ACADEMIC POLICIES AND ACADEMIC PROGRESS



Handbook Home	Academic Policies and Academic Progress

The Grading System
Academic Guidelines for Promotion
Individual Course or Grade Policies
Appealing a Grade or Evaluation
Required Remedial Work for an Unsatisfactory Grade
Course Exemptions
Transfer with Advanced Standing
Withdrawing from a Course
General Deportment and Guidelines for Attire
Attendance
Examination Policies & Procedures
Missed Clinical Time
- Absence for Residency Interviews
Exam Policies

Professionalism
Professionalism Behavioral Objectives
Learning Disability and Special Testing Accommodations
Graduation Requirements
Leaves of Absence
Extended Curriculum
Special Testing Procedures
Policy Concerning Research and Extracurricular Activity
Independent Study
Licensure
Readmission
Student Promotions Committee
Student Clinical Evaluation Policy

The Grading System

Transcript grades are restricted to Honors (H), Highly Satisfactory (HS), Satisfactory (S) and Unsatisfactory (U). An interim, unofficial grade of Marginal Unsatisfactory (MU) indicates a course in which remedial work (repeat examination, other supplemental laboratory or clinical work) is required. If remedial work is successful, the grade is recorded as Satisfactory and may be no higher than Satisfactory. If remedial work is not successful, the transcript grade is recorded as Unsatisfactory, and the course (or a course equivalent determined by the department with the approval of the year-appropriate Student Promotions Committee) must be repeated. An Incomplete (I) grade is recorded in the formal academic record, only in instances where some exigency prevented a student from completing course requirements. When a student chooses not to complete or is unable to complete the incomplete course within that academic year or within a time frame defined by the department, the course director will submit a grade change from I to W (Withdrawn). A grade change of I to W will be made administratively if a grade of I is not converted to an S or other final grade within one academic year. If a course with the grade of Unsatisfactory is repeated and passed, the transcript records both the U and the S.

Departments determine grades by objective and subjective measures including examination performance, participation, and faculty assessment of the interpersonal and professional skills essential to the practice of medicine. Each department establishes guidelines for determining grades. Student preparedness to progress through the curriculum is determined by quality of coursework, appropriate deportment and professional behavior. All courses must be completed and passed for a student to continue to progress in the curriculum. Course grades and faculty comments are used for determining preparedness of the student to progress, for letters of recommendation and for the Dean's Letter of evaluation, a document prepared for applications for residency and later postgraduate positions.

Academic Guidelines for Promotion

From Year 1 to Year 2

IFM

Students must successfully complete ALL academic and clinical coursework in the first year of medical study in order to be promoted from Year 1 to Year 2.

The Preclinical Evaluations and Promotions Committee will review the entire record of any student with one or more grades of Marginal Unsatisfactory or Unsatisfactory in order to determine if that student is demonstrating a level of academic performance sufficient to remain enrolled in medical school, and to review individual departmental recommendations, especially when a student needs remediation in multiple courses.

In the absence of multiple failures, a grade of Marginal Unsatisfactory (MU) is customarily remediated by examination. A student who earns a grade of Unsatisfactory (U) in one course, may be permitted, by the Promotions Committee, to repeat the course in an AAMC approved medical school remediation course. For courses where no remediation course is found acceptable, a remediation examination may be given. Criteria for successfully completing a summer remediation course will be established by the appropriate department at the Drexel University College of Medicine. While this generally entails achieving a passing grade at the school giving the remediation course, additional criteria such as passing an NBME Shelf Exam may need to be met. A student earning a grade of Unsatisfactory (U) or Marginal Unsatisfactory (MU) for a repeated course or for other required remedial activity may be dismissed from the College of Medicine. Students who earn three or more grades of Unsatisfactory (U) and/or Marginal Unsatisfactory (MU) in an academic year may be dismissed from the College of Medicine.

Extended Curriculum: In some circumstances, students may be permitted to carry a course load that is reduced to allow the completion of one academic year over a period of two years. This Extended Curriculum may be requested by the student, or may be recommended by the Administration or the appropriate year Promotions Committee. Extended curriculum is intended to support students who are experiencing personal difficulties or temporary academic difficulty. Extended curriculum is granted by the Promotions Committee, and deadlines for request of Extended Curriculum will be posted. Students who are granted Extended Curriculum must receive grades of Satisfactory or better in all courses taken during Extended Curriculum. Failure of any course during a period of Extended Curriculum will be considered grounds for dismissal from medical school. While the student is on Extended Curriculum, the student will be responsible for all fees, but tuition will be assessed proportionate to the course work carried.

During Extended Curriculum, students are not permitted to hold leadership positions in student organizations, and are cautioned concerning employment or other outside activities.

Students who are required to repeat academic coursework in the following academic year will be responsible for tuition and fees proportionate to the coursework repeated.

PIL

Students must successfully complete ALL academic and clinical work in Blocks 1-4 in order to be promoted from Year 1 to Year 2.

Any student who earns a total of three (3) grades of Marginal Unsatisfactory, or 2 grades of Unsatisfactory (U) in Blocks 1 and 2 will NOT be permitted to progress to Block 4 regardless of their performance in Block 3. Any student who earns a single grade of Unsatisfactory (U) or 2 grades of Marginal Unsatisfactory (MU) in Blocks 1 and 2 will be permitted to begin Block 4. If that student earns a grade of Unsatisfactory (U) or Marginal Unsatisfactory (MU) in Block 3, the Promotions Committee may remove that student from Block 4 (Primary Care Practicum).

The Promotions Committee will review the entire record of a student who has earned one or more grades of Marginal Unsatisfactory or Unsatisfactory in order to determine if that student is demonstrating a level of academic performance sufficient to remain enrolled in medical school. Decisions concerning remediation of academic deficiencies will be made by the Preclinical Promotions Committee. In most instances, students will not be permitted to remediate more than one focus science component in which a grade of Unsatisfactory has been earned. Remediation may require a student to successfully complete an AAMC approved summer medical school remediation course or may require a student to successfully complete a remediation examination. This decision will be made by the Promotions Committee with input from the individual department of the College of Medicine.

