Academic Promotion and Academic Appeal Policy - Class 2028

  

Overview/Rationale

An academic progression policy provides a structured framework for student advancement, supports informed decision-making, promotes equity, and offers crucial academic and personal support to students. These measures are not only critical for maintaining accreditation but also for fostering a supportive and effective learning environment 

This policy is in place to establish explicit criteria for student advancement and to ensure students understand the benchmarks they need to achieve to progress through the program. This policy provides a connection to the formal appeal process that allows students to challenge decisions they perceive as unjust, ensuring their rights are protected and fostering a culture of accountability. (Appeals Process) 

This policy also serves as a mechanism to inform students that substantive make-up curriculum and assessments may incur tuition cost. In addition, students required to repeat any year of the curriculum must pay full tuition and fees. 

The Academic Progress Review and Appeal Committee has oversight of the competency committee(s) work and recommendations. 
 

Accreditation Standards

LCME Accreditation Standard:

9.6 Setting Standards of Achievement  

9.9 Student Advancement and Appeal Process 

10.3 Policies Regarding Student Selection/Progress and Their Dissemination 

11.1 Academic Advising and Academic Counseling 

Stakeholders

  • Students  
  • Office of Medical Education Staff 
  • Course/Clerkship Directors 

Passing Fundamentals Phase  

To be promoted to the Major Clinical Year, students must pass all required courses in the Fundamentals curriculum, demonstrate satisfactory fulfillment of VP&S professionalism standards, & demonstrate satisfactory fulfillment of VP&S technical, non-academic standards.   

Passing Course Blocks or Sections  

Students must pass each course. Most courses are divided into multiple blocks or sections for which each must be passed in order to pass the overall course. Passing criteria for each block or section are specified in the course syllabus and require a score of 70% or higher. If a student does not obtain a passing score of 70% or higher, the student will have at least one opportunity to complete an assessment retest or remediate a course expectation, subject to approval by the student competency committee. 

Assessment retests can be given in various formats at the course director's discretion and if approved by the student competency committee. Assessment retests must occur within the defined make-up window or at an alternate time approved by the course director and student competency committee. Students who fail more than one assessment or course section within an exam week will need to have coordination between courses and course directors to determine the timing of their retesting process and obtain approval from the student competency committee. 

In the first semester of their first year only, if a student fails the retest, they will have one more chance to take it again before a grade of Fail is assigned. In the event of a block or section failure, the student competency committee may make a recommendation for the student not to proceed to the next phase of the curriculum.

Passing Individual Courses 

The standards for passing a course will be delineated by the course director in the course syllabus and articulated at the start of each course. The syllabus will describe components in addition to exam scores that contribute to the grade such as attendance, professionalism expectations, simulations, team-based learning activities, completion of assignments and prework, etc. to name a few examples. Course Directors may assign a Fail (F) grade when students show performance that warrants retaking the entire course, including failure to meet passing scores as defined in the course syllabus, failure to meet professionalism expectations, failure to take an assessment and not contact a course director for 24 hours, or failure to meet other course learning objectives and or competencies articulated in the syllabus.  

Students who, following completion of a course block or section, do not achieve a passing score, will be given an opportunity to remediate that course component during the following curricular break (winter break, summer break, and/or block 1 of MCY, depending on the timing of the course failure) if approved by the student competency committee. The remediation will occur at a time approved by the course director and the senior associate dean for curricular affairs. During this agreed upon remediation time when the student is working with administration, the course grade will be a credit pending (CP). The course director will construct this remediation exercise with clear criteria for passing. This make-up may have a tuition charge associated with it depending on the extent of the remediation needed and faculty time. If the students fails the remediation assessment again, they will receive an F for the course on the transcript. A grade of CP must be converted to either Pass (P) or Fail (F) prior to the start of the next academic phase. If not, it is possible that the student competency committee may recommend that they not progress to the next phase. 

Fundamentals Faculty Committee (FFC) Review 

The FFC functions as the student competency committee for this phase of the curriculum.  It is responsible for oversight of student performance and making recommendations for student promotion.   

The committee may review all course performance metrics, focusing on Failing (<70%) and Low Pass (70-75%) scores, professionalism concerns (including attendance, completion of assignments, etc.) & other course components to identify students who may need more help to refer them to appropriate supports. FFC may delineate specific remediation requirements that students must follow if the committee detects a pattern of failures or low passes of first or second attempts (two or more) across sections/blocks/courses.  

The FFC may recommend that a student may not advance into the next semester or academic phase under the following circumstances: 

  • A student has failed two make-up attempts after an initial failure in the first semester of year one 
  • A student has failed a make-up attempt after an initial failure in the second and third semesters 
  • A student has failed to meet VP&S professionalism standards 
  • A student has failed to meet VP&S non-academic technical standards 

If a student is not promoted into the next semester or academic phase, the FFC may suggest a mandated remediation, summer courses, repetition of a course(s), repetition of a semester, or the entire Fundamentals curriculum. FFC will determine with the course director’s input whether or not the course grade at this time is a Fail on the transcript. This remediation work may have a tuition charge associated with it.  

