Assessment & Promotion

The Doctor of Medicine degree is conferred on students who successfully complete all requirements for graduation including academic and non-cognitive areas of assessment. Student evaluations are based on academic performance in the basic sciences and clinical coursework and on faculty's observation of student behavior and conduct. All students are required to pass the United States Medical Licensing Examinations Steps 1 and 2.

Minimum Academic & Technical Standards, Personal Attributes & Capabilities Essential for Admission & Matriculation

Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. Section 794) prohibits a recipient of federal financial assistance from denying benefits to an "otherwise qualified" handicapped person solely because of his or her handicap. Wright State University is a recipient of federal financial assistance and also, on principle, opposes discrimination. No qualified handicapped person shall be excluded from participation, admission, matriculation, or denied benefits or subjected to discrimination solely by reason of his or her handicap. Pursuant to federal regulations for post secondary education institutions, a handicapped person can be required to meet the institution's "academic and technical standards". The Admissions Committee does not discriminate against qualified handicapped individuals but will expect applicants and students to meet certain minimum technical standards. In carrying out its function, the committee will be guided by the academic and technical standards set forth in this document.

The holder of a M.D. degree must have the knowledge and skills to function in a broad variety of clinical situations and to render a wide spectrum of patient care. In order to carry out the activities described below, candidates for the M.D. degree must be able to consistently, quickly, and accurately integrate all information received and they must have the ability to learn, integrate, analyze, and synthesize data.

Candidates for the M.D. degree must have the abilities and skills of four varieties including:

1. intellectual, conceptual, integrative, and quantitative abilities;
   
2. attitudinal, behavioral, interpersonal, and emotional attributes;
   
3. communication; and
   
4. visual, auditory, tactile, and motor competencies.

Technological compensation can be made for handicaps in some of these areas but a candidate must be able to perform in a reasonably independent manner.

The following standards describe the academic abilities and non-academic qualifications considered essential for successful completion of the curriculum.

Intellectual, Conceptual, Integrative, and Quantitative Abilities
Applicants and students must be able to memorize, reason, perform scientific measurements and calculations, comprehend three dimensional and spatial relationships, and analyze and synthesize information from a variety of sources. Ultimately, they must be able to solve difficult problems and make diagnostic and therapeutic decisions.

Attitudinal, Behavioral, Interpersonal, and Emotional Attributes
Applicants and students must be able demonstrate the exercise of good judgment, the prompt completion of all responsibilities necessary for the diagnosis and care of patients, and the development of mature, compassionate and effective relationships with patients, families and colleagues. They must be able to display emotional health in spite of stressful work, changing environments, and clinical uncertainties. Applicants and students must be able to accept and modify behavior in response to constructive criticism. They must be open to examining personal attitudes, perceptions, and stereotypes that may negatively affect patient care and professional relationships.

Communication
Applicants and students must be able to speak, hear, and observe patients in order to elicit information, examine patients, describe changes in mood, activity and posture and perceive non-verbal communication such as interpretation of facial expressions, affects, and body language. They must be able to communicate effectively with patients, their families, and other members of the health care team.

Visual, Auditory, Tactile, and Motor Competencies
Applicants and students must possess sufficient visual, auditory, tactile and motor abilities to be able to gather data from written and illustrated reference material, oral presentations, and demonstrations and experiments by observing a patient in his/her environment, by observing clinical procedures performed by others, by reading digital and analog representations of physiologic phenomena, and by performing a basic physical examination of a patient.

Wright State University School of Medicine will attempt to develop creative ways of opening its curriculum to competitive, qualified handicapped individuals. In doing so, however, the school must maintain the integrity of its curriculum and preserve those elements deemed essential to the education of physicians. The school cannot compromise the health and safety of patients. It is inevitable that adherence to minimum requirements will disqualify some applicants and students, including some who are handicapped. Exclusion of such an individual, however, does not constitute unlawful discrimination. The Rehabilitation Act of 1973 prohibits discrimination against an "otherwise qualified" handicapped person. Applicants or students who are unable to meet the minimum academic and technical standards are not qualified for the practice of medicine. The school's Admissions Committee grants admission or conditional acceptances to applicants pending consideration of their abilities to meet these requirements and any accommodations that may be needed. The dean of medicine and associate deans will review applicants' needs for accommodation. Should applicants be unable to meet these requirements without reasonable accommodations, the school will rescind its offer of acceptance. This decision may not be appealed. The school reserves the right, in its sole discretion, to amend, replace, and/or terminate this policy at any time.