From Year 2 to Year 3

IFM

Students must successfully complete ALL academic and clinical coursework in the second year of medical study in order to be promoted from Year 2 to Year 3.
Students must successfully complete Step 1 of the USMLE in order to be promoted from Year 2 to Year 3.

Extended Curriculum: In some circumstances, students may be permitted to carry a course load that is reduced to allow the completion of one academic year over a period of two years. This Extended Curriculum may be requested by the student, or may be recommended by the Administration or the appropriate year Promotions Committee. Extended curriculum is intended to support students who are experiencing personal difficulties or temporary academic difficulty. Extended curriculum is granted by the Promotions Committee, and deadlines for request of Extended Curriculum will be posted. Students who are granted Extended Curriculum must receive grades of Satisfactory or better in all courses taken during Extended Curriculum. Failure of any course during a period of Extended Curriculum will be considered grounds for dismissal from medical school. While the student is on Extended Curriculum, the student will be responsible for all fees, but tuition will be assessed proportionate to the course work carried.

During Extended Curriculum, students are not permitted to hold leadership positions in student organizations, and are cautioned concerning employment or other outside activities.

Any student who earns a grade of Unsatisfactory (U) in one course, may be permitted by the Preclinical Evaluations and Promotion Committee to repeat the course in an AAMC approved medical school remediation course. Students will be notified of the Promotions Committee decision by the Associate Dean for Student Affairs. Criteria for successful completion of a summer remediation course will be established by the appropriate department at the Drexel University College of Medicine. This generally entails achieving a passing grade at the school providing the remediation course. Additionally, a student who is permitted to take a summer remediation course must demonstrate mastery of course material by achieving a satisfactory score on the NBME subject examination taken following the completion of the remediation course, unless a NBME subject examination is included in the remediation course curriculum.

Step 1 of the USMLE

Students must successfully complete Step 1 of the USMLE in order to progress to the third year of medical studies.
Students are required to take Step 1 of the USMLE within 6 months of successful completion of the second year coursework.
Failure to take Step 1 within that period of time may result in dismissal from the College of Medicine.
Following the second failure of Step 1 of the USMLE, students are required to meet with the Medical Student Promotions Committee and present a plan for successful completion of this requirement.

PIL

Requirements for advancement from Year 2 to year 3 are as follows:

Students must demonstrate satisfactory performance in all academic and clinical work in Blocks 5 through 7.
Students must successfully complete Step 1 of the USMLE.

A student who earns a grade of Marginal Unsatisfactory (MU) or Unsatisfactory (U) in any focus science component will be required to remedy this deficit by a mechanism established by the faculty with a designated period following the completion of the Block in which the deficit was identified. The typical method of remediation for a Block deficit is by taking a remediation examination. Failure to successfully complete the remediation examination will result in the student being required to pass the NBME subject examination for the focus science area.

An interim grade of Incomplete will be noted on the transcript for the focus science component and the PIL office will record the number of Marginal Unsatisfactory and Unsatisfactory grades accumulated throughout the academic year.

Students who earn 2 grades of Marginal Unsatisfactory or one grade of Unsatisfactory and one grade of Marginal Unsatisfactory in the same focus science component will be required to demonstrate mastery of knowledge in that focus science component by achieving a satisfactory score on the NBME subject examination in that area. A passing score will be determined by the appropriate department in the College of Medicine.

Students who earn 2 or more grades of Unsatisfactory (U) in the same focus science component or 3 grades of Marginal Unsatisfactory (MU) in the same focus science component will be required to successfully complete an AAMC approved summer course in that focus science area. Students will be also required to demonstrate mastery of the focus science area by achieving a Satisfactory score on the NBME subject examination in that focus science area. Satisfactory scores will be determined by the department in which the focus science area is housed.

Failures in multiple focus science components may result in dismissal from the College of Medicine.

Block 5	Block 6	Block 7	Outcome
S	S	S	Progress
S	S	MU	Progress
S	S	U	Progress
S	MU	MU	NBME Exam
S	MU	U	NBME Exam
MU	MU	MU	Summer Course
S	U	U	Summer Course
MU	U	U	Summer Course
U	U	U	Summer Course

Step 1 of the USMLE

All students must successfully complete Step 1 of the USMLE in order to progress to the third year of medical studies.
Students are required to take Step 1 of the USMLE within 6 months of successful completion of the second year coursework. F
Failure to take Step 1 within that period of time may result in dismissal from the College of Medicine.
Students are limited to three (3) attempts at successful completion of Step 1 of the USMLE within a period of 18 months following the completion of Year 2 coursework.
Following the second failure of Step 1 of the USMLE, students are required to meet with the Medical Student Promotions Committee and present a plan for successful completion of this requirement.

From Year 3 to Year 4

All students must successfully complete all required clerkship rotations in order to be promoted from Year 2 to Year 3. Failure to successfully complete Step 1 of the USMLE within the limit of three attempts or within the time specified (18 months) will be considered grounds for dismissal from the College of Medicine.
General Guidelines for Clerkship Evaluations

Evaluations of Clerkship Performance are composed of assessment of Clinical Performance and Academic Accomplishment. Students must successfully complete each component and additionally complete patient logs and any other assignment that is required by the clerkship (e.g., Biopsychosocial Project in Family Medicine).

