Guidelines for Promotion, Suspension, Dismissal, and Withdrawal

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IUSM-PO-EDU-EMR-0004

Full Policy Contents

LCME Standards
Scope
Policy Statement
Reason for Policy
Definitions and Procedures
Sanctions

ADDITIONAL DETAILS
Additional Contacts
Forms
Related Information
History

Effective: 7/18/2016
Last Updated: 05/15/2019

Responsible University Office:
Dr. Jay Hess, Dean, Indiana University School of Medicine

Responsible University Administrator
Dr. Marti Reeser, Assistant Dean, IU School of Medicine

Policy Contact:
Dr. Emily Machogu, Chair, IU School of Medicine Student Promotions Committee

RESPONSIBLE Assistant dean for academic records and promotion, Medical Student Education
ACCOUNTABLE Dean, IUSM
SUPPORT Senior associate dean, Medical Student Education
CONSULT Deputy general counsel, Educational Policy Subcommittee
INFORM Educational policy subcommittee, IUSM website

LCME Standards

9.9 Student Advancement and Appeal Process
12.2 Tuition Refund Policy


Scope

This policy applies to all students enrolled in the courses, clerkships, or electives necessary to complete the requirements for the doctor of medicine degree in the IU School of Medicine. These standards may also be applied when a student is on an approved leave of absence.


Policy Statement

Promotion and Dismissal

The faculty of the IU School of Medicine has the responsibility for recommending students for promotion or dismissal. This responsibility is administered through the Student Promotions Committee (SPC), a standing committee that represents the faculty at large.

Withdrawal

A student may withdraw at any time for a variety of reasons. The request to withdraw is normally initiated by the student. Requests for withdrawal must be presented in writing to the senior associate dean for medical student education. If the student is not in good standing, the opportunity to withdraw must follow procedures outlined by the School’s SPC. Withdrawal is a permanent and irreversible decision.

Suspension

The faculty reserves the right to recommend to the senior associate dean for medical student education an administrative suspension of any student whose conduct, health or academic performance would be judged to render the student unfit for the practice of medicine or continued matriculation at IUSM. Terms of the suspension will be determined by the senior associate dean for medical student eduation. Suspended students will be referred to SPC for a progress hearing or discussion.


Reason for Policy

This policy is intended to provide guidelines for faculty and administrators on procedures that should be used in determining the status of students relevant to student enrollment status through the curriculum.

SPC is appointed by the dean to monitor all medical students’ academic and professional standards as determined by the faculty. SPC reviews academic performance after each grading period and upon receipt of scores on all required national/departmental exams and determines each student’s academic standing. The dean may request the committee to review any issue pertaining to a student’s evaluation and/or performance. Students in good standing who have passing grades and evaluation reports automatically advance to the next unit of instruction. Each year the committee endorses the graduation of all students who have successfully completed all graduation requirements.

All participants of either SPC or the Appeals Committee are required to sign a “Conflict of Interest and Confidentiality Statement.” See appendix for copy of this document.


Approval

Curriculum Council Steering Committee 05/14/2019


Procedures

  1. Satisfactory academic progress: Students are expected to complete their medical school training within the following guidelines. Failure to do so will result in a review by the SPC for possible dismissal.
    1. Students not participating in an approved combined degree program or other approved graduate study or research leave must complete graduation requirements within six years of matriculation.
    2. Students may not take more than a total of 18 months of leave of absence and must graduate within six years of matriculation. Approved research and graduate study leaves of absence do not count towards this 18-month maximum.
    3. Students who takes a leave of absence must meet all agreed-upon terms of the approved leave.
    4. Students must take all appropriate school and national examinations by the dates set by the school.
    5. Students must meet the terms of all isolated-deficiency remediations.
    6. Students must meet the terms of a corrective action plan as outlined by the school’s Competency Committee.
    7. Students must meet the terms of extended plan agreements as outlined by Medical Student Education.
  2. Good standing: Students in good standing:
    1. Have met the committee’s guidelines for satisfactory academic progress
    2. Do not have a current academic deficiency that would cause the committee to place them on academic monitoring or academic probation (see section 3 and section 4).

      Students in good standing automatically advance to the next unit of instruction. Students not in good standing may be administratively removed from their next unit of academic instruction at the discretion of the School’s educational affairs leadership team. Students will be referred to the SPC to determine at what point they may continue their training or further action including remediation, academic monitoring, academic probation, or recommendation for dismissal.

      NOTE: Students who fail a second course prior to the end of the completion of either Phase 1, Year 1 or Phase 1, Year 2 will automatically be removed from the remainder of their courses once the second failing grade is official and any grade appeals fully reviewed. These students will then meet with the Committee to petition for an opportunity to repeat the failed academic year.