Criminal Background Checks

The Association of American Medical Colleges has recommended that all medical schools conduct criminal background checks (CBCs) on applicants accepted to medical school. Boonshoft School of Medicine began to comply with that recommendation starting with the entering class of 2011. There is an office on campus at Wright State that can conduct the CBC at minimal cost to each student. Admitted students may wait until Orientation Week or stop by the campus office in the summer prior to Convocation to complete the five-minute procedure. Students will need to bring their driver's licenses. The cost is included with tuition and fees. The reports are reviewed by the Associate Dean for Student Affairs and Admissions.

In cases where a conviction is noted in the criminal record or a conviction appears that was not disclosed by the student in the admissions application materials, the student will have an opportunity to provide an explanation and/or documentation. After review, the Associate Dean for Student Affairs and Admissions may convene an ad hoc committee to determine the appropriate action to be taken by the school. Actions could include withdrawal of admission.

Third Year Students

Students will need to complete a second CBC before the start of the first clerkship. The actual process is done on campus and will take approximately five to ten minutes per student. The cost is included in fees for the upcoming year. CBCs will take place in the Education Resource Center, 116 Allyn Hall. Hours are Monday–Thursday, 8 a.m. to 5 p.m., and Friday 9 a.m. to 4 p.m. Please bring a photo I.D.

Students may do this any time between June 15 and the end of July. However, students may want to take care of this before ICM II begins in mid-July as schedules will be quite busy. Since it takes five to ten minutes per student, students might want to call ahead and ask if there is a long wait. Students will not be able to reserve a time. The number is 775-2878.

The reports will come to the Associate Dean for Student Affairs and Admissions and he/she will evaluate the results. If there is a serious problem, an ad hoc committee will be convened to review the results and make recommendations.

The Grading System

All core (non-elective) courses are evaluated using a grade of Pass or Fail and a final percent score. Grades for Biennium I electives are reported as Pass or Fail with no percent score. Grades for Biennium II electives are reported as Honors, Pass, or Fail with no percent score. Faculty may include narrative comments with year 3 & 4 clerkship/electives grades. Narrative comments are part of the student evaluation and included in the student record.

The following abbreviations are used:

P = Pass. The student has successfully completed the course.

H = Honors. The student has performed exceptionally well in a Year 4 elective.

R = Remediation. The student has remediated the course. Remediation is a temporary grade, indicating that the student has not met the course objectives, but might meet them with additional effort during the remediation period established by the course director. Failure to meet the objectives within this period results in a final grade of F. Satisfactory improvement that fulfills the course objectives results in a change to "Pass" and a minimum passing percentage of 70%.

F = Fail. The student has failed the course. He/she has not met the course objectives, and successful remediation is not academically feasible.

I = Incomplete. The student has not completed the course. Incomplete is temporarily assigned if the student files a request for additional time to complete the work and the course director approves the request. The student must sign a contract specifying the work to be completed and a completion date within the academic year. In special circumstances, extensions may be granted. Course work not completed in the approved time frame results in a grade of F.

WP = Withdrew Passing. The student withdrew after being enrolled for more than 2/3 of the course with an average of 70% or greater.

WF = Withdrew Failing. The student withdrew after being enrolled for more than 2/3 of the course with an average of less than 70%.

Grades and narrative evaluations are submitted to the Office of Student Affairs and are placed in each student's academic file. Class rank is determined by weighting the final percent score by the number of credit hours for each course.

Transcripts include a Pass/Fail grade and a quintile designation (first, second, third, fourth, or fifth) for each course.

Appeal of a Course Grade and/or Written Evaluation

Appeal to the Course/Clerkship Director

The first level of appeal of a course grade and/or written evaluation is to the course/clerkship or elective director. The appeal must be submitted and received within 60 days of the grade distribution. If the course/clerkship director determines that there is reason to change the grade or written evaluation, he/she will inform the Office of Student Affairs of the change. If the course/clerkship director does not believe there is sufficient reason to change the grade/written evaluation, he/she will inform the student in writing that the grade/written evaluation stands.

Final Appeal of a Course Grade and/or Written Evaluation

In Biennium 1, a student may appeal the decision of a course director to the Associate Dean for Academic Affairs. In Biennium 2, a student may appeal the decision of a clerkship director to the department chair. The student is given seven business days from receipt of the letter to submit a written notification of appeal. The associate dean/department chair may hear the appeal or appoint an ad hoc faculty committee to act in his/her place.

After reviewing all relevant documents, and the student's testimony and petition, the associate dean/chair will notify the student of his/her decision. The decision is final.