Each department will establish a required passing score on the NBME subject examination for a specific clerkship. Departments may also establish a minimum score that must be achieved in order for a student to earn a final grade of Highly Satisfactory or Honors in a specific clerkship. Students are referred to the clerkship webpage for guidelines specific to individual clerkships. Failure of the NBME subject examination will result in a grade of Marginal Unsatisfactory. The student is required to demonstrate mastery of subject material by achieving a passing score on the subject examination in order to replace the Marginal Unsatisfactory grade with a grade of Satisfactory. No grade higher than Satisfactory may be earned following the initial failure of the NBME subject examination. A second failure of the NBME subject examination will result in a final grade of Unsatisfactory being assigned. Students earning a grade of Unsatisfactory will be required to complete remediation prior to a third subject examination.

Students may take make up NBME subject examinations only during scheduled breaks in the academic year, such as Winter Break and following the completion of Block 8, prior to the beginning of Year 4.

All students must successfully complete ALL academic coursework in Year 3 prior to advancing to Year 4. Students may not begin Year 4 coursework until all remediation has been successfully completed.

Specific Guidelines

In some clerkships, (e.g., Surgery, Internal Medicine) students will be required to take an Oral Examination which must be successfully completed in order to pass the clerkship. Students are referred to the individual clerkship webpage for specific guidelines and instructions.

Additionally, the Department of Surgery requires that students successfully complete a Departmental Examination in order to earn a passing grade in the clerkship.

Students earning grades of Marginal Unsatisfactory and/or Unsatisfactory in multiple clerkships will have their entire academic record reviewed by the Clinical Promotions Committee. The Promotions Committee may consider repeated failure as grounds for dismissal from the College of Medicine. The Clinical Promotions Committee may also recommend academic sanctions such as repeating clerkships, repeating the entire academic year, or other sanctions deemed appropriate.

Year 4 to Graduation

Pathway Requirements
All students must complete the requirements of a Pathway in order to qualify for graduation from the College of Medicine. Students are referred to Pathway guidelines for specific details regarding individual Pathway requirements.

Step 2 CS and CK of the USMLE
All students must successfully complete BOTH Step 2 CK and Step 2 CS prior to graduation from the College of Medicine. Students must take Both Step 2 CK and Step 2 CS prior to January 1 of the year of graduation.
Failure to take either examination will result in student schedules being suspended and the student will not be permitted to take any clinical work until the examinations have been taken.
Failure to successfully complete either Step 2 CK or CS will result in a student being unable to graduate from the College of Medicine.

Training Requirements

During the fourth year, each student must complete the following in order to graduate:

Each student must select a pathway. Each senior Pathway provides a menu of recommended electives, some of which are strongly recommended. An overview of the fourth year, including a list of individual Pathways, Pathway required courses and the recommended elective rotations for individual Pathways can by found under the Pathway section of the Handbook.
(http://webcampus.drexelmed.edu/handbook/pathways/fourthyr.htm)
Each student must complete the required Medicine Subinternship at a Home site
Each student must complete the required Neurology Course at a Home site
Each student must complete the required Pathway-specific rotation as defined by each Pathway's particular requirement.
Each student must complete the required Intercession Block in Philadelphia
The maximum number of weeks of senior-credit rotations that a student may take is the number of total scheduled weeks in their senior academic year.
Students may not take the identical rotation for more than 4 weeks without the approval of the Special Electives Committee. (i.e., if all 12 characters of the course codes are the same it is the identical course)

Graduation Requirements

Each student must complete a minimum of thirty-six (36) weeks of senior-credit rotations and meet their Pathway guidelines in order to meet graduation requirements.

Each student must complete 24 weeks of elective rotations in addition to the three required courses listed above. Details of the elective requirements are below:
Electives are categorized as follows:

Direct Patient Care

Fourth Year students must take at least 16 weeks of Direct Patient Care rotations during their fourth Year of medical school. (Medicine sub-internship + Neurology + 8 weeks).

Patient Care Related (e.g., Radiology, Electrophysiology, Pathology)

Fourth Year students may take Patient Care Related courses as their schedule permits

Teaching, Non-patient care related (e.g., OMED, Mini-Med School, Anatomy, Neuroscience)

Fourth Year students may take no more than 4 weeks of Teaching or Non-Patient Care electives. For example, a student may take two weeks of Acad Elect in Med Ed and two weeks of Mini-Med, but may not take Acad Elect in Med Ed, Mini-Med and Anatomy combined (6 weeks).

Research (Basic Science or Clinical)

Fourth Year students may take 4-weeks of Research (all Research must be approved by Special Elective Subcommittee). A request for more than 4 weeks must be approved by the Special Elective Subcommittee. Exception: Research Pathway students and MD/PhD students will be permitted to perform Research consistent with Pathway requirements following approval by the Special Electives Committee. .

Step 2 CS and CK
All students must successfully complete BOTH Step 2 CK and Step 2 CS prior to graduation from the College of Medicine. Students must take Both Step 2 CK and Step 2 CS prior to January 1 of the year of graduation. Failure to take either examination will result in student schedules being suspended and the student will not be permitted to take any clinical work until the examinations have been taken.

Failure to successfully complete either Step 2 CK or CS will result in a student being unable to graduate from the College of Medicine.
Met the Exit Objectives of the College of Medicine as defined by the Educational Coordinating Committee.

Completed the curriculum within seven (7) years of enrollment. (Individual exceptions for dual degree students or special needs are considered. Leaves of absence (LOA’s) are included within the seven years. LOA’s do not “stop the clock.” Extended Curriculum does not “stop the clock”. Students in combined programs and students who are on extended curriculum must complete the MD program within seven (7) years of enrollment. Failure to make satisfactory progress may be viewed as grounds for dismissal from the College of Medicine.

Please note: Receipt of satisfactory grades in all courses does not assure promotion or graduation. Inappropriate behavior and attitudes, insensitivity, intolerance, other unprofessional attributes or consistently marginal performance may result in an assessment by the faculty that the overall performance of the student is insufficient to be granted the M.D. degree.

In order to receive a diploma, students must have…
- Met all financial obligations to Drexel University College of Medicine.
- Completed an exit interview with the Office of University Student Financial Affairs.

