POLICY

For learning experiences in Year 1 and 2, site assignments are made randomly by the Curricular Affairs Operations Team. Clerkship and Clerkship Site Assignments are made through the Year 3 and Year 4 Lottery processes. In compliance with LCME Standard 10.9, a medical student with an appropriate rationale can request an alternative assignment when circumstances allow for it.

PROCEDURE

Course Site Assignment Changes

1. Students may request a different site assignment through the Curricular Affairs Operations Team. Requests approved based on availability.

Clerkship and Clerkship Site Assignments and Changes

1. Students who require a specific schedule to accommodate a major life event (such as a student’s marriage or the birth/adoption of a child) must fill out a Special Schedule Request Form during the lottery process, which allows them to determine the order of their schedule based on their needs.

2. A student may request a change to the clerkship or clerkship after the completion of the lottery. Changes may be accommodated on a first-come first-serve basis, up to 4 weeks before the start date. Students must fill out the t form to request a change. Availability is determined by the clerkship director. Failure to abide by this deadline can result in the change request not being processed and delay electronic health record access.

Priority Scheduling over Visiting Students

1. Icahn School of Medicine at Mount Sinai (ISMMS) students have priority in enrolling in electives across the health system prior to visiting student enrollment in these electives. Electives are not available for scheduling for visiting students until both ISMMS Year 3 and 4 students have been allowed a chance to register.

2. ISMMS students are given priority over visiting students should there be an unexpected change in schedules during electives.

RELATED RESOURCES

RELATED POLICY

• Required Clinical Experiences

POLICY

Appropriate supervision ensures that medical students are provided with opportunities to learn that are progressive and commensurate with the student’s level of training and in accordance with the supervisor’s level of training and specialization.

Medical students participating in patient care must be supervised at all times. The primary supervising physician must be practicing within the scope of his/her discipline. During instances in which a medical student is participating in a clinical setting where resident/fellow physicians or other healthcare professionals are actively involved in medical student education, it is the responsibility of the supervising faculty physician to assure all personnel provide appropriate supervision of medical students within the scope of their practices.

Levels of Supervision – Direct vs. Indirect

1. Perform Under Direct Supervision - The student performs a task with the supervisor physically present in the same location as the student; able to provide direct instruction to the student; able to take over patient care duties when necessary.

2. Perform Under Indirect, but Immediately Available Supervision - The supervisor may not be physically present with the student yet must still provide direct instruction to the student; The supervisor is on-duty, immediately available, and can be called to the physical location of the student for the duration of the student’s task.

The limitations for the requirements of proximity and timing of supervision, as well as the specific tasks that a student may perform without direct supervision depends on various factors, including:

• the level of training of the student (i.e., year in medical school);

• the skill and experience of the student within the scope of the clinical care situation;

• the familiarity of the supervisor with the student’s skills;

• the acuity of the situation and the degree of risk to the patient.

General Guidelines

The guidelines below are applicable to all clinical experiences where medical students participate:

• In the clinical setting, Year 1 and 2 medical students are under both direct and indirect supervision and are engaged in low acuity situations (for example, conducting a history on a patient).

• Year 3 and 4 medical students are primarily under indirect supervision. In any instance, the supervisor must always be available.

  • The course/clerkship/site director will determine who can supervise the medical student, such as fellows, residents, and/or appropriately credentialed allied healthcare providers.

PROCEDURE

1. Any students with concerns about the adequacy and availability of supervision they are receiving are encouraged to bring their concerns as soon as possible to the course, clerkship, and/or site director.

2. Students report on the adequacy and availability of supervision during mid-clerkship check-in meetings and via end of course/clerkship evaluations and questionnaires.

3. Course and Clerkship Directors review student feedback in evaluations, as well as during mid-clerkship feedback, and provide prompt follow-up to address any supervision concerns that may arise. Multiple concerns regarding the same faculty member will be reported to that faculty member’s department chair.

