or assignments,
tardy for clinical duties.
ii.
2 point reduction: lack of respect to faculty, residents, peers, staff, and
patients; unable to accept constructive criticism; HIPPA/EHR violations;
behavior toxic to team based care (manipulating, undermining,
demeaning, narcissistic); repeat persistent behaviors noted after initial
intervention, including repeat unexcused absence, tardy assignments
or tardy for clinical duties
iii.
3 point reduction: any behavior that significantly impairs the student’s
ability to work in a team (abandonment of patient care team, verbal
abuse)
iv.
4 to 5 point reduction: lying/cover up, behavior that puts patients at
risk or significantly impairs student’s ability to work in a team including
intoxication on duty, physical abuse of others, patient abandonment,
explosive behavior.
5. Assessment Methodology:
a. Standards of acceptable performance for individual course/module
assessments are communicated to students at the beginning of each
course/module. Standards of acceptable performance for other evaluations
considered in student progress decisions (e.g., United States Medical
Licensing Examinations, Clinical Skills Assessment, professional conduct, etc.)
will be communicated to students in advance of such assessments.
b. Examinations:
i. Assess achievement of stated course/module objectives.
ii. Are constructed according to recognized principles of test design.
iii. Are consistent with institutional standards for length and difficulty.
iv. Meet standard criteria for reliability and validity.
v. Are reviewed by faculty course/module directors and their designees
prior to administration and later for item analysis.
vi. The Assessment Committee will review the item analysis for all
examinations in conjunction with the course/module director to ensure
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that assessments are valid and reliable measures of student
performance.
c. For clinical performance assessment, the specific behavioral criteria for each
clerkship and elective are distributed to students at the beginning of the
clerkship or elective. Unified competency objectives for the M4 Skills
Assessment exam are distributed at the beginning of the M3 year.
EXAMINATION PROCEDURES
1. Preparation of Examinations in M1 and M2 Years
a. Examinations are administered at dates and times specified in the MD
academic schedule.
b. Examinations may cover any material included in the course/module, and
may be derived from any learning activity in the course/module. The number
of questions will be based on the course/module director's and faculty's
assessment of the relative importance of the material covered.
c. The course/module director and faculty will ensure that examination
questions are written with consideration of:
i. Appropriateness of content
ii. Effective item construction
iii. Types and levels of skills tested–e.g., problem–solving, synthesis,
analysis, attitudes.
iv. NBME style
d. The Assessment Committee will review all internally-developed examinations
prior to administration to ensure the items meet institutional criteria for
validity and reliability.
2. Administration of Examinations
a. The Office of Student Performance and Evaluation (OSPE) is responsible for
administering summative assessments. Students will not be permitted to ask
questions during the examination. Students will be provided with a white
board during the examination for notes and calculations. These must be
returned to the examination administrator prior to exiting the Assessment
Center.
b. Generally, summative examinations and NBME examinations will be
administered using a computer-based/web-based format at the EVMS testing
center in accordance with NBME policies.
c. The OSPE is responsible for administering all computer-based/web-based and
NBME Examinations.
3. Policy Concerning Absence or Lateness for Scheduled Examinations
a. Examination schedules are published as Microsoft Outlook calendars.
Examinations may include written, practical, laboratory evaluations, or
quizzes. All students are expected to take examinations on the scheduled day
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and time unless specifically authorized to take an examination at another
date or time as outlined below. Make-up examinations will not be provided for
students missing examinations except as specified below.
b. When absence from an assessment is anticipated for a valid reason (e.g.,
important personal business which cannot be rescheduled, family or personal
illness, immediate family or personal once-in-a- lifetime events.), specific
written approval must be sought from the Associate Dean for Student Affairs
in advance using the Request for Excused Absence Form (available on the
student portal). Make-up assessments will be scheduled by the OSPE at a
time that does not conflict with scheduled academic activities. Failure to take
examinations as scheduled will be scored as a zero.
c. Students who have been granted an excused absence to travel to a
professional meeting in which they have an active role should plan to take the
examination PRIOR to the travel dates.