Drexel University and the College of Medicine may, at any time, change any provisions, curricular requirements, bylaws, rules, regulations and policies and procedures as may be necessary in the interest of the University, the College of Medicine and its students.

Students who have met all other degree requirements but who have not passed USMLE Step 2 in time for graduation will not graduate. They will be placed on Independent Study pending taking and passing the examination. Diplomas will bear the date that a passing examination score is reported to the school. Students who have not passed Step 2 of USMLE in time to graduate, but who have obtained residency positions have the responsibility of contacting their residency program directors and notifying them that they will not be graduating and will be unable to begin residency by July of what was to have been their graduating year.

Policies concerning repeated courses- Preclinical and Clinical

Multiple Failures during the Same or Subsequent Academic Year(s)

Failure of more than one course during the same academic year or in subsequent academic years may result in dismissal or in one of the following actions as determined by the year-appropriate Student Promotions Committee:

1.       Requirement to sit for re-examinations, and/or…
2.       Requirement to repeat all or part of that year.
3.       Requirement to complete the above and to participate in an extended curriculum program.

If any student who is required to repeat one or more courses for academic reasons fails any courses during the academic year of the repeat, such failure will be considered as cause for dismissal. Marginal Unsatisfactory evaluations in more than one course during the period of repeat may also be considered as grounds for dismissal.

No student is permitted more than three (3) academic years to complete the preclinical curriculum and, no more than three (3) academic years to complete the clinical curriculum. Both of these requirements must be met within the seven-year limitation if the student has been on a leave of absence, undertaking independent study or is pursuing a second graduate degree (e.g., M.D./Ph.D. program). The year-appropriate Student Promotions Committees may permit variations in this schedule in response to individual student request or to accommodate special needs.

The student's cumulative record and professional conduct will be an integral part of any discussion on that student.

Individual Course or Clinical Rotation Grade Policies

Appealing a Grade or Evaluation

Any student feeling that a course grade is in error may appeal the final grade in a course. All appeals must be made IN WRITING to the Course Director within 10 days of the posting of grades. Any appeal received after the 10 day deadline, will not be considered. Course grades are the jurisdiction of the department. When appropriate, the course director, on behalf of the department, may submit a revised evaluation or addendum to the Office of the Registrar. A revised evaluation or addendum will supersede and replace the original evaluation.

Please Note:
During 3 rd Year clerkships, students must demonstrate academic excellence (as indicated by a designated score on the NBME subject examination for the specific clerkship) in addition to clinical excellence in order to achieve a grade of Honors. Each clerkship designates a minimum score on the end of clerkship shelf exam that a student must achieve in order to earn a grade of Honors in clerkship. If a student does not achieve the required exam score, the highest grade that can be awarded is a Highly Satisfactory. This is not negotiable and “cut off” exam scores cannot be appealed.

Required Remedial Work for an Unsatisfactory Grade

Based on a student’s overall academic performance, the year-appropriate Student Promotions Committee determines whether or not a student may remediate a grade of Unsatisfactory. Students must successfully complete remedial work in any courses in which they have received a grade of Marginal Unsatisfactory or Unsatisfactory in order to progress in the curriculum. Permission to repeat a course or do remedial work and the time and manner of accomplishing that remediation are determined by the year-appropriate Student Promotions Committee. When a student receives a grade of Unsatisfactory or Marginal Unsatisfactory, the year-appropriate Student Promotions Committee will review the student’s overall academic performance, and continue to monitor that student’s progress. An Unsatisfactory grade is permanently entered into the official transcript of the student. (See Grading System, above.) When the student passes a repeat course or otherwise is permitted by the year-appropriate Student Promotions Committee to satisfy course requirements, grades of both Unsatisfactory and Satisfactory are recorded in the official transcript.

Course Exemptions

A student may be exempted from medical school courses previously taken and passed with a level of performance acceptable to the faculty, if the course was taken within two years of the time the student is scheduled to take that course in medical school. The student must have the approval of the department offering the course. Approved course exemptions are noted on the official transcript as “Exemption.” Exemption from a course transfers neither credit nor a grade. Students seeking course exemption must notify the course director not later than the end of the second week of the course. Until a decision is made, students should assume they will not be exempted and should continue to meet all course expectations.

Transfer with Advanced Standing

Withdrawing from a Course

Students withdrawing from a course will have the grade W recorded on the transcript. Under most circumstances, a student who has withdrawn from a course will, if permitted, repeat that course during the following year, and will not be able to satisfy that course requirement by substituting a summer course.

General Deportment and Guidelines for Attire

Attire

The policy established and approved for students at Drexel University College of Medicine is as follows:

“While in this institution and specifically in patient care areas or health care delivery settings, a student should be dressed professionally in appropriate attire. “Appropriate attire” is determined by societal convention and society’s expectation of the medical profession. A student who is engaged in patient contact must keep in mind that members of the professional community are obligated to maintain an acceptable professional standard. Good grooming and personal hygiene are essential for professionals in a health care setting.

Students are to adhere to the dress/appearance standards of their assigned clinical sites. Appearances that may potentially offend or distract patients should be avoided. Examples of these appearances include but are not limited to:

· Easily visible body piercing (e.g., nose, lip, eyebrow, tongue)

· Unusual hair coloring or style

· Casual clothing (e.g., jeans, shoes that are not intact, revealing or ill-fitting clothing.)

· Unwashed or unkempt appearance

· Word slogans on clothing or accessories other than professional identification (e.g., cause/position buttons)”

Deportment

As with clothing, it is easier to say what not to do. It is inappropriate to be rude or disrespectful to anyone, or curt with any staff or patients. Everyone is different. Be sensitive to differences. Avoid being condescending to anyone. Except for children, it is generally improper to call patients or their parents by their first names. It is proper to confer respect by use of surname, not first name. Patients notice if doctors care enough to know their names.