RELATED POLICY

• Formative Feedback

• Grading Policy

• Supervision Policy

• Technical Standards

POLICY

1. Each student in the MD Program at Icahn School of Medicine at Mount Sinai (ISMMS) is required to complete all Required Clinical Experiences (RCEs) for each clerkship.

2. Each required clinical experience (RCE) is associated with a clinical setting and a level of student responsibility that is expected of all students in order to meet the requirements of the clerkship.

3. The definitions of the levels of responsibility for RCE-Procedures are:

• Active Exposure: Student actively observes the specific demonstrated procedure and subsequently discusses the interaction with the provider

• Active Participation (Assist): Student assists in the performance of a specific procedure under direct supervision.

• Active Participation (Full): Student fully performs a specific procedure under direct supervision

1. The definition of the levels of responsibility for RCE-Clinical Conditions are:

• Active Exposure: Student actively observes the specific demonstrated skill and subsequently discusses the interaction with the provider

• Active Clinical Participation: Student actively demonstrates the skills required in the encounter. This can include obtaining a patient history, conducting a physical examination, interpreting pertinent patient data, and/or presenting the case including a discussion of differential diagnosis, assessment, and plan.

1. Each clerkship must have a mid-clerkship feedback session with every student where auditing RCEs is a requirement.

2. If the student cannot complete any of the Required Clinical Experiences by the end of the clerkship rotation, the Clerkship Director or supervising physician must provide the student with an Alternative Learning Experience.

3. At the conclusion of the clerkship rotation, the student must submit their completed RCEs using the Expectation Summaries report from the school’s electronic logging application.

PROCEDURE

1. Each clerkship defines the appropriate clinical settings for these experiences, and the expected levels of medical student responsibility.

2. The list of RCEs for each clerkship must be reviewed annually by the Clinical Curriculum Subcommittee (CCS) prior to the start of the academic year. Any recommended changes to the list of RCEs must be approved by the Executive Oversight Committee (EOC) prior to the start of the academic year.

3. Approved RCEs required for each clerkship must be listed on the Clerkship Information Sheet (CIS) and communicated to students at the start of each clerkship.

4. Clerkship Directors or supervising physicians provide suggestions to the student in order to meet the requirement through patient care experiences.

RELATED POLICY

• Student Assignment to Learning Experiences

• Grading Policy

• Leave of Absence Policy

POLICY

Students must successfully complete a total of twenty-eight (28) weeks of elective credit, per the guidelines listed below, during their third and fourth years to graduate. For those students in the InterACT Program, a total of twenty-two (22) weeks is required due to additional clerkship weeks required for the program.

To receive full credit for an elective, students must complete each step of the elective process:

1. The student must register and be fully approved for an elective prior to the start of the elective.

2. The student must complete the elective during the approved dates.

The Icahn School of Medicine at Mount Sinai provides medical students with medical liability when providing medical services as a part of approved educational activities. Students are not covered while participating in unapproved activities or rotations.

GUIDELINES

• A minimum of twelve (12) weeks must be completed as clinical electives. A clinical elective is defined as an elective in which the student participates in the direct care of patients or in specialties such as pathology or radiology, that directly connect to patient care.

• A maximum of sixteen (16) weeks of Research/Non-Clinical elective(s), for credit, may count towards the graduation requirement

• All electives must be completed by the week prior to May Commencement; failure to complete this requirement will result in a June 15 degree conferral date.

• Forty (40) hours minimum of contact/work hours are required to receive one (1) week of elective credit.

RELATED POLICIES

• Mount Sinai Health System Social Media Institutional Policy

PURPOSE AND SCOPE

The purpose of this policy is to establish that electronic mail (email) is the official method of communication and is a professional resource to assist in the day-to-day educational, research, and services goals and activities of the medical school and institution.

POLICY

The ISMMS uses the student registered email (@icahn.mssm.edu) as the sole official form of communication upon matriculation through graduation and maintains appropriate listserv(s) for dissemination. All medical students are required to read, respond, and send email messages in an accurate, timely and professional manner.