Note: Travel arrangements for scheduled EVMS holidays, personal, or family
events scheduled without due regard for the EVMS academic calendar will not
be considered valid reasons to take examinations at other than the scheduled
dates and times.
d. In the event that absence from an examination cannot be anticipated (e.g.,
emergent illness), the student should notify the course/module director via
email as soon as is practicable prior to the examination, and report the
absence to the Associate Dean for Student Affairs using the Request for
Excused Absence Form. Students are expected to be present at the specified
site and ready to begin the examination at the scheduled time. Students
arriving late or not complying with room assignments may be excluded from
the examination at the discretion of the test administrator. Students who are
admitted late to an examination will ordinarily be expected to complete the
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examination by the end of the scheduled examination period and may not be
permitted extra time to complete the examination.
e. Students arriving late for examinations will be reported to the Associate Dean
for Student Affairs.
4. General Assessment Procedures
a. Examination procedures may be subject to change at any time. Students will
receive email notification of any changes to published guidelines.
b. All examination sessions administered by the Office of Student Performance
and Evaluation are video recorded and held in a secure server for future
reference.
5. Reporting of Examination Scores
Examination scores will be posted to the student portal within 3 business
days. NBME results are sometimes delayed for key validation.
6. Reporting of Final Course/module and Clerkship Grades
a. After entering all student assessment scores into the grade data base for Year
1–2 course/modules, the Office of Medical Education will compute the
cumulative course/module score according to points/weights provided by the
course/module director. Grades of Honors, High Pass, Pass, and Fail are
calculated based on predetermined (criterion–based) scores.
b. For Year 1–2 course/modules grades must be released within 5 business
days of the end of the course/module.
c. The OSPE will enter the grades for Year 1–2 course/modules into the Student
Information System (SIS), the official source of grades, and grades will be
transferred to student transcripts. Once the grades are transferred, the Office
of the Registrar is responsible for any grades changes.
d. Clerkship, elective grades, and written assessment forms will be completed
and filed with the Office of Medical Education within four weeks after the final
day of the clinical rotation.
e. Scores for all assessments contributing to the course/module grade will be
posted and maintained on the student portal. After the final grades for a
course/module have been reported, no challenges will be permitted. Only
computational or typographical errors will be changed by the Office of the
Registrar.
f. The only grades for course/modules within the Doctor of Medicine Program
that are recorded by the Registrar’s Office on student transcripts are Honors,
High Pass, Pass, or Fail. “Incomplete" is not a grade but a temporary notation
indicating that a grade could not be determined because the student had not
completed a course/module because of extenuating circumstances (e.g.,
personal illness, family emergency). An “Incomplete" not converted to a grade
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within 60 days from the end of the semester, or by the first day of the next
semester (whichever comes first) becomes a grade of Fail.
GRADING POLICY
RECORDS
1. The official student transcript records only the notation of Honors, High Pass,
Pass, Fail, Withdrew or Withdrew/grade at time of withdrawal (if 50% or more
of the course/module grade has been determined).
2. In the event of a Failure, which the student successfully remediates, the
notation of F/P is made.
3. In the event of failure of remediation, the notation F/F appears.
4. If a student repeats a year, the second set of course/module grades also
becomes part of the transcript.
The transcript will provide no ranking of students or numerical scores
MD CLASS OF 2019
1. A grade of Pass signifies satisfactory course performance. The passing grade
for all M2 courses is 70%.
2. Students' scores on all performance assessments are used to calculate a
final percentage score (P) based on criteria provided in the course syllabus
(e.g., total points, weighted average). The percentage scores (P) are
subsequently used in assigning grades.
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a. Each assessment is pre–assigned a score/weight by the course director. A
total percentage score (P) is calculated based on the score/weights assigned
by the course director for each student.
b. Course grades are assigned according to the total percentage score
distribution.
3. M2 course grades are assigned based on the following criteria:
Fail < 70.0%
Pass 70.0% - 84.9%
High Pass 85.0% - 91.9%
Honors >= 92.0%
4. The SIS calculates final scores to one significant decimal place. The cut
points for grades are assigned based on this rule.