A manner of respect for all individuals, recognizing the rights of patients is fundamental to a physician's professional conduct. Arrogance, superiority, rudeness and disdain for the idiosyncrasies that often appear with illness are manifestations of unprofessional and unacceptable behavior. It is a professional obligation to respect the privacy of patients and the confidentiality of their records. Discussion of patients' problems in a public setting (for example, the elevator, the shuttle or the cafeteria) constitutes a serious breach of patient rights.

Attendance

Missed Time in Preclinical Years

Attendance requirements for pre-clinical courses, laboratories and small group sessions are determined by and may differ in each department and in each curriculum track (PIL and IFM). Departments may factor in student attendance in assigning final grades. Students should attend all classes and laboratories except in the case of illness or personal or family emergency.

Missed examinations during Preclinical Years- Students are expected to take all examinations during assigned times. Any student missing an examination must have an excuse approved by the Associate Dean for Student Affairs. A single make up date for examinations will be announced, and students who are unable to take the make up examination at the assigned date will be required to complete the make up examinations during winter break, spring break, and within one week following the completion of classes in the Spring.

Missed Clinical Time

Time away from third year clinical clerkship assignments is not allowed except in the event of illness or emergency. Any absence from clinical clerkships must be documented and approval must be obtained.

If a student must miss a part of a clinical rotation due to illness or other emergency, he or she must inform the clerkship/course director and any other appropriate individuals responsible for his/her education on that clinical rotation. If the absence is due to illness, the department may request written documentation from a physician. The department determines how and when missed clinical time will be made up. If the missed time cannot be made up during the remainder of the rotation, the department may elect to submit a grade of Incomplete until such a time as the student satisfactorily makes up the missed clinical experience. Students may not pursue make-up clinical activities for one course while engaged in another without the clear and written agreement of both course directors.

Absences for Residency Interviews

Time away from fourth-year clinical clerkship assignments for the purpose of interviewing for residencies is permitted under the following conditions:

A maximum of two days absence in any four week rotation is permitted for residency interviewing. The student is responsible for obtaining faculty approval for such absences before they occur using the Interview Time Off Request Form. Time off for interviews is permitted between November 1 and February 15 for students participating in NRMP match residencies and between November 1 and January 1 for students participating in Early Match residencies.

A course director has the prerogative to assign make up work for any absence from a clinical rotation. Absences without prior notification of the faculty will be considered as unexcused absences, and potentially subject to action of the year-appropriate Student Promotions Committee.

Examination Policies and Procedures

Missed Examinations- Preclinical Years
Students are responsible for knowing the examination schedule and for noting any published changes in an examination schedule. If a student misses an examination without the Associate Dean for Student Affairs or his/her designee validating the reason, the course director may assign a grade of zero (0) for that examination. Students in all years of study, who must miss a scheduled examination must have their reasons validated by the Associate Dean for Student Affairs, or by that individual's designee.

ONE make up date will be assigned for each scheduled examination. Students who are excused from the initial examination will be required to take the make up examination at that time. In the event that a student is unable to take the make up examination at the scheduled make up date, the examination will be offered during the final week of Winter Break, during Spring Break, or during the first week of the Summer Break, which ever is closest to the original date of the examination. This will be the final offering of the examination, and students who do not take missing examinations at this date will receive a zero (0) for the examination.

As many examinations are cumulative in nature, the student is held responsible for all material tested during examinations, whether the student has taken the initial examination or whether the student will be taking the make up examination at a later date.

Missed Examinations- Clinical Years
All students in the third year are expected to take their final examinations at an assigned site (Pittsburgh or Philadelphia). Exceptions will be granted on rare occasions and only when approved by the Clerkship Director in Philadelphia and only if the request is made by the 2nd week of the clerkship in a 6-week clerkship or by the 7th week of a 12 week clerkship. If the exception is granted, the student must notify Cynthia Rabuck within the time frame noted above. (215-991-8763 or CRabuck@drexelmed.edu)

Valid reasons for missing an examination include:

· Emergencies: personal or family.

· Unplanned emergency travel (usually related to the above).

· Personal illness (requires a physician's note).

· Special categories (includes, for example, childbirth or complications of pregnancy).

· Major family events over which the student has no scheduling control.

Unacceptable reasons to miss a scheduled examination:

· Not feeling prepared for the examination.

· Test anxiety.

· Non-emergency travel reservations at a time conflicting with a scheduled exam or exams, regardless of when they were made.

· Business or other appointment at a time that would conflict with an examination.

The Associate Dean for Student Affairs or his/her designee evaluates each student's request on its individual merit.
Students in the first two years with approved absences from examinations are responsible to arrange the timing of
make-up examinations with the individual course directors. IFM policy is that exams may not be taken early.

Examination Guidelines
YEAR 1 AND 2 EXAM RULES

When you start the examination:

Students are expected to be in place at their test site approximately 10 minutes prior to the start of each examination. Students must have a clear desktop and may NOT have study materials open at this time.
No additional time will be given to latecomers. If you arrive more than 30 minutes late for an examination, you must report to the Dean of Student Affairs.
The only questions you may ask during an exam pertain to the physical condition of the exam, such as a missing pate, incorrect question numbering, or illegible copy.
Issues of content (including possible typographical errors) can be addressed during the examination review session.
All Year 1 module exams are timed by multiplying the number of multiple-choice questions by 1.4 minutes and rounding up to the nearest 5 minute interval (e.g., a 92 minute test would be given 95 minutes).
All Year 2 module exams are timed by multiplying the number of multiple-choice questions by 1.3 minutes and rounding up to the nearest 5 minute interval.
Laptop computers, PDA's and other graphing calculators and other programmable computer-like devices are not allowed. You will be given a calculator to use during certain exams. You must return it after the exam. Cell phones must be turned off during examinations. Headphones and CD players are not allowed in the examination room.
Year 1- Upon completing your examination, follow the instructions regarding returning or keeping the exam booklet.
Year 2- The last page of your exam booklet is a blank answer key, which you should use to record your answers. This portion of the exam booklet you may keep, and you should detach it from the booklet.

