Sunday, July 20, 2008 :: 05:04

Office of Student Services

Policy and Procedure on Student Promotion and Awarding the MD Degree

 Promotion Policy [PDF]

The faculty of the School of Medicine is charged by the Regents of the University of New Mexico with recommending candidates for the Doctor of Medicine degree. The School of Medicine faculty, through the Education Council, sets policy for the undergraduate medical curriculum. The two Committees on Student Promotions and Evaluation (CSPE I and CSPE II), under the direction of the Dean of the School of Medicine and the Associate Dean for Undergraduate Medical Education, are responsible for the evaluation of student performance in the curriculum, while The Office of Student Services tracks and records individual student performance. This document provides students, faculty and staff with a coherent view of the process from matriculation to graduation.

It is the responsibility of the faculty of the School of Medicine to ensure that each student recommended to the Regents for the Doctor of Medicine degree has acquired the overall cognitive and non-cognitive professional skills, knowledge and attitudes necessary to be a competent physician. To meet the requirements for an MD degree, the student must have fulfilled the basic requirements for graduation and have received satisfactory narrative evaluations. Acceptable final grades, narrative evaluations, and ethical and professional behaviors are all considered academic requirements for the MD degree and will be considered in making promotion and graduation decisions.

The specific objective performance criteria listed below for promotion are absolute—they are not guidelines. Proposed exceptions to these policies must be recommended by the Committees on Student Promotions and Evaluation and the Education Council, and will be presented to the faculty for final approval.

Progress Toward the MD Degree

The majority of students will complete the three-phase curriculum in four years. Phase I is an 18-month period covering basic science foundations and organ systems blocks with integration of clinical skills and concepts. The 12-month Phase II is comprised of seven required clinical clerkships. Phase III is also 12 months and includes required courses as well as electives.

Under the approval and guidance of the CSPE committees, students may remediate by repeating a phase, year, unit, block or other required course. However, no phase, year, unit, block or other required courses may be repeated more than once. Students must pass both USMLE Step 1 and USMLE Step 2 in not more than three (3) attempts each. Students may not take more than six calendar years to complete the requirements for the MD degree. Years or phases repeated, leaves taken for reasons of inadequate academic performance or disciplinary action, or decelerations for remediation for USMLE Steps 1 or 2, are included in the six-year limit. Personal and medical leaves do not count against the six-year limit. Additionally, students pursuing approved additional degrees, such as a PhD or MPH, are not held to the six-year limit, but overall time requirements for such students will be made individually with the Assistant Dean for Biomedical Graduate studies and approved by CSPE. All leave must be approved through the appropriate Committee on Student Promotion and Evaluation. The CSPE will specify whether the leave will count against the six calendar years. As soon as it is evident that a student cannot complete the requirements for the MD degree within the six-year limit, the relevant CSPE must dismiss that student from medical school.

Grades

The University of New Mexico School of Medicine uses the following grades for describing a student’s performance in the required courses:

Grades Numerical Value
O=Outstanding 4
G=Good 3
S=Satisfactory 2
F=Fail 0
I=Incomplete 0
Cr=Credit -
NC=No Credit -
Z=Float -
W=Withdraw -
W/P=Withdraw Passing -
W/F=Withdraw Failing 0

The definitions of the grades are:

O Outstanding: This grade represents a level of achievement well above that expected of the usual student. Very high test scores, unusual initiative and motivation, and clearly demonstrated excellence in performance are examples of criteria which would be used in giving this grade.
G Good: This grade represents performance which is better than Satisfactory, but is not Outstanding.
S Satisfactory: This grade represents performance which meets expectations.
F Fail: This grade represents performance which is clearly below expectations for the standards usually met by medical students and is unacceptable.
I Incomplete: According to UNM regulations, "A grade of Incomplete is given only when extenuating academic or personal circumstances beyond the students’ control have prevented completing the work by the official ending dates of the course." (Faculty Handbook, Page F9.) To obtain a grade of Incomplete in cases of personal illness or crisis, before the end of a course, a student must arrange with the responsible faculty how the coursework will be completed. UNM policy mandates that all incompletes be completed within one year time or the "I" will automatically turn to an "F" on the official transcript. In all other cases, incomplete work will be graded as Fail, and will be considered as the first attempt toward completion of the course. Requires approval by the appropriate CSPE.
CR Credit: Student has earned completion of the coursework that is required for promotion or graduation. This grade has no numeric value and therefore not calculated in the student's grade point average (GPA).
NC No Credit: Student has not earned completion of the coursework that is required for promotion or graduation. This grade has no numeric value and therefore not calculated in the student's grade point average (GPA).
Z Float: Same as Withdrawal.
W Withdraw: For approved administrative withdrawals only after the semester. Examples of administrative withdrawals include: determination by the instructor that the student never attended the class, processing errors, catastrophic illness of the student or other reasons beyond the student's control.
WP Withdraw/Passing: All approved course withdrawals after the third week of an 8-week session, or 1.5 weeks of a 4-week session, are subject to a WP if passing the course at the time of withdrawal.
WF Withdraw/Failing: All approved course withdrawals after the third week of an 8-week session, or 1.5 weeks of a 4-week session, are subject to a WF if failing the course at the time of withdrawal. A WF grade will be calculated as a failing grade in the student's grade in the student's grade point average (GPA).

