4.07 Procedures for Consideration of Academic Performance

Office of the Registrar

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4.07 Procedures for Consideration of Academic Performance

 Faculty and staff of the Registrar’s Office, the Academic Societies, and the Promotion and Review Board (PRB) review at regular intervals all grades, evaluations, and reports of academic and clinical performance. In the case of a student who shows an initial deficiency of academic or clinical performance, or when concerns arise about inappropriate or irresponsible conduct, the student’s Academic Society will prepare a plan of remedial action with the student within a reasonable period of time.

The Academic Society will monitor the student’s progress with the remediation plan. If the deficiencies continue or are repeated, the PRB will take up the case officially. The PRB will review the student’s record and current situation in consultation with the student’s Academic Society Master and will determine a course of action that may include, but is not limited to, placement in any of the previously indicated structured academic categories (Section 4.03). The student will be notified in writing of the decision of the PRB. A copy of such notice will be sent to the student’s Society Master, the Dean for Medical Education, the Dean for Students, and the Registrar. The student and/or Society Master may be asked to respond to the stated concerns of the PRB.

Any student who is required to withdraw or is expelled as a result of the PRB’s deliberations will have the opportunity to appear before the PRB or a specially designated subcommittee of the PRB to present his or her account of the case.

Any student who is required to withdraw or is expelled as a result of the PRB’s deliberations may apply to the PRB to reconsider its decision. The application must be in writing and must introduce new information or elucidate different grounds upon which reconsideration is requested. The application must be received by the PRB within 10 business days of the student’s receipt of notice of the decision for requirement to withdraw or expulsion.

The PRB may consult with HMS faculty and/or administrators or conduct other fact finding to better understand the new information or different grounds upon which the student has requested reconsideration. The PRB will then meet to discuss the case. Ordinarily the student will be permitted to attend this meeting and may make a presentation to the Board. After reviewing the application for reconsideration, the PRB may affirm, revise (make more or less severe), or revoke its decision. Written notification of the action on reconsideration will be sent to the student, to his or her Society Master, and to the HMS Registrar, ordinarily within 10 business days of the meeting at which the application was considered and the decision was rendered. Such notification will constitute the final action of the PRB.

A student may appeal the final action of the PRB to a three-member Appeals Panel designated by the Chair of the Standing Committee on Rights and Responsibilities (SCRR; Section 4.04) in consultation with the Chair of the PRB. The student’s appeal must be in writing and must contain a full statement of the reasons upon which an appeal is requested. The Appeals Panel must receive the appeal within 10 business days of the date of final action by the PRB. The Appeals Panel will hear the student in person and will review the documentary record. The Appeals Panel may adduce and consider any other information it deems useful in reaching a decision. The Appeals Panel will submit a written report of its findings and recommendations to the Dean for Medical Education. In so doing, the Appeals Panel may affirm, revise (make more or less severe), or revoke the final action of the PRB.

The student may request review of the decision of the Appeals Panel by the Dean of the Faculty of Medicine. The Dean of the Faculty of Medicine must receive any such request for review within five business days of the date of the decision of the Appeals Panel. The Dean of the Faculty of Medicine will review the matter, in consultation with the Dean for Medical Education, Academic Society Master, or others (e.g., the Faculty Council) if he wishes, and will provide written notice of his decision to the student, his/her Society Master, the Dean for Medical Education, the HMS Registrar, and the PRB. The Dean’s decision will be final and binding, except in cases of expulsion, in which a two-thirds vote of the Faculty Council is required.

Student Disagreement with Grades or Evaluations

A student’s disagreements with grades, evaluations, or reports of academic or clinical performance should be raised with the course or clerkship director, who has ultimate authority over such grades, evaluations, and reports in his or her course or clerkship. If such disagreements are not satisfactorily resolved, the student may then bring the concerns to the attention of the Master or Associate Master of his/her Academic Society, who may consult with the course or clerkship director to discuss the appropriateness of the grade, evaluation, or report in order to help the student understand the basis for the grade, evaluation, or report. In all such cases, the decision of the course/clerkship director is binding.

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