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Evaluation and Promotion Policies and Procedures

Evaluation and Promotion

All students are evaluated by the faculty on the basis of their academic performance, as well as their capacity to assume responsibility for care of patients.

Each course in the curriculum is graded either Pass or Fail. Grading will not be on a curve, but according to criteria set by the departments of instruction. Students will receive written performance descriptions for most courses which will include, in so far as possible, information on the students' fund of knowledge, critical thinking and communication skills.

In addition to the Pass/Fail evaluation, truly exemplary performance by a student in a course may be cited by a faculty Letter of Distinction. Such letters will not be indicated on the official transcript, but may be cited the Dean's Letter written on behalf of a medical student during the internship and residency application process in the senior year. A failed midterm or final examination may be retaken by permission of the Progress/Promotion Committee and the Course Chair. A "Fail" performance must be made up by repeating the course, by special examination, or by remedial work, at the discretion of the course chairman and the Promotion Committee. In the case of a "Fail" grade, the satisfactory re-evaluation will appear on the transcript with a designation that the course was repeated (P*). The designation of Incomplete ("Inc") is used only when the student has not completed the course in question. It presumes circumstances of extenuation and/or mitigation which make him or her unable to finish the course (e.g., illness, unavoidable absence). It is not to be used as a qualified pass or fail and is to be viewed as a nonprejudicial entry on the student's record. The means by which the course is to be completed shall be determined by the course instructor following discussion with the student. An "Inc." not removed by the end of the academic year in which the course commenced will be converted to a "Fail". Exceptions due to serious, protracted illness or other extenuating circumstances may be granted by the Associate Dean for Student Affairs prior to the end of the academic year in which the Incomplete record should have been reconciled. Informal resolution of grading disputes between students and instructors is encouraged. addition to the Pass/Fail evaluation, truly exemplary performance by a student in a course may be cited by a faculty Letter of Distinction. Such letters will not be indicated on the official transcript, but may be cited the Dean's Letter written on behalf of a medical student during the internship and residency application process in the senior year. A failed midterm or final examination may be retaken by permission of the Progress/Promotion Committee and the Course Chair. A "Fail" performance must be made up by repeating the course, by special examination, or by remedial work, at the discretion of the course chairman and the Promotion Committee. In the case of a "Fail" grade, the satisfactory re-evaluation will appear on the transcript with a designation that the course was repeated (P*). The designation of Incomplete ("Inc") is used only when the student has not completed the course in question. It presumes circumstances of extenuation and/or mitigation which make him or her unable to finish the course (e.g., illness, unavoidable absence). It is not to be used as a qualified pass or fail and is to be viewed as a nonprejudicial entry on the student's record. The means by which the course is to be completed shall be determined by the course instructor following discussion with the student. An "Inc." not removed by the end of the academic year in which the course commenced will be converted to a "Fail". Exceptions due to serious, protracted illness or other extenuating circumstances may be granted by the Associate Dean for Student Affairs prior to the end of the academic year in which the Incomplete record should have been reconciled. Informal resolution of grading disputes between students and instructors is encouraged.

Students who believe, however, that a grade has been assigned by criteria not directly related to performance in the course, including personal bias or discrimination on the basis of race, sex, or handicap not pertaining to academic performance, may submit a written statement of appeal to the Associate Dean for Student Affairs, The David Geffen School of Medicine at UCLA, Los Angeles, California, 90095-1720, describing in detail the specific reasons for the complaint, including all relevant information. Such statement should be signed by the person against whom the alleged misevaluation occurred and shall be submitted no later than 20 calendar days after the grade was mailed to the student. The Associate Dean for Student Affairs may, in his sole discretion, extend the submission time for a maximum of 15 additional calendar days for good cause shown. The appeal shall be heard, if practical, at the next Student Affairs Dean's Committee meeting, but in any event no later than 30 calendar days after the date the written notice of appeal is received. The student and the instructor or course chairman involved shall be notified of the date, time, and place in advance of the meeting, which they will be invited to attend, to present relevant information. A decision will be rendered by the Student Affairs Deans' Committee and communicated to the student and instructor or course chairman in writing within 90 calendar days after the date the Committee has completed its investigation into the matter.

This procedure implements the provisions of Regulation A-306(A) of the Los Angeles Division Academic Senate Manual. In addition to the remedy provided here, students who believe that a grade has been assigned by criteria not directly reflective of performance in a course may appeal by bringing charges against the instructor. The detailed process is presented in Appendix XII of the Manual of the Los Angeles Division of the Academic Senate. If an instructor is determined to have violated a provision of the Faculty Code of Conduct by the Senate Committee on Privilege and Tenure, and such violation involved the inappropriate assignment of a grade, then, in that event, the Senate Committee on Privilege and Tenure shall so advise the Student Affairs Deans' Committee. Within two weeks thereafter, the Student Affairs Deans' Committee shall determine whether the grade shall be changed. In order to protect the student, the grade shall be changed, if warranted, within four weeks following the determination by the Student Affairs Deans' Committee. No student will be advanced from one academic year to the next unless he or she is in good academic standing. It should be stressed, however, that it is the prerogative of the Promotion Committee to recommend remedial work for students whose overall performance seems unacceptably weak to the majority of the Promotion Committee members. Thus, status in any academic year presumes the successful completion of all work in the previous year. When a student is required to repeat the first or second year, an unsatisfactory performance in any repeated course will be sufficient cause for consideration of dismissal from medical school. Advancement from one year to the next will be determined by the Promotion Committee, based on performance in course work, performance on United States Medical Licensing Examinations and subjective factors indicating not only the student's mastery of academic material, but further demonstration of a professional attitude and the ability to assume responsibility for patient care.