MD CLASS OF 2020
Assessment and Grading Criteria
1. SUMMATIVE  65% of final grade
a. A midterm and final summative exam will be administered per module
except where noted below:
I.
Anatomy will have 4 exams and a subject exam
II.
Cardio-Pulmonary-Renal will have 3 exams
b. Written summative exams will be NBME-based and will be administered
during specified class time.
I.
Exams will be created with the expectation of an overall average
score to be 78±3% (range from 75%-81%).
II.
The majority of questions will be derived from NBME Customized
Assessments. In general, up to 15% of the total number of
questions on each summative exam may be faculty created.
c. Practical summative exams will be faculty created for clinical and/or lab
testing.
d. Final exams will have a defined percentage of cumulative questions.
2. COMPREHENSIVE  20% of final grade with a component (5-15% of final grade)
for clinical skills
Will be made up of clinical skills, labs, active learning, small group activities,
discussion boards, guided reflections, and the like.
Points will be given for some activity/write up/accomplishment of task to be
completed during or following class time
3. FORMATIVE  10% of final grade
Formative assessments will be administered using Blackboard or Exam Soft.
a. First attempt will be graded, but unlimited attempts are allowed.
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b. Full points will be given for completion to criterion (70%); partial credit can be
earned if the student does not reach criterion (based on earned percentage of
the points).
c. Feedback will be given after the due date.
4. PROFESSIONALISM  5% of final grade
a. Policies stated here are not mutually exclusive, and can be administered or
prosecuted in concert with other EVMS policies pertaining to professionalism
issues, the Code of Student Conduct, or the Honor Code.
b. Each module’s professionalism component will be based on a 10 point scale.
i. 1/2 point reduction  tardy for small group, clinical skills,
discretionary time, ultrasound sessions and the like.
ii. 1 point reduction 
a) unexcused absence (can request excused absence retrospectively for first
offense)
b) unprepared for an assessment (ex. no power cord, low battery in clicker)
c) incident report filed during an assessment (ex. bringing cell phone, hat, watch
or other restricted items into the testing center)
d) tardy for exam second offence
e) inability to accept constructive criticism or to accept blame or responsibility
f) lack of participation in feedback (peer evals, module evals, self-reflections)
g) insufficient follow through with student proficiency enhancement plan
h) below expectation for physicianship evaluations
iii.
2 points reduction  repeat persistent behaviors noted after initial
intervention, including repeat unexcused absence or repeat tardy for
exams
iv.
3 points reduction  lack of respect to faculty, residents, peers,
staff, patients, cadavers and other anatomical specimens
v.
5 points reduction  any behavior that significantly impairs the
student’s ability to work in a team (e.g. flagrant verbal or physical
abuse, intoxication, explosive behavior); lies of commission, cover up
or cheating. Any of these infractions will result in failure of the
module (see Promotions through Modules).
The student will get an email documenting any infraction and point reduction.
Students can make up a maximum of one point per module with predefined
tasks:
a) Service to class: Tutoring, providing study tools for fellow students,
participation in Student Government Association activities.
b) Participation at a regional or national meeting that incorporates
professionalism as a component of the meeting. Note: Excused
absences from mandatory academic activities to attend meetings are
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granted only to students who are presenting a poster or talk at the
meeting.
c) Completion of a self-reflection that includes an honest assessment of
unprofessional behavior, a discussion of the underlying research
describing the impact of such behavior on physician practice, and a
specific plan to improve professional behavior.
d) Community service: volunteer at HOPES, or other student run activities
in the Community.
e) Participate in near peer-mentoring on professionalism with a fourth
year student.
If the student makes up one point and subsequently has 10 professionalism
points they are eligible to receive a grade of honors (if all other requirements are
met).
If a student loses 3 professionalism points they will meet with the Associate Dean for
Student Affairs.
If a student loses 4 or more professionalism points they will be sent to the Student
Progress Committee.
Longitudinal monitoring will occur through Student Performance and Evaluation. If a
pattern or persistent problems are observed then the Associate Dean for Student
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Affairs, Vice Dean for Academic Affairs, Clerkship Director, and/or the Student
Progress Committee will be notified, as applicable.
