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Academic Performance and Progression

POLICIES GOVERNING MEDICAL STUDENTS’

 ACADEMIC PROGRESS AND CONDUCT

Perelman School of Medicine

University of Pennsylvania

The Perelman School of Medicine has established principles and methods for the evaluation of student achievement and professional conduct.  These principles guide the decisions related to academic progression, promotion, graduation, and dismissal.  Students admitted to the School are expected to maintain high standards of academic performance and personal and professional conduct.  They must demonstrate that they have attained a mastery of knowledge, skills, attitudes, and behaviors needed to practice medicine. 

To earn the M.D. degree, each student must:

(1) achieve the educational goals and specific requirements of the curriculum at a passing level within the timeframe established by the Student Standards Committee ;

(2) develop the intellectual, interpersonal, and technical skills required of a physician;

(3) attain a level of clinical judgment which warrants entrustment by the Faculty in the student's independent practice;

(4) demonstrate a sense of responsibility to patients; and

(5) comply with the School's standards of conduct, professionalism, and academic integrity

(6) comply with the standards set forth in Expectations and Monitoring of MD-PhD Students (for students earning a PhD degree in addition to MD degree)

Because the Doctor of Medicine degree provides access to patients, the Student Standards Committee assumes responsibility for determining the overall competence of the students with respect to academic progress and professionalism.  A student is awarded the M.D. degree after approval by a consensus vote of the Student Standards Committee and a confirmation vote by the Standing Committee of Department Chairs and the Dean.

The School reviews the academic progress and professional conduct of each student and monitors those students who encounter academic difficulties or demonstrate conduct which is deemed to be unprofessional.  The department/division of each discipline sets the educational objectives and standards of achievement which must be obtained for each student to demonstrate that he/she has mastered the requisite knowledge and skills of the subject area.  The course director(s) will execute these standards in order to determine if a student has successfully passed the module/block/course or if corrective action is needed (see Section VI).

II. ACADEMIC PERFORMANCE and PROGRESSION

There are many curriculum paths, which a student can take during his/her medical education. The four major ones are:

The M.D. degree includes the following:

*All requests for waivers need to be submitted to the Associate Dean for Student Affairs and approved by the Student Standards Committee.

Modules are graded according to the table listed below:

Module

Grading Scheme

1

P/F/I/U

2

H/P/F/I/U

3

P/F/I/U

4

H/HP/P/F/I/U

P/F/I/U for one week courses

5

H/HP/P/F/I/U

P/F/I/U for two week electives and for Frontiers/Bioethics courses

6

P/F/I/U

GRADE APPEALS

If a student is dissatisfied with a grade assigned by a course director, he or she may contact the course director to discuss the grade within four months of receipt of the grade in the Registrar’s Office. The course director will review the student’s performance in the course and will decide if a grade revision is warranted. If the grade is not changed and the student wishes to pursue the issue further, the process details can be found by going to http://www.med.upenn.edu/student/GradeAppealProcess.html  The Associate Dean for Student Affairs is available for consultation.

Modules 1, 2, 3, and 6

All courses or their equivalents must be passed to qualify for graduation.   Pass/Fail grading is used for Modules 1, 3, and 6 with Honors allowed in Module 2.   An initial grade of Unsatisfactory is given when a student's academic or professional performance is not at the passing level by the course end date, whether all course requirements have been completed or not.   A student’s record is reported to the Student Standards Committee when three grades of Unsatisfactory (even if remediated) or one Failure have been recorded.

The course director may specify the remedial work for a grade of Unsatisfactory which generally falls into the following categories:

The Unsatisfactory is a temporary grade and replaced by a passing grade if remediation is successful or by a grade of Fail if remediation is not satisfactory.

When remediation is approved, an enrolled student (i.e.- not on a leave of absence) will complete make-up work according to the schedule listed below.  If remediation can’t be completed in a timely way, the temporary Unsatisfactory will become a permanent one with the course needing to be repeated.

"Unsatisfactory" grades reported to the student before the end of the 1st year Fall semester must be remediated during or immediately following Winter break (by the end of the 1st week of classes in January).  Enrollment in Modules 2, 3, and 6 is contingent upon successful remediation of Unsatisfactory grades.

"Unsatisfactory" grades in Module 1, 3, and 6 courses determined after the semester ends must be remediated during or immediately following Spring break (by the end of the first week of classes in March.)  Maintaining enrollment in Modules 2, 3, and 6 is contingent upon successful remediation of Unsatisfactory grades.