Unsatisfactory or failing performance(s) should be communicated in writing to the Office of Student Affairs by the appropriate course chairman at the earliest possible time. Instructors and the Associate Dean for Student Affairs are to work closely with the students to institute remedial measures. It is the function of the Office of Student Affairs to determine whether academic problems are related to financial or other personal problems and to assist the student in every way possible.

The David Geffen School of Medicine at UCLA has a strong retention program. In addition to the above mentioned assistance, there is an Office of Student Support Services which focuses on individual student performance(s) in the medical curriculum. The functions of the Office of Student Support Services, as detailed earlier in the Handbook are as follows: "Attempts are made to identify, analyze, and solve educational difficulties as early as possible. Resources within the University, Medical School, and individual departments are developed to relieve specific problems. Services offered include study skills consultation, counseling, review classes, and tutoring. Every effort is made to meet the particular needs of all students regardless of the nature of the problem. The goal is toward maximum retention of these highly selected students from admission through graduation."     

Handling of Students' Unsatisfactory Performance

A separate Promotion Committee consisting of the respective course chairs for that year's curriculum is convened for each of the Medical School classes at the end of the academic year. If needed, a special Promotion Committee meeting may be convened at any time. It is the responsibility of the Promotion Committees to determine whether each student has progressed satisfactorily in all academic and clinical work. Recommendations by the Promotion Committees are made to the Faculty Executive Committee (FEC) regarding promotion or other course of action. All Promotion Committees' recommendations are reviewed by, and are subject to approval by, the Faculty Executive Committee. separate Promotion Committee consisting of the respective course chairs for that year's curriculum is convened for each of the Medical School classes at the end of the academic year. If needed, a special Promotion Committee meeting may be convened at any time. It is the responsibility of the Promotion Committees to determine whether each student has progressed satisfactorily in all academic and clinical work. Recommendations by the Promotion Committees are made to the Faculty Executive Committee (FEC) regarding promotion or other course of action. All Promotion Committees' recommendations are reviewed by, and are subject to approval by, the Faculty Executive Committee.

Alternate courses of action to promotion of a student can be:

  • repeating courses in which unsatisfactory performance was attained
  • repeating all courses of the year
  • a definite period of leave
  • dismissal

The following have been established as necessary steps in the procedure for considering repetition of a year of study or dismissal of a student for unsatisfactory academic performance or inadequate patient care performance. The student is informed that his/her academic standing is in question and is asked to meet with the Associate Dean for Student Affairs. The student is then notified of the time and place of the appropriate Promotion Committee meeting and is invited to present his/her case prior to the Committee's deliberations as well as to be available subsequently for questions from the Committee.

As soon as practical after the Committee meeting, the student is informed verbally of the recommendation and written notification is subsequently sent. The student is allowed to inspect all of the material in his or her file related to academic performance and evaluation in accordance with the Family Educational Rights and Privacy Act, and may read that portion of the minutes of the Committee responsible for the recommendation which pertains to him/her.

To appeal a recommendation of the Promotion Committee regarding a student, such student shall submit a written statement describing the specific reasons for appeal, including any special or mitigating circumstances which he/she feels should be considered, and any other relevant information. Such statement should be signed by the student and submitted to the Office of Student Affairs, The David Geffen School of Medicine at UCLA, Los Angeles, California 90095-1720. Such statement shall be submitted no later than 15 calendar days after the Promotion Committee's recommendation is made known in writing to the student. 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, sex, or handicap, or (3) specific mitigating circumstances contributing to the student's performance. An alleged error in academic judgment or evaluation will not be considered an appropriate basis for appeal. The appeal will be heard, if practical, at the next monthly meeting of the FEC, but in any event no later than the second regularly scheduled monthly meeting of the FEC after the date the written notice of appeal is submitted. The student will be notified of the time, place and date in advance of the meeting at which the appeal will be considered. The student is entitled to bring a representative to the meeting to support his/her presentation. A decision will be rendered by the FEC and communicated to the student in writing within 15 calendar days after the date the appeal is heard.

In the event of an adverse determination, the student has the option of final appeal to the Dean of the David Geffen School of Medicine at UCLA. Such an appeal will be in writing and will include a copy of the original grievance and all pertinent materials to date, such as a copy of the written notice of the FEC's decision, plus a signed statement by the student explaining the reason(s) he/she is appealing the decision. Such statement shall be submitted to the Dean, The David Geffen School of Medicine at UCLA, Los Angeles, California, 90095-1722, no later than 15 calendar days after the student is notified of the FEC's decision. The student will be notified within 45 calendar days of the Dean's final decision.