PROCEDURE

Responsibility and Timeliness Students are responsible for knowing and complying with the content of official communication and for responding to messages appropriately. Best practices include responding to emails within 72 hours, setting a daily time of day to go through your emails, creating filters and identifying “VIP” senders that can help you prioritize messages.

Medical education requires coordination with various stakeholders throughout the Mount Sinai Health System and across the medical school. At times, students will be required to complete compliance paperwork, respond to document requests, and to meet other administrative tasks with firm deadlines. You are required to remain current in all tasks in order to continue your medical education.

It is important to recognize that the intended recipient of your message may not be available for an immediate response and response times will vary among the faculty and staff. If you have not received a response in 5 business days (this excludes weekends), a follow-up email (forwarding the first message) is suggested.

Presentation of self and representation of ISMMS The ISMMS student email address is an automatic connection of students to the institution, thereby an extension of the ISMMS reputation. Email communication is as close to an in-person conversation as one can have and requires civility and clarity. Students should be mindful that electronic communication does not provide the same benefits as face-to-face communication: body language, tone/inflection, and the other elements important to effective communication.

Students should exercise professional judgement when sending email communications within and outside the ISMMS community. It is imperative to remember that you are solely responsible for what you email and should exercise your best judgment and personal responsibility. Pause and reflect before you hit send. Additional practices include a professional introduction of yourself and to the recipient, using appropriate titles until invited to communicate differently. Like your future patients, the preferences will vary from first name to more formal (Dr. Z), and you should be mindful of assuming gender (Miss or Mr.) as a greeting.

Students are encouraged to create and keep updated an email signature line that includes your full name and if different from the email address, be certain to include your preferred name; in addition to pronouns, previously earned graduate degrees, MD academic program, current year and projected graduation date. A good example is:

Alexander “Alex” Sinai, MPH (he/they) M2, MD/PhD Program Icahn School of Medicine at Mount Sinai

Listserv Use Listservs provide senders with an ease to communicate with a large group without having to identify each individual recipient. Medical students are enrolled in four listservs, two of which are required and two that are optional, as follows:

Official School-use listservs The following two listservs are for official school-use only. Messages received that are not appropriate for either/both listserv will be redirected and feedback provided to the sender by the Office of Student Affairs. Students may not opt-out of the below-mentioned listservs.

• Class-specific listserv (mssm20xx@lists.mssm.edu): students are subscribed to a class listserv at matriculation and adjusted as needed to account for any change to a student’s graduation year. Typical messages include but are not limited to announcements from the Department of Medical Education, Medical Education and other administrative units, mandatory class meetings/town halls, administrative tasks and deadlines, student council and class representative information, and general news.

• Mount Sinai Health System listserv (students-all@lists.mssm.edu): all students across the Icahn School of Medicine are subscribed to this system-wide listserv. Typical messages include but are not limited to system-wide broadcast messages (e.g., faculty promotions, creation of new academic units), emergency management, and are messages intended for all registered students at the Icahn School of Medicine.

Student-use listservs The following two listservs are intended to encourage community building across and within the student body. Student may opt out of the below-mentioned listservs.

• Student events listserv (): all students are subscribed to this listserv at matriculation. The listserv is to announce events, activities, social gatherings, volunteer call-outs and clinical/research student positions (e.g. EHHOP, urgent organ procurement flight). You can denote the audience of the intended message in the subject line of the email, for example: MD-all (include topic); MS1-only (then list the event); All students (then list the event).

• Student advertisements (): all students are subscribed to this listserv at matriculation. The listserv is to share items for sale or giveaway, sublet and other residential offering/needs, in search of other services (e.g. formal ticket needed, babysitting, dog walking).

Access, disclosure and consequences Per the Mount Sinai Health System Email Use Institutional Policy, all messages are ISMMS records. The School reserves the right to access and disclose all messages sent over its electronic mail system. The Health System reserves the right to review any information, files, or communications sent, stored, or received on its computer systems.

Inappropriate use may result in loss of access privileges and disciplinary action up to and including dismissal. This includes, but is not limited to:

• Unauthorized attempts to access another's email account.