"Unsatisfactory" grades for any course in the Spring of Year 1 must be remediated by August 10th in order for the student to progress into the Fall of Year 2.

"Unsatisfactory" reported to the student by December 15th for Fall of Year 2 courses must be remediated by January 1 in order for the student to progress into Module 4.

"Unsatisfactory" grades reported to the student after December 15th for Fall of Year 2 courses must be remediated by February 1st in order for the student to maintain enrollment in Module 4.

Anatomy—Repetition of Course Required

When Anatomy is not passed and repeating the course is required due to the special laboratory requirements, a permanent transcript grade of Unsatisfactory will be issued.Progression into Modules 2/3/6 will not be permitted so a leave of absence will be required.  The unsatisfactory performance will be reported to the Student Standards Committee and is noted in the student's Medical Student Performance Evaluation (MSPE).   When the course is repeated, a passing grade must be achieved by the course end date with no further remediation allowed.

Incomplete
A temporary grade of Incomplete is issued when the student’s academic performance is satisfactory but he/she is unable to complete the course by the course end date.  The remaining course requirements need to be fulfilled by the enrolled student (i.e.- not on a leave of absence) within the academic year in which it was issued or within six months (whichever is longer).    Full grading options are available when the course is completed.   When the requirements can’t be accomplished by deadlines specified, the Incomplete will be converted to a Withdraw and the student will need to re-register at a later time.

Withdrawal
A student may withdraw from a pre-clinical course if he/she is not able to complete the course due to extenuating circumstances (including but not limited to: personal illness or family emergency) or a leave of absence.    Performance at the time of withdrawal must be at a satisfactory level.  A permanent transcript grade of Withdraw is issued after the first 20% of a course has been completed.   Full grading options will be available when the entire course is re-attempted.   

Module 4 Progression

All required courses in Modules 4 must be passed to qualify for graduation. Module 4 is a 48-week curriculum, composed of core clerkships which are required of all non MD/PhD students. MD/PhD students must successfully complete 6 months of Module 4 before beginning graduate coursework with the remainder scheduled on an individualized basis.  Overall Module 4 clerkship grades consist of a clinical performance portion, an examination portion, and a professionalism component.  A student’s record is reported to the Student Standards Committee when three grades of Unsatisfactory (even if remediated) or one Failure have been recorded.

A grade of Unsatisfactory is given when a student's academic (clinical and/or exam performance) or professional performance is not at the passing level by the course end date, whether all course requirements have been completed or not.

The course director may specify the remedial work which generally falls into the following categories:

Temporary Unsatisfactory Due to One Exam Failure
The Unsatisfactory is a temporary transcript grade and replaced by a passing grade when a shelf or departmental exam is passed on the second attempt.  The maximum grade permitted is High Pass.

Temporary Unsatisfactory Due to Two Exam Failures
If a student passes clinically but fails a Module 4 exam twice, the student will be given a third exam attempt possibly untimed or an oral exam. In addition, the student will need to repeat the didactic portion of the clerkship or a personalized study plan developed by the course director. The student’s record and the academic plan will be presented to the Student Standards Committee for review of the student’s academic status. The maximum possible course grade will be Pass if the remedial plan is successfully completed. If the student’s performance is not satisfactory, the course grade will be recorded as a Fail. The student will be allowed to repeat the course in its entirety if approval is given by the Student Standards Committee. This situation will be noted in the student’s MSPE.

Permanent Unsatisfactory Due to Clinical Performance
The Unsatisfactory is a permanent transcript grade when additional clinical time or repeating a course is required.  When a student’s performance warrants additional clinical time (even if the course has not been completed), the student must terminate enrollment if recommended to do so by the course director.

The student’s overall schedule will be modified so that remediation can be undertaken as soon as possible after the unsatisfactory attempt.  The student’s record and the academic plan will be presented to the Student Standards Committee for review of the student’s academic status.  The maximum possible course grade will be Pass when remediation is successfully completed. 

If the student’s remedial clinical performance is not satisfactory, the course grade will be recorded as a Fail.   The student will be allowed to repeat the course in its entirety if approval is given by the Student Standards Committee.  

When the remediation includes additional clinical time and repeating an exam, if the exam is not passed, a third attempt will be permitted under conditions specified above.

The permanent Unsatisfactory and the remediation grade (Pass or Fail) are two listings on the student’s transcript.   In addition, a note is added to the MSPE.