      Students who are not currently in good standing who earn another academic deficiency may be required to meet with SPC to determine at what point they may continue their training or further action including remediation, academic probation, or recommendation for dismissal. If the additional academic deficiency is a second failure on any of the required USMLE exams (Step 1, Step 2 CK, or Step 2 CS) or a combined failure of Step 2 CK and Step 2 CS, students may be asked to submit a remediation plan to be reviewed by SPC to determine if an appearance is required. Failure to follow the submitted remediation plan may require students to appear at a future SPC meeting.

  3. Academic Monitoring: After review by the committee, students may be academically monitored for any of the following deficiencies:
    1. failing a course, clerkship, or elective;
    2. failing a required national examination;
    3. failing a required school examination;
    4. receiving an isolated deficiency grade (see section 5);
    5. receiving multiple areas of concern (see section 6);
    6. failing to maintain satisfactory academic progress (see section 1).

    Students who are currently being academically monitored and subsequently have an additional deficiency will be reviewed by the committee for further action, and may be asked to meet with the committee. If the additional deficiency includes a course, clerkship, or elective failure, they will be required to meet with the committee.

  4. Academic Probation — after review by the committee, students who are currently being academically monitored or have been academically monitored previously may be placed on probation for any of the following academic deficiencies:
    1. failing an additional course, clerkship, or elective;
    2. failing an additional required national examination;
    3. failing a required school examination;
    4. receiving an additional isolated deficiency grade (see section 5);
    5. receiving multiple area of concern (see section 6);
    6. failing to maintain acceptable academic standard, ethics, or professional behavior;*
      *Students who fails to maintain acceptable academic standard, ethics, or professional behavior can be placed on academic probation without already being on academic monitoring.

    When a student is placed on academic probation and has had prior academic deficiencies (remediated or not), the Committee may ask the student to appear for a progress hearing. Students who meet with the Committee may be allowed to continue their training, be required to complete additional remediation prior to returning to their training and/or face a recommendation for dismissal.

    NOTE: Students should be expected to complete Phase 1 (Year1 1 and 2) in no longer than three years. This includes students who are repeating a year due to an approved leave of absence as well as students repeating a year based on the approval of SPC.

  5. Isolated Deficiency — A student may be placed on academic monitoring if he/she receives an isolated deficiency in a course, clerkship or elective after the student’s academic record is reviewed by SPC. When this occurs, the committee will assign a specific isolated-deficiency remediation (see section 7 for remediation options). If the isolated deficiency includes a failure to maintain acceptable academic standards, ethics, or professional behavior, the student may also be placed on academic probation or recommended for dismissal.
  6. Multiple Area of Concerns — Students who fail to meet the School’s Competency Committee standards will be reviewed by the SPC if the student receives multiple Areas of Concern. See Areas of Concern policy for when SPC will be asked to review the student’s failure to meet competency standards. Remediation options or changes in academic standing will be determined after SPC reviews the student’s academic progress or after the student appears for a progress hearing.

    If the multiple Areas of Concern include a failure to maintain acceptable academic standards, ethics, or professional behavior, the student may also be placed on academic probation or recommended for dismissal.
  7. Remediation — The committee will require one of the following options for a student to be removed from academic monitoring or academic probation and returned to good standing.
    1. repeating a course, clerkship, or elective with a passing grade;
    2. successfully completing required course, clerkship, or elective remediation;
    3. repeating the entire year/phase with passing grades;
    4. successfully completing required competency remediation;
    5. successfully passing required school or national examination;
    6. successfully completing corrective action plan as determined by the School’s Competency Committee;
  8. Removal of Academic Monitoring – All students who successfully remediate will be administratively removed from academic monitoring and reinstated to good standing between regularly scheduled meetings of SPC. Such actions will be acknowledged at a subsequent meeting.
  9. Removal of Academic Probation
    Administrative Action — A student may be removed administratively from academic probation and reinstated to good standing between regularly scheduled meetings of SPC. Such actions will be acknowledged at a subsequent meeting. This procedure does not apply to students who previously appeared before the committee regarding a specific academic deficiency; such students must be reviewed by the committee again as described in “committee action” below.