Requirements for Promotion to Phase II

To be eligible for consideration for promotion to Phase II, a student must fulfill ALL of the following academic promotion requirements:

  1. Achieve a grade of "S" or above in all Phase I-1 and I-2. curricular units.
    1. Students achieving a grade of an "F" in one or two Phase I-1 and/or Phase I-2 curricular components (as defined by Education Council) will be given one and only one opportunity to make up one/both exams or petition CSPE I to develop an alternative plan such as repeating the year. The student must take the make-up exam/s. If a satisfactory grade is not achieved in one/both, the student will be required to petition CSPE I to repeat Phase I-1 and/or the organ system blocks of Phase I-2. CSPE will review the student’s overall progress and circumstances and decide on repetition of the phase vs. dismissal.
    2. Students who achieve an "F" due to professionalism concerns may be dismissed from medical school without the opportunity for remediation.
    3. Students who achieve a grade of an "F" on more than two Phase I-1 or Phase I-2 curricular units will not be given an opportunity to make up the exams and will be dismissed from medical school.
  2. Achieve a grade of CR for those units/courses so defined.
  3. Submit the required scholarly research proposal by the deadline.
  4. Demonstrate ethical and professional standards of behavior expected of University of New Mexico students and health care providers. Examples of such standards can be found in the SOM Student Handbook, the medical students honor code and other UNM publications.
  5. Pass the USMLE Step 1 exam.  Procedures, including deadlines and consequences for missing deadlines, for scheduling and taking the USMLE are detailed in the Student Handbook and will be strictly enforced.  If, because of an unexpected delay in reporting of scores by NBME, a student starts a Phase II clerkship and then receives a failing score on USMLE Step 1 the student may finish the clerkship he/she is currently enrolled in but may not initiate any other clerkship until a passing score is documented.  Students who fail the Step 1 exam on their initial attempt will be allowed only two additional attempts to pass.  Time preparing for, taking the exam and awaiting results will count against the six-year rule.

Make-up Examinations in Phase I When Student Receives:

  1. "I"
    If the student does not take an examination because of approved extenuating circumstances, s/he will receive a grade of Incomplete. If the student receives an Incomplete grade, s/he will be allowed to take a make-up examination at a date and time that is mutually acceptable to both the student and block chair. The make-up examination should be scheduled during a time when no class is in progress (i.e., an unscheduled afternoon or on a weekend).
  2. "F" or "NC"
    Make-up examinations may be taken only in the academic phase in which the student received a grade of "F" or an "NC." All "F" and "NC" grades must be converted to a grade of "S" by means of a make-up examination prior to promotion to Phase II. Fail grades can only be made up to a satisfactory grade level.

    Students who receive a grade of "S" or "G" on the first attempt will not have the option of improving their grade. Both the "F" and/or "NC" grade and the final grade achieved by make-up examination will appear on the official transcript (e.g., F/S), but only the second (make-up) grade will be computed in the student’s GPA.

    Each academic unit/course must provide one and only one opportunity for a make-up examination to students receiving a grade of "F" or "NC." The format of the make-up examination is at the discretion of the responsible faculty; however, the make-up must be comparable to the original evaluation. Make-up examinations for Fail grades cannot be given while another block is in session. Winter or spring breaks or the summer vacation are appropriate times to schedule make-up examinations.

Remediation of a Component of the Curriculum in Phase I

Any student who, at the end of Phase I-1, was unsuccessful in improving his/her grade by the make-up examination and still records a grade of "F" or "I",  must petition CSPE I for permission to repeat Phase I-1. Similarly, any student who, at the end of Phase I-2, was unsuccessful in improving his/her grade by the make-up examination and still records a grade of an "F" or an "I" must petition CSPE I for permission to repeat the organ system blocks of Phase I-2. CSPE will review and approve or decline the request. If approved, the student’s grades from the prior attempt will appear on the student’s official transcript, but only the grades for the repeated Phase (I-1 or I-2) will be computed in the student’s GPA. In the case of a grade of an "F" tutorial, the block chair must make the recommendation to CSPE I for approval of a remediation program. In the case of a grade of an "NC" in PIE and Continuity Clinic, the head of the preceptor program must assist CSPE I in outlining an appropriate remediation for the curricular component failed. A grade of an "S" and/or "CR" must be achieved in all components of Phase I before promotion to Phase II.

Dismissal from Phase I

Students who have not met the above five promotion criteria and have exhausted their available make-up options, or students who will not be able to complete all remaining degree requirements within six years, must be dismissed from medical school by CSPE I. Students who have been dismissed by the CSPE I may appeal their dismissal to the Faculty Appeals committee as described in the University of New Mexico School of Medicine’s Due Process Policy and Procedure found in the SOM Student Handbook.