Remediation Timing
MD/PhD students who need to complete corrective actions (for the first 6 months of Module 4) to achieve passing grades must do so no later than September 1 in order to begin graduate course work in the fall of their third year.  Non-MD/PhD students who need to complete corrective actions to achieve passing grades must do so in order to progress into Module 5. Makeup exams are given according to the following schedule:

Fail Due to Professionalism/Patient Safety Issues/Dereliction of Duty
A grade of Fail can be issued due to a serious breach of professionalism,  student’s performance which is a danger to patient safety at any point during a course (even if the course has not ended), or a dereliction of duty (e.g.—not reporting as assigned).  The student’s record and the academic plan will be presented to the Student Standards Committee for review of the student’s academic status. The students will need the Committee’s approval to repeat the course with amount of time needed specified by the course director. The Fail is a permanent transcript grade and a note is added to the MSPE.

Incomplete
A temporary grade of Incomplete is issued when the student’s academic performance is satisfactory but he/she is unable to complete the course by the course end date.  The remaining course requirements need to be fulfilled by the enrolled student (i.e.- not on a leave of absence) within the academic year in which it was issued or within six months (whichever is longer).    Full grading options are available when the course is completed.   When the requirements can’t be accomplished by deadlines specified, the Incomplete will be converted to a Withdraw and the student will need to re-register at a later time.

Withdrawal
A student may withdraw from a clerkship if he/she is not able to complete the course due to extenuating circumstances (including but not limited to: personal illness or family emergency) or a leave of absence.    Performance at the time of withdrawal must be at a satisfactory level.  A permanent transcript grade of Withdraw is issued after first 20% of a course has been completed.   Full grading options will be available when the entire course is re-attempted.   

Module 5 Progression

Module 5 consists of required and elective components.  In order to graduate, all mandated Module 5 requirements must be passed.  A student’s record is reported to the Student Standards Committee when three grades of Unsatisfactory (even if remediated) or one Failure have been recorded.

When a student’s clinical performance requires additional clinical time to achieve a passing grade, the student can choose to attempt remediation or accept a grade of Fail.   

If remediation is attempted, the initial grade will be recorded as a permanent Unsatisfactory.   A passing grade must be achieved by the end of the remediation period.  The additional requirements are reported to the Student Standards Committee and noted in the student's Medical Student Performance Evaluation (MSPE).   The maximum grade allowed is Pass.   A final grade of Fail is given when remedial work is not satisfactory.  A grade of Fail is reported to the Student Standards Committee, is a permanent transcript grade, and is noted in the student's MSPE.

If remediation is not undertaken, the initial grade will be recorded as a Fail.   A grade of Fail is reported to the Student Standards Committee, is a permanent transcript grade, and is noted in the student's MSPE.    

A student may graduate with a grade of Fail in an elective as part of his/her record.    If a grade of Fail is recorded for a required sub-I, the requirement may be fulfilled by passing a sub-I in another discipline if approved by the Student Standards Committee.    

Fail Due to Professionalism/Patient Safety Issues/Dereliction of Duty
A grade of Fail can be issued due to a serious breach of professionalism,  student’s performance which is a danger to patient safety at any point during a course (even if the course has not ended), or a dereliction of duty (e.g.—not reporting as assigned).  The student’s record and the academic plan will be presented to the Student Standards Committee for review of the student’s academic status and for permission.The students will need the Committee’s approval to repeat the course with amount of time needed specified by the course director. The Fail is a permanent transcript grade and a note is added to the MSPE.

Incomplete
A temporary grade of Incomplete is issued when the student’s academic performance is satisfactory but he/she is unable to complete the course by the course end date.  The remaining course requirements need to be fulfilled by the enrolled student (i.e.- not on a leave of absence) within the academic year in which it was issued or within six months (whichever is longer).    Full grading options are available when the course is completed.   When the requirements can’t be accomplished by deadlines specified, the Incomplete will be converted to a Withdraw and the student will need to re-register at a later time.

Withdrawal
A student may withdraw from a clerkship if he/she is not able to complete the course due to extenuating circumstances (including but not limited to: personal illness or family emergency) or a leave of absence.    Performance at the time of withdrawal must be at a satisfactory level.  A permanent transcript grade of Withdraw is issued after first 20% of a course has been completed.   Full grading options will be available when the entire course is re-attempted.   

