"Conditional" and "Fail" grades are considered deficient grades and are subject to review and action by the appropriate student evaluation committees. Deficient grades in two or more courses in an academic year may subject the student to dismissal or the necessity to repeat an entire academic year.
If a student receives a "Conditional" grade in a clerkship due to failure of an oral or written exam, the student will normally take the make-up examination in the summer following third year. There are usually two exam dates scheduled for each clerkship, one in July and the other in August. In some cases, the student and clerkship course director will set an individual summer date for the remediation (repeat oral or repeat written exam) depending on the department's or student's schedule. Remediation may not be taken at the same time as another clerkship or elective.
Under special circumstances, a student may be permitted to undertake remedial work recommended by the department prior to the annual review of the Grades Committee and the Academic Promotions Committee. However, no deficiency is considered remediated until the Academic Promotions Committee has reviewed and accepted the recommendation of the department. A student may undertake remedial work only during vacations, or when the student does not have any other courses in progress. A minimum of 2 study weeks, with no course work scheduled, is required.
In order to petition to take a make up oral or written exam prior to the end of the academic year, the student must have satisfactorily completed all clinical requirements and performed at a "pass" or higher level clinically in that clerkship. Also, the student must have passed the oral exam (if the written exam is the one failed), or passed the written exam (if the oral exam is the one failed). If the above requirements are met, then the:
- student may submit a written petition to the Office of Student Affairs requesting permission to take the written exam or the oral exam prior to the end of the academic year;
- exam may only be scheduled for a time block when another clerkship/course is not in progress (i.e., vacation periods);
- student's petition must be supported by a letter from the clerkship director, verifying that the student has satisfactorily completed all clinical and other requirements in the clerkship;
- student will be permitted only one clerkship make up exam approval prior to the end of the year — that is, if the student encounters another written or oral exam deficiency, he/she will not be granted permission to attempt a make up exam in the second clerkship;
- students on academic probation are not eligible for this option.
A student has only one opportunity to remove a "Conditional" grade in a given course. Should a student fail this make-up, the student shall be assigned a "Fail" grade and will be required to do remedial work as specified by the Department and as approved by the Grades Committee and/or the Academic Promotions Committee, as appropriate.
Whenever a student satisfactorily remediates a deficient grade through additional work that has been accepted by the Academic Promotions Committee, the "Conditional" or "Fail" grade remains on the official transcript along with the "P" grade reflecting remediation of the deficiency.
Example: Medicine Clerkship C/P Neurology Clerkship F/P
The initial grade evaluation form for the clerkship must be completed with the "Conditional" or "Fail" grade and sent to the Office of the Registrar. The date(s) and conditions for the remediation must be sent in writing to the Office of the Registrar with a copy to the student.
Upon successful remediation, the clerkship course director will complete another clerkship grade evaluation form. The word "Revised" should appear clearly at the top. The clerkship grade evaluation forms are available from the Office of the Registrar.
If a student receives a "Fail" grade in a clerkship (fails a clerkship), the clerkship course director should provide the student a space in the next regularly scheduled rotation after the end of the third year. A "Fail" grade means that the student has failed the course and must complete additional course work to the extent specified by the department.
When the course is repeated, the course will be listed again and the new grade will appear next to the new listing. Courses in which a "Fail" grade has been received may not be repeated until the student has received the written approval of the Third and Fourth Year Grades Committee and the Academic Promotions Committee, following the annual review of the entire class at the end of the third year.
The assignment of students seeking to make up clerkships due to a leave of absence or failure in a clerkship will be based on space availability. Any student in excess of the number designated as the maximum for any clerkship will constitute an overload of that clerkship. The student and the Office of the Registrar will consult with the department to create space in the next available period that does not already have an overload.