The FFC may suggest to terminate the matriculation of any student who does not pass all courses and of any student whom faculty believes to be unprepared to move forward in the curriculum.   

Students who are failing at the end of the first semester may, at the discretion of the Academic Progress Review and Appeal Committee, be offered the opportunity to leave the academic program and re-enter the VP&S Fundamentals curriculum the following academic year after having met requirements of the committee to correct those factors which may be affecting the student's performance. Provision of such an opportunity is not automatic and the determination of grade, F, will be determined by FFC with significant input from the course/clerkship director. 

Repetition of an entire course or an entire Fundamentals Phase is permitted only once. Students who do not successfully complete an entire course or an entire Fundamentals Phase after two attempts may be subject to dismissal from the program. 

 

Academic Promotion: Major Clinical Year 

Students must pass all required clerkships of the Major Clinical Year. Passing the Major Clinical Year is required for promotion to the Differentiation and Integration curriculum. 

The senior associate dean for curricular affairs will articulate the grading expectations at the start of MCY and each clerkship director is expected to also provide grading expectations in the syllabus as well as during clerkship orientation. 

A student whose work is incomplete and/or does not meet passing standards in the Major Clinical Year and is working with the clerkship director and administration on a remediation plan, is assigned the provisional grade of Credit Pending (CP). Requirements to convert a CP to a passing grade are determined by the clerkship director and may include completion of assigned work, make-up activities and/or repetition of the clerkship. A clerkship director may, after two of the same NBME subject (shelf) exam failures, or summative clerkship assessment, require the student to repeat 2 weeks of the clinical clerkship. Students who do not satisfactorily complete the requirements to convert a CP to a passing grade will be assigned a grade of Fail (F). 

The Clinical Faculty Committee (CFC) functions as the competency committee for the MCY and D&I phases of the curriculum. The CFC reviews the record of any student assigned a CP or F to identify the causes for not passing and the student's total academic record. A grade of F on one or more clerkships may result in failure of the Major Clinical Year. The CFC may suggest an adverse action to the Academic Review and Appeals Committee for students meeting the criteria below in the Major Clinical Year: 

  • Failure of a USMLE Step 1 Examination 
  • Failures of 2 or more NBME Subject (Shelf) examinations and/or summative clerkship assessments 
  • Require repetition of specific clerkships 
  • Require repetition of the entire Major Clinical Year 
  • Require completion of a remediation plan targeting deficiencies 
  • Terminate matriculation 

Repetition of an entire clerkship or an entire Major Clinical Year is permitted only once. Students who do not successfully complete an entire clerkship or the entire Major Clinical Year after two attempts may be subject to dismissal from the program.  

 

Academic Promotion: Differentiation and Integration Phase 

In order to be approved for graduation, a student must pass all required courses of the D&I phase and the Scholarly Project requirement of the Differentiation and Integration period. The Clinical Faculty Committee reviews all elective course failures and weak elective performances, grades of High Pass or Pass (if tiered grading). If a student fails an elective course, the Committee will require repetition of the same course or the undertaking of a suitable designated academic program. If a student fails two elective courses, the Committee may declare the senior elective component or all of Differentiation and Integration a failure, which may result in termination of matriculation. 

The Differentiation & Integration: Scholarly Projects Program (D&I: SPP) Committee also reviews performance in the Scholarly Project requirement.  

A student whose scholarly project does not meet passing standards as defined in the “Capstone Common Document”, will be asked to revise her/his Capstone by the track director, who will return the document to the student and mentor with specific questions and comments. Capstones returned for revision will be re-submitted by the student and reviewed a second time by the Mentor and Track Director. Students whose projects do not meet passing standards after a revision will be presented for formal review by the Differentiation & Integration: Scholarly Projects Program (D&I: SPP) Committee by their Track Director. Students whose projects do not meet passing standards as determined by the D&I: SPP Committee will be assigned a failing grade and referred to the Clinical Faculty Committee (CFC) for review. Students who do not submit their materials by March 31st are also reviewed by the CFC to consider a recommendation to halt the graduation process.   

Repetition of an entire Sub-I, D&I: SPP or the entire D&I curriculum is permitted only once.  Students who do not successfully complete an entire Sub-I, D&I: SPP or the entire D&I curriculum after two attempts may be subject to dismissal from the program. 

The Clinical Faculty Committee may recommend to terminate the student’s matriculation or delay graduation until the student has acquired requisite knowledge and skills in programs designated and monitored by the committee. If a student fails an elective course or scholarly project which has been directed by the committee for correction of deficiencies noted in an elective performance or scholarly project evaluation, the committee may, after thorough consideration of the academic record, recommend to terminate the student’s matriculation or delay the student’s graduation. 