When you finish the exam:

When time is called, ALL PENCILS MUST BE PUT DOWN IMMEDIATELY. Failure to do so is a violation of the HONOR CODE. In addition, if you do not comply with this regulation, you will be reported to the Dean of Student Affairs. You must write your name and ID number on all sheets and finish filling out your answer key BEFORE time is called.
Upon finishing, you must turn in your answer sheet and exam booklet, unless instructed to keep the exam booklet (Some exams in Year 1 permit the student to keep the exam booklet- Instructions will be noted on the exam booklet). There are no "KEEP" booklets in Year 2. You should tear the answer key from the exam booklet if you have not already done so. Not returning an exam booklet is considered an HONOR CODE VIOLATION, and non-complying students will be reported to the Dean of Student Affairs.
You must leave the auditorium and may not remain in the atrium to talk. Atrium noise is disruptive to students still taking the examination.
Students completing their examinations within 10 minutes of the official end time for the exam will be required to remain in the examination room until all exams have been completed and collected.

What If:

You cannot take the exam at the scheduled time?
You must first contact the Dean of Student Affairs for permission to take the exam at a later date. No students will be allowed to take a make-up exam without the Dean's permission. IFM policy is that examinations may not be taken early, although exceptions may be made by the Dean of Student Affairs. All make-up exams will be administered on a predetermined date and time by the IFM office (contact Mrs. Books x8140 for Year 1 and Ms. Marcus x 8142 for Year 2). If a student cannot take the exam on the predetermined date, then the make-up exam MUST be taken during the next student break (Winter Break, Spring Break, Summer Break)
The score you receive does not seem correct?
The optical mark scanner to score exams is remarkably accurate. However, if after reviewing your answers during the exam review, or after answers are posted for Year 1, you feel strongly that your score is incorrect, please record the date of the exam, the subjects tested, and keep your answer key. There will be a "Scantron Reconciliation Day" scheduled at year's end. At that time you may make an appointment to review the exam booklet(s) and scantron(s) in question to determine whether a scoring error was made. Information will be forwarded to the class concerning the process and scheduled dates.

Professionalism

Behavioral Objectives for Drexel University College of Medicine Students

Students are expected to:

Reliability and Responsibility

act at all times in an ethical, responsible, and dependable manner.
admit errors and accept responsibility for one’s own actions.
conduct oneself in accordance with the Drexel University College of Medicine Honor Code.
maintain a strictly honest approach to all activities so as to be deemed worthy of trust.
treat patients, fellow students, faculty, administrators, and staff with respect, empathy, compassion, and sensitivity.
complete assigned tasks in a timely and responsible manner. Arrive on time for scheduled activities.
maintain composure during difficult interactions.
report inappropriate behavior (cheating, falsifying patient records etc…)
respond promptly when contacted whether by personal or electronic means

Self-Awareness

demonstrate an ability to identify areas of deficiency in one’s own performance; attend to one’s own well-being.
accept constructive criticism and modify behavior based on feedback.
project a professional image in interpersonal relationships, manner, dress and communication (including electronic) that is consistent with that expected of a member of the medical profession.
demonstrate self-motivation and accountability for one’s own learning.
request help from appropriate support structures when needed.

Team-building and communication

facilitate communication among team members; appreciate the value of other members of the health care team in providing patient-centered care.
provide supportive and constructive feedback. Provide mentoring and advice to peers when appropriate.
listen to others respectfully and attentively and resolve conflicts in a collegial manner.
discuss colleagues in a respectful manner. Credit others for their contributions to shared work.
attend class and meetings for their full duration and prepare appropriately for these activities.
demonstrate accountability when unable to fulfill responsibilities.

Patient-Centered Care

meet all clinical responsibilities
display compassion and respect for all patients and team members even under difficult circumstances.
discuss/refer to patients in a respectful, non-judgmental manner
maintain confidentiality of patient information.
acknowledge limits of knowledge within the clinical setting.
take on extra work when appropriate for the benefit of the patient.
demonstrate respect, integrity, compassion and responsibility toward patients
ensure that coverage is provided for patients when unable to fulfill responsibilities.

Professionalism Grade

Students who demonstrate the ability to meet the Behavioral Objectives will receive a Satisfactory for their Professionalism Grade. In years 1 and 2, any student receiving two Professionalism Evaluation (PE) forms within one academic year, which cite inappropriate behavior, will receive a Professionalism grade of Marginally Unsatisfactory. Receipt of three or more PE forms will result in a grade of Unsatisfactory. In each case, the student will be discussed at the Promotions Committee. The Promotions Committee has the option to recommend that the student delay progression to the next academic level and retake certain courses or experiences, or to participate in an appropriate remediation exercise dependent upon the nature of the offense(s). Remediations may include completion of an educational reflection paper on some aspect of professionalism or the development of educational materials for classroom or small group use. Students may be required to participate in remedial educational activities such as working with the county or state medical society’s office of professionalism or with the AMA Office of Professionalism for a defined period of time. The Promotions Committee has the authority to determine that the severity of a single offense or a pattern of behavior is cause for dismissal from the College of Medicine

The process of medical education includes instruction in the knowledge, skills, and attitudes necessary to perform as competent physicians. While factual information and clinical skills are evaluated by examinations, and observations in the clinical setting, evaluation of behaviors, attitudes and professional development are less systematic and generally based on observed encounters, compliance with assignments, timeliness, and other less structured methods of evaluation.

The professional development of medical students is an essential component of a complete medical school experience. Students and faculty have a responsibility to acknowledge incidents of exceptional professionalism as well as lapses in professionalism. It is important to recognize that in acknowledging such incidents that the actions and not the individual are being observed and noted.