    Committee Action — The committee must review the academic record of any student who has appeared before the committee related to his/her academic deficiency to ensure he/she has met the required remediation and to determine if the student can be removed from academic probation and reinstated to good standing.
  10. Suspension by Committee — When placing a student on academic probation or recommending them for dismissal, SPC may suspend a student from participating in any activities with the School for failure to meet acceptable academic standards, ethics, professional behavior, or satisfactory academic progress. A student can appeal the suspension through either the “Reconsideration” (see section 12) or “Appeals” (see section 13) processes.
  11. Dismissal — A student may be recommended for dismissal from IUSM for any of the following reasons. Any student who meets any of the below criteria will be required to appear before the SPC to discuss why he/she should not be dismissed from school.
    1. Failing two courses in the first and/or second year/phase;
    2. Failing a course, clerkship, elective, or national exam while on academic probation;
    3. Failing two clerkships and/or electives during current academic year;
    4. Failing a national exam two times;
    5. Receiving any isolated deficiency or being noted for additional area of concern (see section 5 and section 6) when currently on academic probation.
    6. Being cited for lack of acceptable academic standards, ethics, or professional behavior;
    7. Failure to make satisfactory academic progress towards the completion of his/her degree.

    A student may be recommended by SPC or the Appeals Committee for dismissal for any of the above reasons. A decision to recommend academic dismissal will prevent the student from continuing to attend any new course, clerkship, or elective unless SPC or the Appeals Committee determines otherwise. A recommendation for dismissal may occur with or without the student previously being placed on academic monitoring or academic probation.

  12. Reconsideration — A student may request a reconsideration before the SPC after receiving a recommendation for dismissal by SPC. The student’s request for reconsideration must be received, in writing, by the Chair of the Committee within twenty-one (21) calendar days of the date of the action. A student’s request for reconsideration must provide new information not previously communicated to the Committee.

    If the student does not request reconsideration, the recommendation is forwarded to the Dean for final review. The Dean’s decision is final and may not be appealed. See section 14 regarding the option to withdraw.

    If a student requests reconsideration, there are two outcomes:

    1. Reconsideration is granted and the student remains on academic probation and must complete the approved remediation plan;
    2. Reconsideration is denied and the original recommendation for dismissal is upheld.

    If the reconsideration is denied, the student has twenty-one (21) calendar days to request, in writing, an appeal to be heard by the Appeals Committee. This request must be sent to the Chair of the Committee. See section 14 regarding the option to withdraw.

  13. Appeals
    Appeals are heard by the Appeals Committee whose sole purpose and responsibility is to provide a fair and formal review of decisions made by SPC. These faculty members do not participate in regular SPC meetings. The Chair of the SPC participates in the appeal hearings, but does not vote.

    If the student does not request an appeal, the recommendation is forwarded to the Dean for final review. The Dean’s decision is final and may not be appealed. See section 14 regarding the option to withdraw.

    If a student submits an appeal, there are two outcomes:
    1. Appeal is granted and the student remains on academic probation and must complete the approved remediation plan;
    2. Appeal is denied and the recommendation for dismissal is forwarded to the Dean. The student has twenty-one (21) calendar days to set a meeting with the Dean to discuss the Committee’s decision with the Dean.
    The Dean’s decision is final and may not be appealed. See section 14 regarding the option to withdraw.
  14. Withdrawal – A student who has been recommended for dismissal by the Student Promotions Committee may request to withdraw from the school at any point prior to the dean’s final decision. A student’s request to withdraw after the committee has initially recommended dismissal may be granted by the committee chair. A student’s request to withdraw after the committee upholds its original recommendation for dismissal must be granted by the dean. The dean must approve the request to withdraw in cases of ethical or academic misconduct. An approved withdrawal is considered permanent and irreversible.
  15. Representation – A student is encouraged to seek the assistance of an advisor, including legal representation, at any point in the process based on their best interest. The advisor’s role is limited to advising the student, external to any of the formal encounters with IUSM committees or leadership. The advisor cannot attend meetings held by SPC, the Appeals Committee, or with the Dean.

Sanctions

Suspension, dismissal or withdrawal may affect the enrollment status of students.


Additional Contacts

Subject Contact Phone Email
Assistant Dean for Student Affairs Emily Walvoord, M.D. 317-278-2891 ewalvoor@iu.edu

Forms

Leave of Absence; available in Student Handbook


Related Information

Requirements to Graduate Policy
Areas of Concern Policy
Leave of Absence Policy
Professional Conduct Policy
Academic Dishonesty Policy


History

Revised and approved by the SPC: July 18, 2016
Website content transferred into policy template and approved by CCSC January 23, 2017.
Revised and approved by the Student Promotions Committee: January 23, 2017.
Additional clarification of outcomes of multiple academic deficiencies added by SPC.
Updated “Additional Contacts” section.
Revised and approved by the Student Promotions Committee: December 18, 2017.
Approved by CCSC January 9, 2018.
Revised and approved procedure for good standing by the Student Promotions Committee February 19, 2018.
Edited “Related Information” with current name for Academic Misconduct Policy 05/22/2018.
Approved by CCSC June 14, 2018.
Revised and approved by Student Promotions Committee 04/29/2019.
Endorsed by CCSC 05/14/2019.