SOM Policy for Management of Academic Deficiencies

I. PURPOSE

The purpose of this policy is to provide a framework for consistent action regarding the management of academic deficiencies in the New York Medical College (NYMC) School of Medicine (NYMC SOM). 

II. POLICY

It is the policy of NYMC SOM that any student with an academic deficiency, as defined by the SOM Policy on Student Promotions, is subject to discussion by the Student Academic Success Team (SAST) to identify and provide support for student success and referral to the Student Advancement, Promotion, and Review Committee (SAPRC). The SAPRC will determine the course of action to address those deficiencies and the need for academic action.  Any and all academic deficiencies remain part of a student’s academic record and are included in the student promotion process regardless of whether or not the deficiencies are successfully remediated.  All academic deficiencies must be remediated prior to promotion to the next academic year/phase of the curriculum. The professional judgment of the SAPRC may, as an exception, supersede these guidelines. 

III. SCOPE

This policy applies to the NYMC SOM.

IV. DEFINITIONS 

Academic Deficiencies: failure to satisfactorily complete coursework as described in the SOM Policy on Student Promotions V.I.1.a-c., including CPs.

• CP: Conditional Pass 
• Phase 1: Preclerkship phase of the curriculum
• Phase 2/3: Clerkship phases of the curriculum
• SAST: Student Academic Success Team. Includes Phase Directors, Module Directors or Clerkship Directors, and representatives from the Office of Undergraduate Medical Education, the Office of Student Affairs, the Office of Academic Excellence, and the Office of Student Mental Health and Wellness
• SAPRC: Student Advancement, Promotions, and Review Committee 

V. PROCEDURE         

A. General Remediation Principles

1. If a student requires remediation, the remediation plan will be determined by the relevant Module/Clerkship Director. This plan will be shared at SAST meetings to facilitate student success.  The remediation date(s) will be determined by the relevant Module/Clerkship Director(s) (or NYMC designee) after discussion with the student. This remediation and its successful completion must occur before promotion to a subsequent academic year (or phase) in the program. Such remediation may be required to occur during a time when the academic program is not in session. Potential examples of this include the summer months between the M1 and M2 academic years (for deficiencies involving M1-related courses/modules), school breaks, or in the immediate month following the end of the M2 academic year (for deficiencies involving M2-related courses/modules).

2. If the remediation did involve a repeat of an entire course/clerkship, failure to pass the course after a second attempt may , result in actions up to and including the dismissal of the student.

B. General Reporting and Review of Academic Deficiencies

1. The SAST meets after every Module for Phase 1 and every other month for Phases 2/3.

2. The SAST will review all students with any academic deficiencies (grades or professionalism concerns) and discuss remediation plans, academic support, and student wellness. 

3. The recommendations discussed at SAST meetings and will be shared at SAPRC meetings by the Dean of Students (or designee) and will be considered in the deliberation of student promotion and academic action (see SOM Policy on Student Promotions).

C. Course/Clerkship Deficiencies 

1. Domain failure: Any medical student who fails any domain of a single module or course (Medical Knowledge and/or Patient Care), or any domain in a single clerkship, regardless of the outcome of remediation, will be reviewed and monitored by the SAST. The failure must be remediated prior to promotion to the next academic year or phase.

2.  Two or more course CPs: Any medical student who has two (2) or more course CPs in Phase 1 of the curriculum, or two (2) or more clerkship CPs in Phase 2 of the curriculum,  regardless of the outcome of remediation, will be discussed during SAST meetings and will be brought to the SAPRC for deliberation and academic action, including, but not limited to, additional study and make-up examination(s) or assignments, repeating all or part of the course/clerkship, repeating the academic year, or additional actions up to and including dismissal. 

3. Course/Clerkship failure(s): A student who has one or more course/clerkship failure(s), regardless of remediation outcome, will be reviewed by the SAPRC and may be subject to further action by the committee. Please refer to the SOM Policy on Student Promotions for details.

4. All deficiencies, whether or not remediated, remain part of a student’s academic record and will be considered in the deliberation of student promotion and academic action.

D. Participation in dual-degree programs and extracurricular activities

1. Success in the NYMC SOM academic program is requisite to promotion and continuation in the program. Students having academic deficiencies of any sort, including multiple CP’s and/or failure of a single course, will be advised against and may, potentially, be prohibited from, participation in dual-degree programs or extracurricular activities. Such students will be advised against employment concurrent with SOM academic studies.

VI. EFFECTIVE DATE

This policy is effective immediately.

VII. POLICY MANAGEMENT  

Responsible Executive: Dean, School of Medicine 
Responsible Office: Office of Undergraduate Medical Education, Office of Student Affairs

VIII. REFERENCES 

LCME 10.3 Policies Regarding Student Selection/Progress and Their Dissemination: The faculty of a medical school establish criteria for student selection and develop and implement effective policies and procedures regarding, and make decisions about, medical student application, selection, admission, assessment, promotion, graduation, and any disciplinary action. The medical school makes available to all interested parties its criteria, standards, policies, and procedures regarding these matters.