Grading Scale
1. Grades will be recorded as whole numbers
a. Honors  92-100% (professionalism 100%)
if a student does not have 100% of their professionalism points then they will
receive a grade of HP
b. High Pass  85-91%
c. Pass  70-84%
d. Fail  69% or below
2. Promotions through Modules
Average of 70% or higher with a minimum proficiency of the following:
a. 65% on summative exams, including a minimum of 65% on the final exam
b. 70% of comprehensive grade
c. 70% of clinical skills grade
d. 70% of professionalism grade
Retest
Students are expected to retest a summative exam if they score < 65%
1. For Foundations I midterm, a short answer/essay test will be administered within 5
business days
2. For all other written exams and modules, an NBME retest will be administered within
5 business days
3. For clinical or lab practicals, an oral retest may be administered (must be video
recorded)
4. Students will be placed in the student proficiency enhancement program regardless
of their score on the retest.
A passing score on the retest assessment (score ≥ 65%) will result in a grade for that
summative exam of 65%, regardless, of the actual score.
Remediation of Module
A student will remediate a module if they do not pass (see Student Promotions through
Modules) and it is the first occurrence of failure.
1. They will meet with the Assistant Dean for Academic Affairs to discuss academic
difficulties
2. They will create a plan with the Module director within one week:
a. to be completed at EVMS
I.
Foundations I/II will remediate during the winter break and retest prior to
Block II beginning
II.
General Mechanisms of Disease (GMD) will remediate concurrent with
Skin Bone Muscle and retest during spring break
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III.
Cardio Pulmonary Renal will remediate and retest during winter break prior
to Block IV beginning
IV.
All other modules will remediate over the subsequent summer
b. not to exceed 3 weeks
--If the student fails the next summative exam (midterm of the next module) they will be
referred to the Student Progress Committee.
--If the student fails 2 modules (or a module and its remediation), the student’s progress
will be reviewed by the Student Progress Committee, which will vote to either dismiss the
student or require them to repeat the academic year. This decision will be based on the
student’s overall performance and relevant extenuating circumstances.
--If the student fails 3 modules (or some combination including remediation failure) they
will be referred to the Student Progress Committee with a recommendation of academic
dismissal.
--If a student fails the M2 year of the old curriculum (2016-2017) and the Student
Progress Committee suggests they repeat the 2nd year, the student will be required to
“remediate” Skin, Muscle Bone and GI & Nutrition during the summer months and begin
the with the new curriculum in the fall of 2017.
Student Proficiency Enhancement Program
The Student Proficiency Enhancement program is a resource for MD2020 students at
academic risk. In collaboration with Academic Development this program will create a
learning plan tailored for the student including (but not limited to) comprehensive
learning assessment, testing strategies, and peer and/or in-house content expert
tutoring.
 Students who have failed any exam will enter into and remain in the program for at
least two consecutive passing summative exams (not including a retest).
o If the student does not follow through with the plan they will lose one
professionalism point.
o If the student does not follow through with the plan and fails the module then
they will meet with the Assistant Dean for Academic Affairs.
o If the student does not follow through with the plan and fails the module and
next summative exam (next module’s midterm) then they will be sent to the
Student Progress Committee.
 Students whose final module grade is 70-75% OR final summative assessment grade
is 65-70% will be recommended to participated in the program.
Attendance Policy
Attendance is a component of professional behavior to peers and speakers/lecturers.
Furthermore, the comprehensive grade is comprised of points earned from required
completion of some task/write up/ etc. during or following guest lecturers, TCL, PBL,
labs, etc. and only an excused absence (as decided by Associate Dean for Student
Affairs) may allow for making up the point(s). Note that due to logistical considerations,
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laboratory sessions, team-centered learning, or other activities may not be made up,
even if an excused absence is granted. Delayed release of event recordings may be
required to allow for completion of the required task. This will not exceed one week or
beyond an exam administration date.
CLERKSHIP POLICIES AND PROCEDURES
Duty-Hours in the Care of Patients
Duty hours are defined as all clinical and academic activities related to the program; i.e.,
patient care (both inpatient and outpatient), administrative duties relative to patient care,
the provision for transfer of patient care, time spent in-house during call activities, and
scheduled activities, such as conferences. Duty hours do not include reading and
preparation time spent away from the duty site. Duty hours should not exceed 80 hours per
week averaged over a 4 week period. You are required to log your duty hours for each
clerkship using E*Value.
