Rules Governing Review Of Student Performance
Rules Governing Review of Student PerformanceTable of ContentsPreface.2CAPES – Committee on Academic & Professional Evaluation of Students.2Grades .3Academic Support and Accommodations.4Indications for Review of Academic Performance .5First-Year Students – Indications for Review of Academic Performance .4Second-Year Students – Indications for Review of Academic Performance .4Indications for Review of Academic Performance for Third and Subsequent Years .4Procedures Concerning Review of Academic Performance .8Indications for Review of Professional Integrity.8Procedures Concerning Review of Professional Integrity .8Appeals Process .10Glossary .10Appendices .11Index .121
sensitivity and compassion for individual needs, and compliancewith applicable laws, policies and regulations.MD: CAPES Assessing AcademicAchievement &ProfessionalismSerious or repeated academic failures or breaches of theseprinciples in professionalism will be referred to the Committee onthe Academic and Professional Evaluation of Students (CAPES)for review. Throughout the enrollment of a student, it is withinthe jurisdiction of the CAPES to terminate the enrollment of astudent who has demonstrated serious academic failure or abreach of professionalism. The deliberations of the CAPES aregenerally positive in approach and are committed to the ultimateaim of assisting students to successfully complete the courses ofstudy required by the school. The principle that careful selectionof students will minimize attrition from the school is stronglyendorsed by the CAPES.The policies and procedures listed below are adopted by thefaculty and administration of the School of Medicine concerningreview of student academic performance and professionalintegrity.Overall academic and professional evaluation of students at theWashington University School of Medicine (WUSM) will be madeby the Committee on the Academic and Professional Evaluationof Students (CAPES). The Committee on the Academicand Professional Evaluation of Students operates under theRules Governing Review of Student Performance. Please visitthe CAPES section below for more information.The text contained herein outlines rules governing the review ofstudent performance. For further information, refer to the GuidingPrinciples of Professionalism inciples) in the Policies section of the Bulletin.Responsibility of the CommitteeThe ultimate responsibility of the Committee on the Academicand Professional Evaluation of Students (CAPES) is to assesswhether each student meets the academic and ethical standardsnecessary to enter the profession of medicine. To accomplishthis mission, CAPES undertakes the following tasks:Rules Governing Review ofStudent PerformancePreface Student Advancement: The CAPES annually recommendspromotion of students who have successfully completed allrequirements of the current academic year to the studies ofthe subsequent year.This document describes procedures adopted by the facultyand administration of the School of Medicine concerning reviewof student academic performance and professional integrity.Students are encouraged to read this information for a thoroughunderstanding of the contents. Any questions arising from theprocedures laid out herein should be directed to the Office ofStudent Affairs or the Office of the Registrar. Degree Recommendations: The CAPES recommends tothe Executive Faculty those students who have successfullycompleted all prescribed requirements of the school and arequalified to receive the Doctor of Medicine degree.Major revisions to this document will be approved by theAcademic Affairs Committee. Academic Remediation Reviews: When a student is in needof academic support services, the CAPES will recommendstudent status and remediation measures, which mayinclude entry of a student into an Individualized StudyProgram.Questions about this document may be directed to:Lisa Moscoso, MD, PhDAssociate Dean for Student Affairs Disciplinary Action: The CAPES will review cases requiringdisciplinary action due to unprofessional behavior or abreach of integrity.Michael Donlan, PhDAssistant Dean for Academic Affairs, RegistrarUpdated 1/25/2018Students for Whom the Rules ApplyCAPES - Committee on the Academicand Professional Evaluation of Students All students engaged in preclinical and clinical educationrequirements for the MD degree Students in all years of the Five-Year MD programPurpose and Jurisdiction All students in joint and dual degree programs including butnot limited to MD/MPH, MD/MSCI, MA/MD and MD/PhD(MSTP) programs taking preclinical or clinical portions oftheir MD educationStudents at the Washington University School of Medicine mustdemonstrate the ability to synthesize and apply knowledge andthe capability of becoming a safe and effective physician. Inaddition, they must demonstrate the principles of professionalismincluding sound judgment, honesty, integrity, responsibility, aJoint or Dual Degree Students:2
Meeting Frequency and QuorumWhen a student enrolled in a joint or dual degree programis found in violation of the other program's academic orprofessional integrity policy or is found to have committedany disciplinary violations, including violations of theUniversity Student Conduct Code, such matters may bebrought to the attention of the CAPES for review and furtheraction. Notwithstanding decisions made by the other schoolsor programs, the CAPES reserves the right to take furtheraction when a student is found in violation of such policies.If a student enrolled in a joint or dual degree program is notmeeting academic performance expectations of the otherprogram or school such that the student's status in thatprogram or school may be impacted, the CAPES reservesthe right to determine whether any action should be takenwith respect to the student's status at WUSM.The CAPES meetings must occur in a timely manner after finalexaminations or re-examinations, as soon as practical aftergrades are submitted to the registrar. Generally grades will besubmitted to the registrar within 10 days of completion of anexamination. A meeting of the CAPES may also be convenedat any time such that