III.  PROFESSIONAL DEVELOPMENT AND STUDENT CONDUCT

Medical students must behave with paramount concern for patients' welfare and respect for the rights of patients. In addition, they must adhere to the highest standards of intellectual integrity and honesty in their interactions with patients, colleagues, faculty and administrators. Students are expected to adhere to all standards of the University and School which include but are not limited to: Codes of Student Conduct, which includes the rights and responsibilities of students, Academic Integrity and Professional Conduct and the Perelman School of Medicine Honor Code.

Code of Student Conduct/Citizenship

Accepting membership into the University of Pennsylvania community as a student entails an obligation to promote its welfare by assuming the rights and responsibilities listed below. Each individual member of this community is responsible for his or her own actions and is expected to respect the rights of others.

Rights of Student Citizenship

Membership in the University of Pennsylvania community affords every student certain rights that are essential to the University's educational mission and its character as a community:

Responsibilities of Student Citizenship

Students are expected to exhibit responsible behavior regardless of time or place. Failure to do so may result in disciplinary action by the University. Responsible behavior is a standard of conduct which reflects higher expectations than may be prevalent outside the University community. Responsible behavior includes but is not limited to the following obligations:

Code of Academic Integrity

Since the most fundamental value of any academic community is intellectual honesty, all academic communities rely upon the integrity of each and every member. Students are responsible not only for adhering to the highest standards of truth and honesty, but also for upholding the principles and spirit of the following code.

Activities that have the effect or intention of interfering with education, pursuit of knowledge, or fair evaluation of a student’s performance are prohibited. Examples of such activities include but are not limited to the following definitions:

* If a student is unsure whether his action(s) constitute a violation of the Code of Academic Integrity, then it is that student’s responsibility to consult with the instructor to clarify any ambiguities.

All students, who matriculate in the Perelman School of Medicine, must abide by the Perelman School of Medicine Honor Code (See Appendix A).

Code of Professionalism for Perelman School of Medicine

The Student Standards Committee (the Committee) has developed policies and procedures which address professional conduct. Professional conduct includes but is not limited to:

IV.  ROUTINE MONITORING OF PROGRESS

To earn the M.D. degree, each student must:

Patient Care
Students must be able to provide patient care that is compassionate, appropriate, and effective for the treatment of health problems and the promotion of health.

Medical Knowledge
Students must demonstrate knowledge about established and evolving biomedical, clinical, and cognate (e.g. epidemiological and social-behavioral) sciences and the application of this knowledge to patient care.

Practice-Based Learning and Improvement
Students must be able to investigate the practice of medicine by appraising and assimilating scientific evidence.

Interpersonal and Communication Skills
Students must be able to demonstrate interpersonal and communication skills that result in effective information exchange and teaming with patients, their patients’ families and professional associates.

Professionalism
Students must demonstrate a commitment to carrying out professional responsibilities, adherence to ethical principles, and sensitivity to a diverse patient population.

Systems-Based Practice
Students must demonstrate an awareness of and responsiveness to the larger context and system of health care and the ability to effectively call on system resources to provide care that is of optimal value.

V.  CORRECTIVE ACTIONS

Students’ records are reviewed bi-weekly at meetings conducted by the Associate Dean for Student Affairs and attended by the Advisory Deans, the Associate Dean for Curriculum, the Senior Vice Dean for Education, the Registrar and the Director of Student Affairs. Students are contacted whenever non-passing grades or professionalism issues are reported. Records that contain multiple non-passing grades (three grades of Unsatisfactory even if remediated or one Failure) or substantial professionalism issues will be referred to the Student Standards Committee by the Associate Dean for Student Affairs. The Student Performance Monitoring Committee of the Student Standards Committee (the Committee Chair, the Senior Vice Dean for Education, the Associate Dean for Student Affairs, the Associate Dean for Curriculum, and appropriate administrative support in the Office of Student Affairs) shall develop all academic and professionalism remediation plans in consultation with course directors and the Executive Committee of the Curriculum Committee

The student will be notified by the Office of Student Affairs prior to his or her record being presented before the Student Standards Committee and given the option to appear at the meeting. If the student accepts the opportunity to make a presentation to the Committee, he/she is encouraged to be accompanied by a faculty advisor who is a member of the Perelman School of Medicine Standing Faculty. A student will be informed of recommendations and decisions which the Student Standards Committee makes about his or her academic progress or professional conduct. Following a meeting at which a student’s record is discussed, the student will receive notification reporting the outcome of the Committee’s deliberations.