Grounds for appeal include: mathematical or clerical errors; arbitrariness, including discrimination based on race, gender, religion, age, physical handicap, sexual orientation, national origin; and personal malice.

Delay of Examinations, Coursework & Clinical Responsibilities

Biennium I

Students are expected to take all examinations and complete required coursework on the scheduled dates. A student who cannot take an examination due to illness or exceptional circumstances must present an acceptable excuse to the Associate Dean for Student Affairs. The Office of Student Affairs will promptly notify the course director and the Office of Academic Affairs. An unexcused absence for an exam will result in a grade of zero.

Students with an excused absence should contact the Office of Academic Affairs within 24 hours to arrange a makeup examination. Makeup examinations must be scheduled as soon as possible and at the convenience of the Office of Academic Affairs. Excessive absences will be reviewed and acted on by the Student Promotions Committee (SPC).

In an instance of extended delay, the Associate Dean for Student Affairs will meet with the associate Dean for Academic Affairs to determine if accommodations are possible. Students may be required to take a leave of absence (see: Absences).

Biennium II

A student who cannot take an examination, complete an assignment, or attend a required clinical responsibility because of illness or exceptional circumstances, must present an acceptable excuse to the attending physician or clerkship director. An unexcused absence for an examination or activity could result in a grade of zero or a notation in the written evaluation. If the absence is health-related and exceeds two days, the student should obtain a written statement from his/her physician. Students are required to arrange for a makeup of the missed examination or activity as soon as possible and at the convenience of the attending physician or clerkship director. Each clerkship and elective director determines the number of allowable absences.

In instances of an extended delay, students may be required to drop the remainder of the clerkship or elective and reschedule for a future rotation. Clerkships and electives are rescheduled on the basis of availability.

Requirements for Satisfactory Performance & Advancement

Students must receive a passing grade in all required courses to be eligible for promotion to the subsequent academic year. Generally, students must pass all core third-year clerkships before enrolling in Year 4 electives.

Students must pass the United States Medical Licensing Examination (USMLE) Step 1 to be eligible for promotion to Year 3.

In order to graduate, students must meet all curriculum requirements including passing all courses and clerkships, passing the required number of electives in Bienniums I and II, and passing Steps 1, 2 and 2CS of the United States Medical Licensing Examination.

Students who fail more than 25 percent of the total course credit hours (13 credit hours in Year 1 and 12 credit hours in Year 2) in a Biennium I academic year may petition the SPC to repeat the year. Repeat students are required to retake all courses regardless of the original grade received. Failure to petition the SPC for a repeat year will result in a recommendation for dismissal. If a student fails a course during a repeat year, he or she will be dismissed. (There is no make up opportunity for a failed course during a repeat year.)

Students who fail less than 25 percent of the total course credit hours in a given Biennium I academic year may repeat the failed course(s) at the conclusion of the academic year. Repeat courses may be taken at WSU School of Medicine or, if available, at an LCME accredited medical school summer program. The Associate Dean for Student Affairs must approve enrollment in external courses. All repeated courses must be passed to be eligible for promotion to the subsequent academic year.

The SPC may require a student to repeat an academic year if, in its judgment, the combination of remediated and failed credit hours suggests an overall weak knowledge base that can best be addressed by repeating the year.

Students must successfully complete Biennium I course requirements within three years as enrolled students. Failure to do so may result in a recommendation for dismissal to the Dean by the SPC.

Students failing two clerkships or electives in a Biennium II academic year may petition the SPC to repeat the year. Generally, students are required to repeat all requirements of the academic year. Failure to petition the SPC for a repeat year will result in a recommendation for dismissal.

Students repeating a year in Biennium II are recommended for dismissal if they remediate more than 25 percent of the total credit hours or fail any clerkship or elective in the repeat year.

Completion of the USMLE Step 1

Students register for the computer-based USMLE Step 1 in October of Year 2. Opportunities to take the examination begin in May.

Students are required to take the USMLE Step 1 exam within five weeks of completing all Year 2 requirements (except ICM II) and must pass Step I before starting third year clerkships. It is important to schedule the exam within this five-week period to allow adequate time for the student to receive a score prior to the first clerkships which begin around August 1. Students who fail Step 1 or do not take it within the five-week period after completion of Year 2 may begin clerkships only after passing the exam.

Students who fail Step 1 should meet with the Associate Dean for Student Affairs or the Associate Dean for Academic Affairs. Students must pass Step 1 within 15 months of first taking the examination. Students are allowed four attempts within the 15-month period. Failure to pass Step 1 within 15 months or after four attempts will result in a recommendation for dismissal by the SPC to the Dean.