• Transmission of sensitive or proprietary information to unauthorized persons or organizations.

• Transmission of obscene or harassing messages to any other individual.

• Transmission of offensive material, solicitations, or proselytization for commercial ventures, religious or political causes, or other non-job related solicitations.

Inappropriate use of email and listservs as outlined in this policy may be reported through several mechanisms, including but not limited to the .

Students found in violation of this, and other policies will be subject to disciplinary action as outlined in the Due Process and Discipline Policy.

RELATED POLICIES

• Formative Feedback

Institutional Policies Related to the Use of ISMMS Systems to Access the Internet, Email, and All Other Computer and Network Resources: The Computing Services at the Icahn School of Medicine at Mount Sinai maintains specific policies addressing the use of various computing technologies to best facilitate the usage of school-supported resources. These include Email Usage Policy, Network Usage Policy, Social Media Guidelines, and the Appropriate Use of Technology Guidelines. For specific guidelines regarding these institutional policies related to the use of ISMMS systems to access the internet, email, and all other computer and network resources, consult:

PREAMBLE

Academic integrity is a cornerstone of the educational and professional environment at the Icahn School of Medicine at Mount Sinai. As future physicians, our students must embody the highest standards of honesty, trust, fairness, respect, and responsibility. These principles are essential not only in academic pursuits but also in clinical practice, where the welfare of patients depends on the integrity and ethical behavior of healthcare professionals. Upholding academic integrity ensures the validity of our students' education, the credibility of their academic work, and the trust placed in them by patients and colleagues. Our commitment to these principles is aligned with the Academic Integrity policy of the Graduate School of Biomedical Sciences at the Icahn School of Medicine at Mount Sinai found in the

POLICY

Registering Attendance in Mandatory Sessions

Failure to adhere to ISMMS’s standards of academic integrity as outlined here, will be treated as a serious offense, inconsistent with the goals and activities of the academic environment. Suspected breaches of academic integrity will be investigated and may be subject to disciplinary action.

1. Categories of unacceptable behaviors are listed below. For each category, example behaviors are included as a guide:

   1. Cheating: The use of unauthorized materials, information, or assistance in any academic or clinical work. Examples include, but are not limited to:

      1. Using unauthorized materials such as notes, textbooks, smartphones, tablets, or other electronic devices during any assessment.

PROCESS

1. Reporting: Any individual affiliated with the medical school, including instructors and students, may register a complaint if they reasonably suspect that academic misconduct has occurred. All complaints should be communicated directly to the respective instructor and will be handled with confidentiality.

2. Initial Review: The Senior Associate Dean for Student Affairs and the Senior Associate Dean for Curricular Affairs will conduct an initial review of the reported incident. If the issue is deemed to potentially constitute a breach of academic integrity, the matter will be escalated to the Dean for Medical Education and the Promotions Committee.

GENERAL RULES OF CONDUCT FOR ISMMS STUDENTS

PURPOSE AND SCOPE

To provide the expectations of the general rules of conduct for all ISMMS students.

POLICY

The general rules of conduct are as follows:

1. All ISMMS students are expected to comply with these General Rules of Conduct. Violations of these General Rules of Conduct shall be referred to the Office of Student Affairs for disposition, which could include the imposition of disciplinary action up to and including dismissal.

2. All ISMMS students must obey all federal, state, and local laws.

3. All ISMMS students are expected to behave in a professional manner and are prohibited from conduct that impedes, obstructs, or interferes with the orderly and continuous administration and operation of ISMMS in carrying out its mission as an educational, research, and clinical institution or in the use of its facilities, or that in any way interferes with its rights as a campus proprietor. Such conduct shall include, but is not limited to, the following:

   1. Unreasonable interference with the rights of others.

   2. Intentional theft, damage to or misuse of ISMMS property.

   3. Unauthorized occupancy of classrooms, laboratories, libraries, faculty and administrative offices, patient care facilities, auditoriums, public halls and stairways, recreational areas and any other facilities used by ISMMS (unauthorized occupancy being defined as failure to vacate any such facility when duly requested by the Dean, an Associate Dean, Assistant Dean, or School or Hospital Administrator).