When a student’s record is presented, the Committee has several options which include, but are not limited to:

Academic Notification is a designation which is not considered as an adverse action.  Since the student is in good academic standing, this designation is not mentioned in the student’s Medical Student Performance Evaluation or in outside requests for documentation (e.g.—visiting student elective applications, other degree program applications, license requests)

Probation is a designation which is considered as an adverse action.  Since the student is not in good academic standing, this designation is mentioned in the student’s Medical Student Performance Evaluation and in outside requests for documentation (e.g. ­visiting student elective applications, other degree program applications, license requests). Students, who are on probation, are not eligible to participate in rotations outside of Penn or in extra educational activities, such as a year of research. This status also may preclude a student from enrolling in a graduate program (i.e.--a second degree at Penn or at another institution.) In addition the students’ course directors may be notified of this status and interim evaluations are sought. Clinical course directors have the right to determine the student’s site assignments.

The Student Standards Committee will be given monthly updates on all students who are on Academic Notification and on Probation.

Dismissal
If a student is unable to remediate the performance deficiencies which led to Academic or Professionalism Notification or Academic or Professionalism Probation, dismissal may be considered by the Student Standards Committee as outlined in the procedures below. (See Section VIII for more details.)

VI. LEAVES OF ABSENCE and GAPS

Leave of Absence

Students may request a leave of absence for up to one year. A leave is a period of non-enrollment marked by loss of student status. Students on leave may work in the School as long as student status is not required and with the understanding that the activity will not fulfill any M.D. degree requirements. However, students on leave may not participate in any School sponsored patient care activities in the inpatient setting, outpatient setting, or in the community. A leave of absence will be noted on the transcript and in the Medical Student Performance Evaluation without giving specific reasons.  Various reasons for leaves are personal circumstances, academic difficulties, health issues and degree pursuits at other institutions.

The student must submit a written request to the Associate Dean for Student Affairs outlining the reason for the leave and he/she must also meet with the Associate Dean to discuss the details. When the leave is for medical reasons, supporting documentation is needed from a health care provider. If there are no academic issues which need to be

addressed, the Associate Dean will approve or deny the leave.  If the student is enrolled in the MD/PhD program, the Associate Dean for Physician Scientist Training must also approve the leave.  

When a leave request is made and there are academic issues, the student’s record will be presented to the Student Standards Committee. The request for a leave must be discussed by the Committee under these circumstances:  the  leave of absence is for more than one year;  the request is for additional time for an existing leave; the student had a previous leave,  returned to class, and is requesting a new leave.  The Committee will review the student’s record to see if reasonable academic progress has been made.   This will be taken into account when deciding if the additional leave is granted. Students who do not return to full-time status at the end of the leave and who have not requested an extension will be dropped from the School’s enrollment rolls and will need to reapply for admission, if they wish to return at some future date.

The Associate Dean for Student Affairs will present a quarterly report to the Student Standards Committee on all students on leave.

Once the leave has been approved, the student will be notified.   The notification will include details on:

Gaps

A short-term break (gap) may be requested when a student needs to miss 2 to 8 weeks of Modules 1, 2, 3, 4, or 6.   Schedule adjustments, which exceed 8 weeks, must be considered as leaves of absence.  A request for a gap must be approved by the Associate Dean for Student Affairs. The student must communicate with the Associate Dean for Student Affairs at the beginning of the gap and, again, when he/she would like to resume course work. In the case of illness, a student must provide documentation from a treating physician at the beginning of the gap and, again, at the time when he/she would like to resume coursework. A gap will be noted in the Medical Student Performance Evaluation without giving specifics about the nature of the illness or crisis.

Involuntary Leave of Absence

The University may place a student on an involuntary leave of absence or require conditions for continued attendance under the following circumstances when the student exhibits behavior resulting from a psychological, psychiatric, or other medical condition that:

• threatens, harms, or has the potential to harm the health or safety of the student or others;
• causes or threatens to cause significant property damage; or
• significantly disrupts the educational and other activities of the University community.

The process is initiated by a request sent from the Senior Vice Dean for Education to the Office of the Vice Provost for University Life.  For more information on an Involuntary Leave of Absence, please refer to the University Involuntary Leave of Absence Policy.