timely review of a matter is deemednecessary.Seven voting members must be present to consider academic ordisciplinary actions.GradesGrade ScalesCourses in the first- and second-year curriculum are evaluatedon a pass/fail basis. Third- and fourth-year courses use a gradedscale. Specific grades for each grade level are detailed in theEvaluation and Grades aluation) section of the Bulletin.CAPES Membership Appointed and ex officio membership: Twelve votingfaculty members of the CAPES are appointed for a fouryear term by the dean of the School of Medicine followingnomination by the department heads and/or associatedeans. Faculty members may be reappointed to serve on theCAPES. Membership will include both clinical and preclinicaldepartment faculty. In addition, the CAPES membership willinclude, in ex officio capacity, the registrar (nonvoting) andthe associate dean for student affairs (nonvoting). The seniorassociate dean, the associate deans for medical education,admissions and diversity programs, and the director ofStudent Health Services may attend the CAPES meetings asnonvoting participants.Grade SubmissionFinal grades will be submitted online within 10 business days ofthe final examination or final class meeting for the first two years.For the third and fourth years, grades are due within four weeksof the receipt of standardized examination scores or the last dayof the rotation if no examination was given.Grade AppealsStudents may appeal a grade with the course director by filinga grade appeal request form . Grade appeals must be filed within 10business days after the grade has been posted. Chair: A faculty member will be appointed by the dean fromwithin the CAPES committee to serve as chair. The term ofthe chair will be four years and may be reappointed.If reasons beyond the student's control delay the appeal pastthe July 15 deadline, the registrar must be notified so that thefinal transcripts, grade distributions and class rankings for thematch process can be held pending resolution of the matter. Ifthis notice is not received by the registrar prior to the deadline,the new grade cannot be accepted. Students participating inthe residency match process should also notify the office ofcareer counseling whenever a grade appeal is in process. Afterthe course director considers any appeal, they will indicate theresolution for the appeal on the grade appeal form and forward itto the registrar and the associate dean for student affairs. Guests:1. When the committee is addressing issues related toacademic performance, a course director who is nota member of the CAPES but who submitted a Fail/Incomplete grade for a student who is to be discussedat the meeting will be present at the meeting to provideinformation regarding the student's performance. Acourse director may send a designated representativeor may submit information in writing. In the event thata course director or designated representative is notpresent or sufficient information has not been forwarded,final action for the student will be deferred until adequateinformation is available.No grade changes are permitted for the prior academic yearafter July 15.Grade Remediation2. Similarly, when the committee is addressing issues ofprofessionalism, the individual filing the professionalismconcern form will be present for the meeting or in someinstances may be allowed to submit information inwriting.The CAPES may invoke remediation requirements for individualcourses that are different from those determined by the coursedirector. In such cases, the CAPES determination will supersedethat of the course director. The CAPES may also require thestudent to repeat a full academic year or portion thereof if it isjudged necessary given the academic history. Occasionally, in3. Any faculty, administrator or staff may be invited at thediscretion of the chair.3
order to remediate a failed course in the first or second year,students are permitted to complete equivalent course workat other institutions with the permission of the responsibledepartment and written notification to the registrar.file in the Office of the Associate Dean for Student Affairs.Approval of such requests is considered according to theWashington University School of Medicine guidelines forexam administration aluation) found in the Policies section of theBulletin.Grade Point Average, Ranking andDistribution3. ISP: Single Fail or Incomplete GradeIn the event that a single Fail or Incomplete grade isrecorded for a student after entry into an ISP, the CAPESwill again review the student's record. Consequences mayinclude remediation, repeat of the course or dismissal fromthe school.The School of Medicine does not calculate grade point averages.Hours of credit appearing on the transcript reflect clock hoursscheduled for the course or clinical rotation. For the purpose ofresidency applications only, students are placed in the upper,middle or lower third of the class according to a formula whichconsiders weighting of courses in each academic year. Thisranking is not recorded on the permanent academic record anddoes not appear on transcripts. It may appear in the MedicalStudent Performance Evaluation (MSPE). At the conclusionof the academic year, when all the official grades have beenreceived, the official transcript, in addition to listing courses andgrades achieved, gives the grade distribution in each course withthe exception of elective and selective courses.4. ISP: Grounds for DismissalStudents on an ISP who have not successfully completedand received a grade of Pass or above in all requiredcourses of the first- and second-year curricula by the startof the second six-week period in the year of the clinicalclerkship may be dismissed from the school.AccommodationsIt is the responsibility of students to alert the CAPES regardingpersonal concerns, health problems, or any other factors thatmay be adversely affecting their academic performance, andto bring such matters to the attention of the director of StudentHealth Services or the associate dean for student affairs forpossible accommodations other/#Disabilities).Please visit the Evaluation and Grades aluation) section of the Bulletin