Policy Regarding Absence from Clerkship Responsibilities:
During the M3 year, you will begin intensive education in the practice of clinical medicine. As
clinical clerks, you are expected to be active members of the medical teams caring for patients
in our hospitals, offices, and clinics. As clinical clerks, students are expected to meet the same
standards of professional behavior as are expected of house staff and attending physicians.
Accordingly, you are expected to be present for all scheduled clinical activities, teaching
conferences, lectures, examinations, etc. Some of your responsibilities will sometimes require
that you be present on holidays, at night, and on weekends. In addition, you may well be
required to be present at times that will conflict with family events and other personal
obligations and preferences.
EVMS recognizes that the M3 year can be physically and personally demanding, and
substantial scheduled vacation is provided. You are encouraged to utilize this time for family
gatherings, personal business, etc. EVMS also recognizes that circumstances might
sometimes require that clerks be absent from their assigned duties. Necessary absences from
clerkship responsibilities may be approved (excused) by EVMS as described in this policy.
Some absences, by their nature, cannot be anticipated ("emergency absences"), while others
can be planned and approved in advance.
Urgent /Emergency medical care/surgery
Emergency absences will be approved only under the following circumstances:
1. Serious personal illness. If illness requires that you be absent for more than one day,
a physician's note may be required at the discretion of the clerkship director.
2. Death or serious illness of a close family member (e.g. parents, spouse, children,
siblings, grandparents).
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3.
Proceed per your health care provider’s instructions.
director/coordinator and academic affairs as soon as you can.
Inform clerkship
Elective medical care/surgery policy
1. The date for a planned elective (non-urgent) surgery should be coordinated with the
clerkship(s) involved and Office of Academic Affairs.
2. A note from the surgeon should be provided that outlines the surgery and recovery
needs.
3. If it is an outpatient non-urgent doctor visit then it should be coordinated with the
clerkship involved.
In such cases, the clerkship director (or his/her designee) should be notified (by email or
telephone) as soon as possible of the nature of the absence and of your expected date of
return. It is your responsibility to notify the appropriate person (the clerkship director will tell
you whom to call) — do not call your fellow students or your residents and ask them to "pass
the word."
Planned Absences
Planned absences may be excused at the discretion of the clerkship director and the Vice
Dean for Academic Affairs. Such absences will be excused only for compelling reasons.
Acceptable reasons for such absences may include:
1. Presentations at medical or scientific meetings. Absences for attendance at medical
and scientific meetings will ordinarily not be approved.
2. Scheduled medical appointments
3. Personal day – all students will be have one excused absence during the clinical
clerkship year for personal reasons (significant life event, observation of religious
holiday, etc).
No policy can enumerate all possible reasons for which an approved absence might be
granted; each request will be considered on a case-by-case basis.
It is part of your professional responsibility to request planned absences well in advance.
Requests for planned absences must be submitted to the appropriate clerkship directors at
least six (6) weeks prior to the date of requested day off. Exceptions will only be considered
in extraordinary circumstances. If approved by the clerkship director, the request will be
forwarded to the Vice Dean for Academic Affairs office [email protected]
Unexcused Absences
Any absence not explicitly approved as outlined above will be considered unexcused.
Unexcused absences will have a negative effect of a student's clerkship evaluation.
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Unexcused absences of more than three days will result in an automatic failing grade for the
clerkship.
Remediation
Students may be required to make up any time missed as a result of absence, whether
excused or not, at the sole discretion of the clerkship director.
1. Remediation of sick leave 1 day ok with no doctor’s note. No need to make up
any days up.
2. 2 – 3 days missed will require a doctor’s note. 2 days no need to make up days.
3 days missed will require student to make up 1 day
3. 4 – 5 days missed will require a doctor’s note and make up 1 day for every day
missed past 2 days. Up to the discretion of the clerkship director whether
clerkship goals can still be met by end of clerkship
4. > 5 days missed clerkship will have to be repeated

Need to meet with Vice Dean for Academic Affairs to get an academic plan
developed.