VII. PROCEDURES FOR PROBATION AND DISMISSAL

When the Committee is scheduled to review a student’s record for consideration of probation or dismissal for academic or professionalism issues, the student will be notified in writing by the Associate Dean for Student Affairs. Notification will include:

The student is encouraged to be accompanied by a Perelman School of Medicine standing faculty member. The student should give the faculty member’s name to the Associate Dean for Student Affairs one week before the meeting date. The Associate Dean will brief the individual so he/she understands his/her role in the process.

Other guests or advisors may be permitted to attend the committee meeting only if a request has been made in writing to the Associate Dean for Student Affairs at least one week in advance and subsequently approved by the Chair of the Committee prior to the meeting.

Following the presentation of student information and the student’s presentation, the Committee meets in closed session to deliberate on the case and to make a decision on the course of action, based on the established guidelines contained in this document.  If the Committee votes to place the student on probation, the Associate Dean for Student Affairs notifies the student in writing within ten (10) business days.   Notification is considered to have occurred when the letter is emailed to the student and simultaneously mailed.

If the Committee votes to dismiss the student based on academic deficiencies or professionalism issues, the Chair of the Student Standards Committee will submit the decision to the Dean in a timely manner. The Dean informs the student of the dismissal in writing within ten (10) business days of notification of the dismissal. Notification is considered to have occurred when the letter is emailed to the student and simultaneously mailed.

APPEALS PROCESS FOR PROBATION

If a student receives notice of probation from the Associate Dean for Student Affairs, he/she may submit a written request for appeal to the Associate Dean stating the specific ground on which the appeal is based. The appeal must be based on submission of new material and/or examples of prejudicial procedural error.  The request for an appeal must be submitted within ten (10) business days after the student's receipt of the letter indicating the Committee’s probation decision.  The appeal will be presented to the Student Standards Committee.    If the Committee upholds the decision, the student has the right to request review by the Perelman School of Medicine Appellate Officer.  The Appellate Officer will review the case and determine whether to accept the appeal or uphold the probation decision. The decision of the Appellate Officer is final. The Appellate Officer will notify the student in writing if the appeal is accepted or if the probation decision is upheld. If the appeal is accepted, the student’s status will be Academic Notification.

The Appellate Officer is a member of the Perelman School of Medicine standing faculty who is not on the Student Standards Committee, and is appointed by the Senior Vice Dean for Education for a three-year term.

VIII. THE STUDENT STANDARDS COMMITTEE

I.   Structure and Function of the Student Standards Committee

           

A.  Purpose of the Committee

The Student Standards Committee is appointed by the Senior Vice Dean for Education, who represents the Dean in providing oversight for the educational activities of the Perelman School of Medicine.  The Committee:

B.  Composition of the Committee

1.  Faculty, Student and Administrative Membership

The Student Standards Committee is composed of 16 voting members and 7 ex-officio members.   The voting members include: a faculty Chair, eleven additional full-time faculty members, and four student members.  The ex-officio members include: the Senior Vice Dean for Education, the Associate Dean for Admissions, the Associate Dean for Curriculum, the Associate Dean for Student Affairs, the Director of Admissions, the Director of Student Affairs, and the Registrar.   The Associate Dean for Physician Scientist Training is invited as a guest when a MD/PhD student’s record is reviewed.

The Chair of the Committee is appointed by the Senior Vice Dean for Education for a two-year term and is selected from faculty members currently serving on the Student Standards Committee.  The Chair may be appointed for additional terms by the Senior Vice Dean for Education.  An Associate Chair, also a current faculty member of the Committee, may be appointed for a two-year term to succeed the Chair.   A former Chair may continue to serve on the Committee as a voting faculty member.

The students eligible for membership are identified through a process coordinated by the Office of Student Affairs with the Medical Student Government. The Associate Dean for Student Affairs provides the final approval and appointment of student members. The student members must be at the second-year medical student level or above and be in good standing in the Perelman School of Medicine.  Their appointments are for two-year terms and may be renewed for an additional year at a time.

C.  Function

The Chair presides over all Committee business, and the Associate Chair presides in the absence of the Chair.

1.  Quorum

All voting requires a quorum and no votes may be conducted in the absence of a quorum.  A quorum consists of at least nine (9) voting members, at least seven (7) of whom must be faculty.   A simple majority of those present carries a motion.   For example, with a quorum of nine (9), five (5) must vote "yes" or "no".    For dismissal, a minimum of nine (9) voting faculty members must be present, and a simple majority of those present and eligible to vote carries a motion.  Abstentions may prevent a motion from carrying, and in effect delay an action from being taken.  The "yes" and "no" votes will be counted through a show of hands.