During the first two years of medical school, students participate in many group learning activities and laboratory activities which require work to be conducted as a group. Students are expected to attend and actively participate in all group and laboratory activities. Students will be requested to evaluate members of each group to identify participation, contribution to the learning of the group and acceptance of responsibility within the group. These evaluations will be reviewed by course directors and the Associate Dean for Student Affairs, and students who receive evaluations indicating the need for education and reinforcement, will be provided with assistance and opportunities for remediation. At the end of the academic year, students will receive an evaluation of Professionalism which will appear on the permanent transcript.

During years three and four, students receive evaluations of professional behavior and performance as part of each clerkship evaluation. These evaluations will be reflected in the Medical School Performance Evaluation (“Dean’s Letter”). Students demonstrating a lack of professional behavior will be provided with opportunities for additional education or remediation.

Unprofessional Behavior Citations-

1. If a Citation for Unprofessional Behavior is received by the Associate Dean for Student Affairs, the student named is contacted and asked to provide information concerning the event. The student will be provided with counseling, referral as needed, and education to prevent subsequent episodes of unprofessional behavior. In the event of an egregious breach of professionalism, the incident may be brought to the Promotions Committee for consideration of sanction or dismissal from medical school.

2. If a student receives a second Citation for Unprofessional Behavior, the Promotions Committee will consider the citations for unprofessional behavior and will decide on an appropriate response to the events identified. The response of the Promotions Committee may include: educational activities, formal sanctions or dismissal from medical school. The receipt of a second citation for unprofessional behavior may be reflected in the Medical Student Performance Evaluation (Dean’s Letter).

Commendation for Exceptional Professionalism-

1. Forms allowing faculty, staff or fellow students to identify and recognize a student for exceptional professionalism are available for download. Students who receive a commendation for exceptional professionalism are informed by the Associate Dean for Student Affairs. Exemplary professionalism is identified in the Medical Student Performance Evaluation (Dean’s Letter)

A Professionalism Evaluation Form has been developed in order to allow faculty, students, and other colleagues to note incidents of exceptional professional conduct as well as lapses in professional conduct. The form is available for download. Professionalism Evaluation Form (.pdf)

When completed, these forms should be forwarded to the Associate Dean for Student Affairs. When a form is received, the student will be notified and if necessary provided with counseling and support. Completed forms will remain a part of the students’ dean’s file and if necessary, may be incorporated into the Dean’s Letter or considered by the Student Promotion Committee for action. Similarly, forms noting exceptional professionalism will be incorporated into the Dean’s Letter.

Learning Disability and Special Testing Accommodations

Students requesting accommodation for physical disability, learning disability or testing accommodations, must submit documentation to the Office of Disability Services of Drexel University. The documentation will be reviewed and notification of the accommodations will be provided to the student. The student has the responsibility of informing the Office of Student Affairs which will coordinate accommodations for testing and clinical rotations. The Office of Disability Services is located at 3201 Arch Street, Philadelphia, 215-895-6825. Students may also discuss potential learning concerns with Janet Moore, PsyD, Director of Academic Assessment and Enrichment. Dr. Moore will assist in coordination of Educational Testing through the University Counseling Center located at the Center City Campus. Students may obtain a complete educational and psychometric battery of tests to identify learning difficulties and disabilities through the University Counseling Center.

LEAVES OF ABSENCE

Requests for a leave of absence are made to the Associate Dean for Student Affairs. Requests may be addressed to the year-appropriate Student Promotions Committee at that individual’s discretion. Leaves of absence may be initiated for one of several reasons.

Academic - This leave of absence is usually initiated by the year-appropriate Student Promotions Committee and is intended for students who are experiencing academic difficulty. Students use the leave of absence to undertake activities which may help to remedy their academic difficulty. The year-appropriate Student Promotions Committee recommends the remedial activities.

Medical - This leave of absence is usually initiated by the student and is intended for those students who have a medical or psychosocial problem that needs to be addressed and remedied during time away from school. Students who are granted a medical leave of absence are required to present appropriate medical documentation prior to resuming course work.

Personal - This leave of absence is initiated by the student, and may be granted for a student to meet family or other obligations or for other reasons agreed to by the Associate Dean for Student Affairs.

Administrative - This leave of absence is initiated by the College of Medicine or University administration and is intended for those students who are granted a leave of absence for an administrative reason(s). Examples of reasons for Administrative Leave of Absence include but are not limited to delinquent tuition, incomplete registration, or failure to comply with immunization or other health policy requirements. The student remains on a leave of absence until the administrative issue(s) is resolved. Under extraordinary circumstances, a student may be placed on Administrative Leave of Absence for disciplinary cause and/or to assure the safety and well being of patients.

If a student requests a leave of absence, he/she must submit a written request including the reasons for, the starting date of the leave of absence and probable time of re-entry.

The Associate Dean for Student Affairs presents the names of students returning from leaves of absence to the year-appropriate Student Promotions Committee. If that committee mandated certain requirements be met for re-entry, documentation that a student has met those requirements must be submitted. If the committee mandated the leave, it must give approval for the student’s return.

If the leave was imposed for academic reasons, the student should submit written reports of grades from courses taken, employer's recommendations and any other documentation requested by the year-appropriate Student Promotions Committee. The student may be required to appear personally before the year-appropriate Student Promotions Committee before returning from an academic leave of absence. The student will be notified if he/she is required to appear personally.

If an LOA was mandated for administrative reasons, the student must submit applicable written documentation to the Associate Dean of Student Affairs or designee, documenting that the reasons(s) for the mandated administrative LOA is/are resolved. The student may be asked to meet with one or more of the associate deans before returning from an administrative leave of absence. The student will be notified if he/she must do so. If the leave was imposed for disciplinary reasons or out of concern for patient safety, the Administration and the year-appropriate Student Promotions Committee must be assured that the reasons for these concerns no longer exist.