4. All ISMMS students are required to comply with all applicable Mount Sinai policies.

5. ISMMS students should conduct themselves appropriately everywhere on Mount Sinai campuses and at affiliated institutions. Appropriate behavior is particularly critical when participating in patient care or attending any functions at which patients may be present. In small group seminars, as well as during clinical activities, ISMMS students will be evaluated for, among other things, their responsibility, dependability, reliability, maturity, motivation, attitude, honesty, integrity, and ability to relate and interact effectively with others.

6. All ISMMS students are expected to use good judgement, be courteous, respectful, and thoughtful about how others may perceive or be affected by what they do or say. ISMMS students are expected to be cognizant of the fact that incomplete, inaccurate, threatening, harassing, illegally discriminatory, or carelessly worded statements may be harmful to others. Such conduct may damage relationships, undermine Mount Sinai’s brand or reputation, discourage teamwork, and negatively impact ISMMS’s commitment to research, education, patient care, and community service.

7. Equally important is the realization that responsibilities of members of ISMMS students do not end with the member’s own behavior but also include not tolerating inappropriate behavior among others. While formal mechanisms, outlined in other sections and policies, govern any specific allegations of inappropriate behavior, general issues should be able to be discussed freely among peers, faculty, and administration. If you have any concerns, you may discuss them with the appropriate Dean, faculty advisor, Title IX Officer, or the School’s Ombuds Program or you may report the concern through an appropriate reporting portal. (e.g., mistreatment portal, SafetyNet, or Corporate Compliance.)

8. Violation of these rules of conduct may be subject to disciplinary action, up to and including dismissal from ISMMS

Approved by the Dean, 1/30/2024

RELATED POLICIES

• Academic Standing Policy

• Yearly Progression Policy

• Leave of Absence Policy

POLICY

Active participation in the medical education program is a critical component of the professional development of a physician. Medical school is a full-time commitment, and it is expected that students prioritize their academic schedule and requirements.

In Year 3 and 4, students are required to attend all course and clerkship experiences including assessments, classroom-based sessions, course/clerkship meetings, and clinical experiences including night, holiday, and weekend duties.

For any absences that occur in the course or clerkship, the course or clerkship directors may offer make-up experiences, if available or possible. If make-up experiences are not possible, then at the discretion of the course or clerkship director, the student may need to reschedule the course or clerkship.

Students must request their planned absences one (1) month in advance. For unplanned absences (see list of approved reasons below), students must submit the request as soon as possible and prior to the start of the session. Students will not be approved for absences that exceed 50% of a course (e.g. for InFocus and Introduction to Internship courses).

Students who have questions or concerns about absences are encouraged to reach out to their course or clerkship director(s) to discuss.

PROCEDURE

1. Absence Requests: To request an absence from a required Year 3 or 4 course or clerkship, students must fill out the This form will notify the appropriate course or clerkship director(s) and the Office of Student Affairs. It is the student’s responsibility to inform their team members (attending, resident, etc.) of their absence; these individuals are not notified via the form. Failure to complete the absence request form within the timeframe as outlined will result in an unexcused absence.

The following will be considered excused absences:

• Sitting for a USMLE Step exam

• Religious holiday observance

• Significant family event (e.g. wedding or religious ceremony)

• Interview for residency/job or scholarly year experience

Students must use theon the Registrar’s website when planning any advance travel.

1. For planned time off, the student must notify the course or clerkship director one (1) month in advance of the mandatory session using the Year 3 and 4 Absence Request form. Students who have questions or concerns about the timing of their absence and the request timeline are encouraged to reach out to the clerkship or course director(s) for guidance.

2. For unplanned time off, students must fill out the absence request form as soon as they know and prior to the start of the session. The student must indicate a reason for a last-minute request. Only the following reasons for unplanned time off will be reviewed for approval:

• Acute illness

• Urgent medical evaluation

• Unexpected family/personal emergency* or caregiver obligation

*In the event of an emergent situation where a student cannot access the form, a student may email AND their Clerkship/Course Director for an immediate response prior to session start. The student must also fill out the absence form as soon as they are able to document their request.