2. Voting

The ex officio members participate in all Committee business and do not vote.  The Senior Vice Dean for Education along with administrative faculty and staff present recommendations to the Committee for any remedial actions or other options for the students. The administrative staff in the Office of Student Affairs is responsible for scheduling meetings, preparing the agendas, writing the minutes, and maintaining files on all Committee actions.

The student members participate in all Committee discussions. Student members vote on matters of remedial work, probationary status, promotion, postponement of graduation, Committee guidelines, and ad hoc issues that arise for consideration.  Student members do not have voting privileges on matters dealing directly with dismissal.  The Chair, in consultation with the Committee, will make the determination with respect to whether or not a matter that is presented for a vote falls into the category of dismissal. 

3.  Chairman's Voting Prerogatives and Right to Make Executive Decisions

The Chair has the right to vote with the Committee on any issue. When a vote has been taken and the Chair's vote would make or break a tie, the Chair can vote yes or no.  When the Chair's vote in the negative will make a tie, she/he may vote and thus defeat the motion. 

4.  Recusal

Students who are scheduled to appear before the Student Standards Committee may ask student or faculty members to excuse themselves from the proceedings.  The committee member may accede to or refuse the request.  The Chair or the Associate Dean of Student Affairs will serve as an intermediary in this process.

If a student has requested that a faculty or student member excuse himself or herself from the proceedings, and if the member refuses to do so, the student may appeal to the Chair if the student

believes that the committee member’s participation constitutes a conflict of interest.  The Chair will make a decision regarding the existence of a conflict of interest and may require the committee member to excuse himself or herself from the proceedings. If the Chair finds no conflict, the student may petition the Student Standards Committee through the Chair to consider and vote on the question of whether or not the committee member should be recused from the proceedings.

Committee members must recuse themselves from presentation of record, discussion and from voting if they believe their participation constitutes a conflict of interest or duality of interest

5.  Executive Committee

To allow for the proper management of students who are not making satisfactory progress or require remediation plans, the mechanism for determining courses of action are as follows:

The Chair may convene an Executive Committee to gather information and develop recommendations for the appropriate course of action.  The Executive Committee members include the Committee Chair, the Senior Vice Dean for Education, the Associate Dean for Student Affairs, the Associate Dean for Curriculum,, and appropriate administrative support in the Office of Student Affairs. In addition, input may be sought from the Student Performance Monitoring Committee to develop remediation plans. That committee may confer with block or clerkship directors for further input.

 In situations in which it is not possible to convene an Executive Committee (such as over the summer or when a decision needs to be made within a brief period of time because of implications for upcoming course work), the Chair, in consultation with the Senior Vice Dean and the Associate Dean for Student Affairs and the Associate Dean for Curriculum, may make an executive decision on the course of action to be taken. 

The action recommended by the Exec Committee or by executive decision of the Chair will be implemented. The Chair may defer a decision until the full committee can be convened.

6.  Conduct of Committee

The following describe some, but not all, principles which should be adhered during all committee meeting:

Committee members must respect each other.

Appendix A.  Perelman School of Medicine Honor Code

All students who matriculate in the Perelman School of Medicine are required to sign and abide by the following Honor Code.

Academic Honor Code for the

University of Pennsylvania Perelman School of Medicine*

I will conduct myself in the highest standards of honesty and integrity in the classroom and in my clinical work as defined below:

I will neither give nor receive aid in examinations or assignments unless expressly permitted by the instructor.

I will report accurately all data regarding history and physical findings, laboratory results, and other information relevant to patient care.

Any research I conduct will be done in an unbiased manner, with results reported truthfully and with credit given for ideas developed and work done by others.

I will not engage in any forms of plagiarism in any manuscript, presentation, or course paper. I understand that plagiarism involves using the exact language of someone else without the use of quotation marks and without giving proper credit to the author, presenting the sequence of ideas or arranging the material of someone else, even though such is expressed in my own words, without giving appropriate acknowledgement, or submitting a document written by someone else but representing it as my own.

I understand that I may be brought before the Student Standards Committee if I violate this honor code.

*Derived from a number of sources including the University of California- San Francisco, Perelman School of Medicine, and Purdue University.


Appendix B: Dismissal Process

diagram of dismissal proces

 

 


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