Completion of the USMLE Step 2

Students must pass the USMLE Step 2 Clinical Knowledge and Clinical Skills exams before graduation. The one-day computer-based Clinical Knowledge test is available for scheduling in August, at the beginning of Year 4. Students are strongly encouraged to take the exam by the end of October.

USMLE Step 2 must be passed within two years of completing Year 4 course requirements. Failure to pass within the designated time period will result in a recommendation for dismissal to the Dean by the SPC.

The Student Promotions Committee may prescribe changes in the schedule of any student failing the USMLE Step 2. Changes could include individualized electives that address areas of academic weakness; close supervision by assigned preceptors and counselors; and board review sessions and/or commercial programs.

Student Promotions Committee

The Student Promotions Committee (SPC) is composed of faculty members of the school and two student representatives. The committee determines if each student has progressed satisfactorily in all academic and clinical work. The committee has access to academic files kept in the Office of Student Affairs and may ask for information from course directors, the Associate Dean for Student Affairs, or the individual student in order to arrive at an informed decision. If a student is deficient in academic performance, clinical and technical performance, or professional attitude and behavior, the SPC may decide one or more of the following options:

• Participation in some form of academic/rehabilitative assistance,
  
• Remediation or repeating of a course,
  
• Repeating of a curricular year,
  
• Taking a leave of absence with conditions,
  
• Suspension pending a clinical assessment, or

Should the student fail to meet the requirements within the period designated by the SPC, the committee may recommend dismissal to the Dean.

A student will be notified in advance if the SPC is reviewing a deficiency and considering action. The student has the right to:

• Submit a written statement to the committee through the Associate Dean for Student Affairs, and
  
• Request to appear before the committee.

The Associate Dean for Student Affairs serves on the SPC and functions as a liaison between students and the committee. Questions about procedure or the committee deliberations should be directed to the Associate Dean.

Appeal of a Student Promotions Committee Decision

In decisions other than a recommendation for dismissal, students may appeal a Student Promotion Committee (SPC) decision back to the SPC. A formal appeal may be requested after the student has received notification of the committee decision and consulted with the Associate Dean for Student Affairs.

A written appeal should be submitted to the Associate Dean for Student Affairs within seven working days after the student has received written notification of the SPC decision. The written appeal should describe the specific reasons for the appeal, including any special or mitigating circumstances that he or she feels should be considered, and any other relevant information. An appeal will be considered only if based upon appropriate cause, such as allegations of (1) procedural error, (2) personal bias, including but not limited to allegations of discrimination on the basis of race, gender, religion, national origin, physical handicap, age, or sexual orientation, or (3) previously unreported mitigating circumstances contributing to the student's performance. An alleged error in academic judgment or evaluation is not an appropriate basis for appeal.

If practical, the appeal will be heard at the next meeting of the SPC or not later than the second regularly scheduled monthly meeting of the committee. Students will be notified in advance of the date, time, and place of the meeting. Students may request to appear before the committee and may be accompanied and assisted by a member of the university faculty or staff. The committee's decision is final.

Records & Confidentiality

Under the Family Education Rights and Privacy Act of 1974, students may have access to all items of their file except for those items to which they waive their rights. Others who have access to a student's file are the following:

• The Student Promotions Committee;
  
• The Honor Code Council;
  
• Faculty advisors;
  
• Faculty with legitimate interests (they may access portions of a student's file at the discretion of the Office of Student Affairs and Admissions);
  
• Anyone else with written consent of the student; or
  
• State or federal officials with a subpoena.

Students will be notified of a subpoena on their file. Generally each file contains the following:

• A copy of AMCAS application;
  
• An undergraduate transcript(s);
  
• A School of Medicine transcript;
  
• Written evaluations from instructors, including Year 3 clerkships and Year 4 electives;
  
• Letters of recommendation;
  
• Lists of activities while in the School of Medicine;
  
• Letters specifying actions from the Student Promotions Committee and Honor Code Council; and
  
• The Medical Student Performance Evaluation (Dean's letter).

Students are encouraged to review and update their files, especially during the clinical years. No materials may be removed from the files, and the files are to be examined in the presence of a member of the Office of Student Affairs and Admissions.

Students should review and update the list of activities in their files each year. Student activities, in addition to academic performance, frequently influence opportunities for awards and the content of recommendation letters.

Students who believe a grade, comment, or item in their record is inaccurate, should refer to the previous section "Appeal of a Course Grade and/or Written Evaluation." Students who are not satisfied with the outcome of such discussions, may place a rebuttal letter in their file.