Tuition, Financial Aid, Academic Standing during Leave of Absence, Independent Study, non-standard progress. Tuition, Financial Aid, and loan repayment may be affected by leave of absence or Independent Study. It is important that students understand the implications of these options.

Academic Status	Tuition	Student Fees	Administrative Fees	Financial Aid	Health Insurance
Repeat Course/Clerkship	prorate	yes	yes	qualify	qualify
Leave of Absence
- Medical	no	no	no	do not qualify	qualify
- Personal	no	no	no	do not qualify	do not qualify
- Administrative	no	no	no	do not qualify	do not qualify
Independent Study
- Step 1 preparation	no	yes	yes	qualify	qualify
- Research/Project	no	yes	no	qualify	qualify
Extended Curriculum	1/2	yes	no	qualify	qualify

Special Testing Procedures

Policy Concerning Research and Extracurricular Activities

Students in good academic standing are encouraged to participate in research projects and extracurricular and community activities. It is important, however, for students to plan their involvement in research or other extracurricular activities so that they will not jeopardize their academic performance.

Independent Study

Students may request a period of independent study to pursue research, graduate degree studies or to prepare intensively for USMLE examinations. Students wishing to request independent study time should speak with the Associate Dean for Student Affairs and prepare a letter to that Associate Dean that defines the period of independent study and provides both the starting date and the anticipated date for resumption of medical studies.

Licensure

Medical licensure requirements are defined by each state. Licensure boards define levels of medical practice and outline penalties. In July 1993, the USMLE Steps 1, 2 and 3 became the only acceptable licensure examinations in the Commonwealth of Pennsylvania.

Readmission

If a student who has withdrawn or been dropped from the rolls of the College of Medicine wishes to apply for readmission, his/her request must be reviewed by the Student Promotions Committee responsible for jurisdiction over the portion of the curriculum from which the student withdrew or was dropped. The student must provide documentation requested by the year-appropriate Student Promotions Committee. In order to be considered and to receive credit for courses already taken, the student must be readmitted within two years of withdrawal or having been dropped from the rolls. If more time than two years has passed, students must reapply through the standard admissions committee.

STUDENT PROMOTIONS COMMITTEES

There is a Preclinical Student Promotions Committee for students in the first two years of the curriculum of Drexel University College of Medicine and a Clinical Student Promotions Committee for students in the final two years of the curriculum. The Student Promotions Committees are standing committees of the Faculty. They make decisions about student progress and advise the Dean on matters related to student academic and professional progress. The Student Promotions Committees meet regularly throughout the academic year. These committees are composed of experienced faculty representing the preclinical and clinical departments.

The Student Promotions Committees act on problems referred by faculty members, departments or College of Medicine or University administrators. The committees address both academic deficiencies and breaches of professional and ethical behavior. The committees formulate policy, review student academic progress and make decisions regarding the manner by which a student will repeat all or part of a course, if that is recommended by a department. The committees make decisions that may modify a student's overall progress through the medical school curriculum, up to and including dropping a student from the rolls of the school.

The Associate Dean for Student Affairs informs students, in writing, about decisions of the Student Promotions Committees. Repeat course work, re-examination or supplementary remedial work may not be undertaken without the formal approval of the Committee. The outcome of recommended and approved remedial work (Satisfactory/Unsatisfactory) is reported to the Office of Student Affairs and to the Department. The Associate Dean for Student Affairs or the course director reports the outcome to the year-appropriate Student Promotions Committee. The final grade is reported to the Registrar, when it is deemed that no further remedial work is needed.

Disciplinary issues: Steps

1. The year-appropriate Student Promotions Committee reviews available information.

2. The Associate Dean for Student Affairs notifies the student that a disciplinary issue has been brought to the committee.

3. The student is entitled to meet with the year-appropriate Student Promotions Committee within ten (10) days of that notification.

4. The year-appropriate Student Promotions Committee makes a decision regarding disciplinary sanctions, which it reports to the Dean.

5. The student may appeal the decision of the Student Promotions Committee to the Dean of the College of Medicine. Any appeal must be submitted in writing within 10 days of
notification by the Promotions Committee

6. The decision of the Dean of the College of Medicine is final.

Concerning Step 1

Scheduling Step 1
Although the vast majority of students will sit for Step 1 prior to the beginning of scheduled clerkships, some students may choose to defer their first clinical block in order to have additional time for preparation. Deferrals for additional study time should be approved by the Associate Dean for Student Affairs. Students who do not sit for Step 1 prior to the beginning of Block 3 will have their Year 3 schedule nullified. Students must meet with the Associate Dean for Student Affairs who will assist the student in preparation of a clinical rotation schedule.

All students must sit for Step 1 within 6 months of successful completion of the Year 2 curriculum. Failure to sit for Step 1 will be considered as grounds for dismissal from the College of Medicine.

All students must successfully complete Step 1 within 18 months of successful completion of the Year 2 curriculum. Failure to successfully complete Step 1 within the allowed time will be considered as grounds for dismissal from the College of Medicine.

Any request for additional time to take Step 1 must be submitted in writing for consideration by the Promotions Committee.

Limitation of Number of attempts at Step 1
Students may have three attempts to pass Step 1 of USMLE. Students failing to pass in three attempts will be dropped from the rolls of the College of Medicine. Students have the right to appeal to the Clinical Student Promotions Committee for an additional opportunity to pass Step 1.

Upon learning of a USMLE Step 1 failure
1. Students on 12 week clinical rotations
Student will be allowed to complete the 4 week Sub-Block component of the clinical rotation in which they are enrolled (Medicine or Surgery).

2. Students on 6 week clinical rotations
Student will be allowed to complete the 6 week clinical clerkship.

No student will be allowed to continue clinical rotations until he/she has sat for re-examination of Step 1
Students who have failed Step 1 a second time are sent a letter outlining the following: Students should meet with an academic support person to discuss a strategy for success and strategies for identifying and addressing factors leading to poor examinati