STUDENTS EXPERIENCING ACADEMIC DIFFICULTY
1. The M1 or M2 course/module director will submit to the Student Progress Committee
a recommended remediation plan for each student who fails a course/module. The
plan must be submitted to the Committee within one week of posting the failed
grade. Additional information regarding a student beyond that contained in the
academic record may be obtained from advisors or other sources as the Committee
deems appropriate, and the Committee may interview the student.
2. M3 students who fail any clerkship will be required to repeat the entire clerkship.
3. On the basis of its review, the Student Progress Committee will make a determination
for resolving the deficiency. A copy of the Student Progress Committee's decision will
be sent to the student, to the director(s) of the relevant course/module(s), and to the
relevant department chair(s). This written notification will include a statement of the
decision, the consequences of failure to complete the remedial plan successfully,
and instructions for obtaining a required Academic Plan.
4. In its consideration of each student’s progress, the Student Progress Committee
examines and considers all information at its disposal, including a student's
academic performance in other course/modules, and attitudinal and other personal
or extenuating factors. Marginal or failing performance in other course/modules will
be considered. In arriving at its decision, the Committee will use the following
guidelines, but is not obligated to adhere strictly to these guidelines:
a. A student who fails one course/module will generally be required to take and
pass an appropriate remedial course/module approved by the course/module
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director and by the Student Progress Committee before proceeding to the next
academic year.
b. A student who fails two or more course/modules and/or clerkships at any
time during their matriculation will be subject to dismissal from EVMS after
review by the Student Progress Committee. This decision will be based on the
student’s overall performance and relevant extenuating circumstances.
c. A student who demonstrates marginal performance (e.g., scoring more than
1.5 s.d. below the class mean or in the bottom 10% of class performance in a
course/module) may be reviewed by the Student Progress Committee. A
student who demonstrates continuing marginal performance in multiple
course/modules may be dismissed from EVMS at the discretion of the
Student Progress Committee.
d. A student who repeats a year due to academic failure is subject to dismissal
from EVMS if they subsequently fail any one course/module, clerkship, or any
USMLE examination. This includes students who repeat a year subsequent to
a Withdrawal or Leave of Absence if they are experiencing academic failure(s)
at the time of withdrawal/leave.
e. No student may repeat more than one year in his/her tenure at EVMS. A
student is expected to satisfy all of the requirements for the M.D. Degree in no
more than five academic years.
5. In general, remediation of a course/module may occur only during scheduled
vacations. Remediation should not occur while the student is taking other class work.
PROMOTION AND PROGRESS TOWARD GRADUATION
1. A student must pass all components of each year of the curriculum before
proceeding to the next year. A student who fails any component must successfully
remediate as prescribed by the Student Progress Committee before proceeding to
the next year.
2. United States Medical Licensing Examinations (USMLE) Step 1 and Step 2
All students must pass USMLE Step 1, Step 2 Clinical Knowledge (CK) and Step 2
Clinical Skills (CS) examinations as a requirement for graduation. Students are
required to pass the Cumulative Basic Science Examination as a pre-requisite for
taking Step 1.
a. Comprehensive Basic Science Examination (CBSE)
The CBSE is offered to students three times throughout the M2 year to
provide a bench-mark for readiness for Step 1. The Office of Student
Performance and Evaluation establishes the three testing dates; no
alternative dates will be offered for individual students. Students who
consistently perform below expectations on the CBSE are required to work
with the Office of Academic Development in implementing a study plan, and
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will meet with the Vice Dean of Academic Affairs to plan a course of action.