Requirements for Promotion to Phase III

To be eligible for consideration for promotion to Phase III, a student must fulfill ALL of the following promotion requirements:

  1. Achieve a grade of Satisfactory or above in all seven Phase II clerkships.A grade of Satisfactory or above must be achieved on the first attempt in six of seven clerkships. Students achieving a grade of Marginal or Unsatisfactory in a single Phase II clerkship will be given one and only one opportunity to improve the final clerkship grade. If a grade of Satisfactory is not achieved, the student will be required to petition CSPE II to repeat the year.
    1. Students achieving a grade of an "F" in one or more Phase II clerkships will be presented at CSPE II. CSPE II will review the student’s progress and individual circumstances. CSPE II will determine whether the student will repeat the clerkship/s or repeat the year or be dismissed. If CSPE II votes for repeat of the clerkship or repeat of the Phase, the student must improve the grade/s to an "S". Failure to do so will result in dismissal.
    2. Students who receive a grade of an "F" due to professionalism concerns may be dismissed from medical school without the opportunity for remediation.
    3. Students who repeat the phase have one and only one attempt to achieve a grade of an "S" or above on each of the seven clerkships. The second attempted grades are the grades of record on the student’s official transcript.
  2. Obtain approval of the scholarly research proposal by the Medical Student Research Committee.
  3. Receive a grade of "CR" for PIM, Continuity Clinic, and the three (3) Performance Assessment Exams.
  4. Demonstrate ethical and professional standards of behavior expected of University of New Mexico students and health care providers. Examples of such standards can be found in the SOM Student Handbook, the medical student honor code and other UNM publications.

Remediation of a Component of the Curriculum in Phase II

The clerkship director and CSPE II will determine the format of the make-up opportunity for students achieving a grade of less than Satisfactory on a Phase II clerkship. The format for the make-up is most often repetition of the clerkship. A grade of 'F" can be made up only to a "S." Students who receive a grade of "S" or "G" on the first attempt will not have the option of improving that grade. Both the Fail grade, and the grade from the make-up, will appear on the official transcript (e.g., F/S) but only the grade from the make-up will be computed in the student’s GPA. Any student who, at the end of Phase II, was unsuccessful in improving his/her grade by remediation and still records a grade of an "F" must petition CSPE II for permission to repeat the year. CSPE II will review and approve or deny the request. If approved, the student’s grades from the prior year will appear on the transcript, but only the student’s grades for the repeated year will be calculated in the student’s GPA.

Dismissal from Phase II

Students who have not met the above four promotion criteria and have exhausted their available make-up options, or students who will not be able to complete all remaining degree requirements within six years, must be dismissed from medical school by CSPE II. Students who have been dismissed by CSPE II may appeal their dismissal to the Faculty Appeals committee as described in the University of New Mexico School of Medicine's Due Process Policy and Procedure found in the SOM Student Handbook.

Requirements to Achieve the MD Degree

To be eligible for consideration by the faculty for award of the MD degree, a student must fulfill ALL of the following requirements:

  1. Receive a satisfactory grade or above in all Phase III rotations.
    1. Students achieving a grade of "F" in a single Phase III rotation will be given one and only one opportunity to improve the final rotation grade. If a grade of "S" is not achieved, the student will be required to petition CSPE II to repeat all required Phase III electives.
    2. Students who achieve a Fail grade due to professionalism concerns may be dismissed from medical school without the opportunity for remediation.
  2. Successfully complete the research requirement by the deadline.
  3. Record a passing score on both components of USMLE Step 2, Clinical Knowledge (CK) and USMLE Step 2 Clinical Skills (CS) before graduation. Students who fail the Step 2 exam on their initial attempts will be allowed only two additional attempts per component to pass. The time taken to prepare for the retake of USMLE Step 2 exam and awaiting results will count against the six-year limit.
  4. Demonstrate ethical and professional standards of behavior expected of University of New Mexico students and health care providers. Examples of such standards can be found in the SOM Student Handbook, the medical student honor code and other UNM publications.

MAKE-up Examinations in Phase III

Any first-attempt grade of an "F" in a Phase III rotation must be converted to a grade of an "S" before beginning another Phase III rotation. The rotation director and CSPE II will determine the format of the make-up opportunity. A Fail grade can only be made up to a satisfactory level. Students who receive an "S" or "G" on their first attempt will not have the option of improving their grade. All grades will appear on the official transcript. If an equivalent course has been approved for make-up purposes, the student may only receive up to a satisfactory grade for that course. Only the repeat grade will be calculated in the student’s GPA.

Dismissal from Phase III

Students who have not met the above four promotion criteria and have exhausted their available make-up options, or students who will not be able to complete all remaining degree requirements within six years, must be dismissed from medical school by CSPE II. Students who have been dismissed by CSPE II may appeal their dismissal to the Faculty Appeals Committee as described in the University of New Mexico School of Medicine’s Due Process Policy and procedure found in the SOM Student Handbook.

Approved by Education Council 5/2/2006

Approved by SOM Faculty 6/22/2006

Applies beginning with the Class of 2009