for moreinformation.Academic Support andAccommodationsTutoringIndications for Review of AcademicPerformanceStudents experiencing difficulty in any course may requesttutorial assistance. Such requests should be initially directedtoward the course director and thereafter to the associate deanfor student affairs. Students who are repeating courses will beoffered tutorial assistance, and the CAPES may also require it.There is no charge to the student for tutorial assistance."Indications for Review of Academic Performance" refers to theguidelines used at the school in the event a student either failsexams or a course or fails to complete a course in the requisitetime. In general, the school guidelines for the "Indicationsfor Review of Academic Performance" are as follows:Individual Study ProgramExam FailureStudents who have difficulty handling the normal academiccourse load will enter an Individual Study Program (ISP)requiring five years to complete rather than four years. Theintent of an ISP is to optimize the prospect that the student willsuccessfully complete the curriculum. An ISP may be requestedby the student or recommended or required by the committee.Exam failures can warrant meeting with the associate dean forstudent affairs (ADSA) and/or lead to referral to the CAPES.Consult the conditions below for further details relevant to eachstudent-year level.Single Course Failure – Meeting with theADSA1. ISP: Scope and SequenceThe content and sequence of courses will be determined bythe associate dean for student affairs with the input from thestudent, relevant course directors and the CAPES. The planfor execution of an ISP will be recorded in the student's filein the Registrar's Office and a copy will be provided to thestudent.In the event of any initial failure of a course the student will meetwith the associate dean for student affairs (ADSA) to formulate aremediation plan in coordination with the course director.Multiple Course Failures – Referral to theCAPES2. ISP: Examination SchedulesUnless extenuating circumstances exist, ISP students arerequired to take the examinations for a particular coursein their usual temporal relationship to the course work.Requests for exceptions should be recorded in the student'sTwo or more courses in one year If either a failing or incomplete grade in two or more coursesoccurs in a single year, the student's academic performance4
First-Year Students – Indications forReview of Academic Performancewill be referred to the CAPES for review and determination ofa course of action.Three courses (cumulatively across multiple years)All first-year courses must be completed before the start ofthe second-year curriculum. Failure to meet this requirementtypically means one of the following conditions has occurred: If either a failing or incomplete grade in three courses occursacross multiple years, the student's academic performancewill be referred to the CAPES for review and determination ofa course of action.Failure of a Single Exam (for First-YearMedical Students)Individualized Study Program (ISP)Students have a maximum number of three attempts to pass anyindividual course during enrollment in the school.Failure of a single exam is not an immediate indication for reviewof academic performance by the CAPES. However, failure ofa single exam that comprises a significant portion of the finalgrade (typically 20 percent or more) must be reported by thecourse director to the associate dean for student affairs (ADSA).The course director may allow one attempt at remediation of theexam at a time the course director prescribes. The schedulingof the remedial exam will be agreed upon by the course directorand the student, but it should generally not extend beyond30 days after the end of the course. Days of recess for winterand spring break will not be counted in the 30 days. A gradeof "E" (i.e., temporary grade signifying the pending make-upof a failed exam) will be submitted by the course director if theremedial exam is not accomplished within the course dates.This grade will stand on the academic record until it is replacedwith a valid final grade of Pass or Fail. Grades of "E" that arenot resolved within 30 days will be replaced with a grade of Fail(F). In rare circumstances, the ADSA may approve an extensionof this deadline. If the student successfully remediates theexam, and has otherwise passed the course, a Pass (P) will berecorded by the registrar. A student may remediate only oneexamination in any course.Joint or Dual Degree Program StudentsFailure of Two or More ExamsIf a medical student enrolled in a joint or dual degree programis not making satisfactory academic progress or is not meetingacademic performance expectations of the other program orschool such that the student's status in that school or programmay be impacted, the CAPES reserves the right to determinewhether any action should be taken with respect to the student'sstatus within the School of Medicine. Further details pertainingto joint or dual degree program students are listed in the sectiondescribing students for whom the rules governing studentperformance apply.The ADSA may request that the CAPES reviews performanceof a student who has failed two or more examinations. In suchcases, the CAPES will recommend a course of action.Refer to the ISP section within this CAPES policy for fulldetails on guidelines pertaining to the review of studentsengaged in an ISP.Time ConstraintsThree-year rule:No student may take more than three years to complete thecourse work required for the first two years of study. Timeperiods included in an approved leave of absence are notcounted in these three years.Two-year rule:In the absence of extenuating circumstances or an approvedleave of absence, no student may take more than tw
Rules Governing Review of Student Performance. Please visit the CAPES section below for more information. Rules Governing Review of Student Performance Preface This document describes procedures adopted by the faculty and administration of the School of Medicine concerning review of student academic performance and professional integrity.
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