Student must post a passing score on the CBSE before taking USMLE Step 1.
b. Step 1 Examination
i. Students must take USMLE Step 1 before the first day of their M3
orientation. Only illness or other extraordinary circumstances may be
considered as reasons for a delayed examination. Student must get
approval from the Vice Dean for Academic Affairs for a delay in an
examination date. An extension, if granted, will be accompanied by an
academic plan that takes into consideration the academic calendar,
changes in enrollment status, financial aid regulations, and EVMS
policies regarding leave. Students who fail to adhere to the academic
plan will be subject to dismissal. Permission for late examinations will
not be granted to accommodate vacation plans, planned personal
events, or the like.
ii. Students who fail USMLE Step 1 must meet with the Vice Dean for
Academic Affairs to obtain an academic plan. Students failing Step 1
for a second time will be dismissed from EVMS unless the Student
Progress Committee determines there is a compelling reason not to be
dismissed. In this latter case, the student must meet with the Vice
Dean for Academic Affairs to obtain an academic plan. Academic
plans will be developed in consideration of the academic calendar,
changes in enrollment status, financial aid regulations, and EVMS
policies regarding leave. Failure to adhere to the academic plan will
result in immediate dismissal.
Note: Any clerkship(s) missed as a result of failure of USMLE Step 1
must be completed prior to beginning the M4 academic year. This may
result in delayed graduation from EVMS.
c. USMLE Clinical Subject Examinations
i. During the M3 year, all students take an NBME clinical subject
examination at the end of each of the six clerkships, as a required
component of the clerkship grade. If a student fails an NBME clinical
subject examination, the student may retake the exam the next time
clinical exams are offered. If the clinical subject examination is failed a
second time, the student will receive a failing grade for the clerkship
and will need to repeat the clerkship prior to beginning of the M4
academic year.
ii. If a student fails a USMLE Step 1 examination and subsequently fails a
USMLE clinical subject examination in a clerkship, regardless of their
performance in the clerkship in question, they will be dismissed from
EVMS unless the Student Progress Committee determines there is a
compelling reason not to be dismissed. In this latter case, the student
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must meet with the Vice Dean for Academic Affairs to obtain an
academic plan that takes into consideration the academic calendar,
changes in enrollment status, financial aid regulations, and EVMS
policies regarding leave. Failure to adhere to the academic plan will
result in immediate dismissal.
d. Step 2 Examinations
i. Students must take USMLE Step 2 CK (Clinical Knowledge) and Step 2
CS (Clinical Skills) before December 31 of their M4 academic year.
Only serious illness or other extraordinary circumstances may be
considered as reasons for a delayed examination. Students must get
approval from the Vice Dean for Academic Affairs for a delay in an
examination date and adhere to the issued academic plan. Failure to
follow to the academic plan will result in immediate dismissal.
ii. Students who fail a USMLE Step 2 examination, either Clinical
Knowledge (CK) or Clinical Skills (CS), must meet with the Vice Dean
for Academic Affairs and with the Student Progress Committee no later
than one month from the date the score of failure is reported. The
Committee will review all academic progress to date, and render a
course of action. Such action may include dismissal, or administration
of an academic plan that takes into consideration the academic
calendar, changes in enrollment status, financial aid regulations, and
EVMS policies regarding leave. Failure to adhere to the academic plan
will result in immediate dismissal.
iii. If a student fails a repeated USMLE Step 2, either CK or CS, for a total
of two failures, they will be dismissed from EVMS unless the Student
Progress Committee determines there is a compelling reason not to be
dismissed. If a student is allowed to continue, they will be issued an
academic plan that takes into consideration the academic calendar,
changes in enrollment status, financial aid regulations, and EVMS
policies regarding leave. Failure to adhere to the academic plan will
result in immediate dismissal.
iv. If a student fails a USMLE Step 2 examination (CK or CS) and fails or
has failed a USMLE clinical subject examination in a clerkship,
regardless of their performance in the clerkship in question, they will
be dismissed from EVMS unless the Student Progress Committee
determines there is a compelling reason not to be dismissed. In this
latter case, the student must meet with the Vice Dean for Academic
Affairs to obtain an academic plan that takes into consideration the
academic calendar, changes in enrollment status, financial aid
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regulations, and EVMS policies regarding leave. Failure to adhere to
the academic plan will result in immediate dismissal.
e. If a student is dismissed or withdraws from medical school, they are not
eligible to sit for a USMLE examination, even if an appeal of the dismissal is
pending or the student is otherwise contesting their status.