Feedback to Students 

Course and clerkship directors must provide students with clear statements of objectives and performance expectations in each course within the syllabus as well as links to the appropriate policies regarding student performance such as the standards for professionalism, attendance logging, and course evaluation policies.  Where necessary, faculty and administration should recommend the steps needed to strengthen performance and should assist students in the achievement of performance expectations. If a student fails to appreciate the seriousness of his/her academic problems and fails to take the recommended steps to correct performance, the course/clerkship director may elect to send the student an official concern letter/email that includes the associate deans for curricular affairs and student affairs, support and services to the competency committees.

 

Monitored Academic Status 

Monitored Academic Status (MAS) is an internal designation made by the Fundamentals and Clinical Faculty Committees (Competencies Committees) for students with significant academic difficulty. Students with this designation are notified by the associate dean for student affairs, support, and services when it begins and ends. MAS designation means that the appropriate Faculty Committee will review the student’s academic performance at their regular meetings to further identify any difficulties early. Course directors may then intercede with tutors, guidance and other support systems to improve the student’s learning experience and ensure success. This designation is not recorded in the Medical Student Performance Evaluation or in the permanent record. 

 

Graduation 

In addition to successfully completing all course requirements in each phase of the curriculum, students are required to pass USMLE Step 1 and Step 2 Clinical Knowledge to be eligible for graduation from VP&S. 

Before certifying students for the Doctor of Medicine degree, the Clinical Faculty Committee will make recommendations to the Academic Review and Appeals Committee for the Class of 2028 assuring that students have acquired the knowledge, skills, and attitudes essential for the safe assumption of responsibility for patient care in postgraduate education. The Academic Review and Appeals committee will not certify for graduation any student it thinks is unsuited for medicine. 

 

Adverse Actions and Appeals Policy 

The Academic Progress Review and Appeal Committee has two distinct subcommittees: the Academic Progress Review Subcommittee and the Appeal Subcommittee. Faculty membership in these two subcommittees MUST not overlap. Both use a single and uniform standard to review students for satisfactory academic progress and suitability for advancement and graduation. This committee ensures that every medical student completes each required VP&S curricular element in a satisfactory and timely manner, meets all requirements for promotion to the next phase and year of training, and satisfies all academic and technical requirements for the Doctor of Medicine (“MD”) degree. The Competency Committee (Fundamentals (FFC) or Clinical (CFC) Faculty Committee refers to the Academic Review and Appeal Committee students who are possibly not meeting the criteria for advancement in the MD curriculum and are at risk for an adverse action decision, including non-advancement and dismissal. 

Students referred to the Academic Progress Review Sub-Committee at risk for an adverse action decision are notified of this impending action in writing within 10 days business days. The student is provided with relevant information and is given the opportunity to present in writing or in person any other relevant data, evidence, or information that the student would like to be considered in the deliberation. Any student appearing in person may be accompanied by only either their advisory dean or one VP&S faculty member of their choice.  

Committee members who have a conflict of interest must disclose this to the chair of the Academic Progress Review and Appeal Committee and be recused from deliberations and decisions about the student being reviewed. 

 

The Appeal Subcommittee:  A student may appeal an adverse action decision by the Academic Progress Review Sub-Committee. The appeal must be made in writing within 10 business days of the time the student is notified of the decision, and it must clearly state the grounds for appeal. Such an appeal should be sent to the Associate Dean of Student Affairs, Support and Services at Vagelos Education Center, Suite 1103. A hearing will be convened which will include the student, who may be accompanied by his/her advisory dean, or one other member of the VP&S faculty. The Associate Dean of Student Affairs, Support and Services and Associate Dean for Student Diversity, Inclusion and Belonging are ex officio members of the committee. The Appeals Subcommittee will consist of at least three individuals who are not members of the Academic Progress Review Sub-Committee, Competency Committees or Course/Clerkship Directors involved in the original decisions. The hearing is held with the Columbia University Center for Student Success and Intervention (CSSI). If the Committee hearing the appeal reaffirms the original decision, the student may appeal the decision within seven days of notification to the VP&S Dean of the Faculty of Medicine, who may refer the matter to the Executive Committee of the Faculty Council where 3 members of the faculty, two of which are from the Executive Committee will make a final determination. There is no further appeal within the University. 

 

Policy History/ Approval Date:  

The policy on scheduling electives was taken from print-version student handbooks and online formats prior to 2018. These documents were reformatted and codified into policy where specific procedures and edits were added. Fundamentals Phase Revisions were approved by Curriculum and Education Policy Committee, 10/4/19, the MCY Phase Revision were approved by Curriculum and Education Policy Committee 8/31/18. The Appeals Policy Revision were approved by Curriculum and Education Policy Committee 1/25/19. 

The policy was updated, reviewed and approved by the Committee on Educational Policy and Curriculum on August 16, 2024.