3. Certification of Eligibility for Graduation
The Student Progress Committee, after complete review of a student’s academic and
non–academic performance, will certify to the faculty that the student has or is
expected to meet all of the requirements for graduation within 3 months of the date
of graduation. This recommendation will be presented at a regular faculty meeting.
The faculty in turn will recommend to the Academic and Student Affairs Committee of
the Board of Visitors that a student has met or will meet all of the requirements for
graduation. The Academic Affairs Committee in turn will make the recommendation
to the Board of Visitors, who is empowered to grant the Doctor of Medicine degree.
GRIEVANCE AND APPEALS PROCEDURES
Students in the MD program at EVMS have the right to due process through grievance and
appeals procedures.
APPEAL OF A STUDENT PROGRESS COMMITTEE DECISION
1. A student may appeal to the Dean of the School of Medicine of EVMS for a review of the
Student Progress Committee’s decision. The appeal must be submitted in writing within
five working days of the student’s notification of the Student Progress Committee's
decision and must state in detail the reasons for the appeal and the relief the student
requests. If an appeal is not lodged within five days, the Student Progress Committee's
decision becomes final.
2. A student may not present information on appeal that was not made known to the
Student Progress Committee for its consideration unless such information was
unavailable during the Student Progress Committee’s consideration.
3. Upon receipt of an appeal of the Student Progress Committee's decision, the Dean of the
School of Medicine or designee, will review all pertinent material and meet with the
student. The Dean of the School of Medicine or his/her designee may also contact the
department chair, course/module director, the Student Progress Committee chairman
and/or members, the student's advisor, and/or other persons as deemed necessary. The
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Dean of the School of Medicine also has the prerogative to constitute an advisory group
to assist in this review.
4. No later than 15 working days after receipt of the appeal, the Dean of the School of
Medicine will render a decision either supporting or modifying the Student Progress
Committee's decision. This decision by the Dean of the School of Medicine is final.
5. If a student is granted an appeal and re-instated into the Doctor of Medicine Program,
the date of dismissal by the Student Progress Committee and date of re-instatement will
become part of the student’s academic record.
APPEAL OF A GRADE OR OTHER ACADEMIC ASSESSMENT
1. Students experiencing difficulties within the medical academic program or that feel they
are being unfairly treated must first address these issues with the faculty member
involved, or with the course/module or clerkship director. If the issue is not
satisfactorily resolved at the faculty level or with the course/module or clerkship director,
the student may appeal to the Vice Dean for Academic Affairs. The appeal must be
submitted in writing within seven days after the student is notified of the faculty,
course/module or clerkship director’s decision and must state in detail the reasons for
the appeal and the action the student requests. If no appeal is lodged within seven days,
the student’s grievance will be considered resolved.
2. Upon receipt of an appeal to the faculty or course/module or clerkship director’s
decision, the Vice Dean for Academic Affairs or designee will review all pertinent material
and meet with the student. The Vice Dean for Academic Affairs may also contact the
faculty member, course/module director, clerkship director, or other persons as
necessary. The Vice Dean for Academic Affairs may constitute an advisory group to assist
in this review. No later than 15 days after receipt of the appeal, the Vice Dean for
Academic Affairs will render a decision either supporting or modifying the course/module
director or clerkship director’s decision. This decision will be transmitted to
course/module or clerkship director, and subsequently to the student.
NON-ACADEMIC GRIEVANCE AND APPEALS PROCEDURE
1. Students with a non-academic grievance must first discuss the grievance with his or her
faculty advisor and/or departmental chairman.
2. If this does not lead to a resolution of the problem, the faculty advisor and/or the
departmental chairman will discuss the situation with the Associate Dean for Student
Affairs.
3. If the grievance is not resolved at this level, a standing committee of five members
acting as a Grievance Committee will, upon request of the student, address the problem.
This Grievance Committee will have three student representatives: one from the Student
Affairs Committee, one from the Student Progress Committee and one appointed by the
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Office of Medical Education, as well as two faculty members, the latter to be named by
the Faculty Senate.
4. Written recommendations from the Grievance Committee will be forwarded to the Dean
of the School of Medicine for his/her final resolution of any student grievance.
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