1. NBME Clinical Sciences Subject Examinations (AKA “Shelf Exam”): To request to delay sitting for a shelf exam, students must submit the

2. Electives: Students who require an absence from an elective should not use the absence request form. Students should reach out directly to the electives director and coordinator one (1) month prior to their absence. Make-up of any missed activities is at the discretion of the electives director.

3. Unexcused absences: Unexcused absences are considered unprofessional behavior, will be recorded, and may have an adverse effect on a student’s course or clerkship grade including failure of the course or clerkship (as described in the Course/Clerkship Information Sheet). Unexcused absences will have the following additional consequences:

• 1st unexcused absence: student placed into monitored academic status

• 2nd unexcused absence: student placed into serious academic status

1. Make-up of absences

Monitored Academic Status

*Type and duration of make-up sessions at discretion of clerkship director(s) and subject to availability.

1. Monitoring: Student attendance will be tracked and monitored for all required curricular activities. Requests for absences are reviewed by the relevant course or clerkship director(s) and monitored by the Office of Student Affairs. The Office of Student Affairs reserves the right to request a doctor’s note or other documentation in the event of a pattern of absences or any absences immediately preceding or following a holiday.

RELATED POLICIES

• Academic Standing Policy

• Yearly Progression Policy

• Leave of Absence Policy

POLICY

Active participation in the medical education program is a critical component of the professional development of a physician. Medical school is a full-time commitment, and it is expected that students prioritize their academic schedule and requirements.

In Phase 2 and 3, students are required to attend all module, scheduled elective, clerkship, and acting internship experiences including assessments, classroom-based sessions, module/elective/clerkship/acting internship meetings, and clinical experiences including night, holiday, and weekend duties.

All absences from required module/elective/clerkship/acting internship activities must be made up. Options and procedures for making up absences in required modules, clerkships and acting internships are delineated in the Module or Clerkship Information Sheet. Options for making up elective absences are determined by Elective Director.

If make-up experiences are not possible, then at the discretion of the module/elective/clerkship/acting internship director, the student may need to reschedule all or part of the module/elective/clerkship/acting internship.

Students must request their planned absences (see list of approved reasons below) 28 days (4 weeks) in advance. For unplanned absences (see list of approved reasons below), students must submit the request as soon as possible and prior to the start of the session.

Students will not be approved for absences that exceed 25% of one or two-week module, elective, or clerkship.

• For 1-week electives and modules (e.g. Transition to Phase 2 and 3, CAMP weeks), students will not be approved for absences longer than 1 day.

• For 2-week electives, modules, and clerkships (e.g. Palliative Care Clerkship), students will not be approved for absences longer than 2 days.

On days designated as “restricted days,” planned absences cannot be requested or approved. These restricted days are indicated on the Academic Calendar. The following curricular days/elements are designated as “restricted:”

• Transition to Phase 2 Module and Transition to Phase 3 Module

• Direct Observation Assessments in the Morchand Center

• NBME Clinical Science (“Shelf”) Exams

• NBME Customized Assessment Services (CAS) Exams

Students may request an exception to the restricted days policy for major religious holidays (e.g. Rosh Hashana, Eid al-Fitr, Good Friday). Requests for holiday absences must be submitted at least 28 days (4 weeks) in advance. This policy does not extend to religious ceremonies (e.g. weddings, baptisms).

PROCEDURE

1. Absence Requests (modules, clerkships, acting internships): To request an absence from a required Phase 2 or 3 module, clerkship, or acting internship, students must fill out the LINK TO FORM. This form will notify the appropriate module/clerkship/acting internship director(s) and the Office of Curricular Affairs. It is the student’s responsibility to inform their team members (attending, resident, etc.) of their absence; these individuals are not notified via the form. Failure to complete the absence request form within the timeframe as outlined will result in an unexcused absence.

The following will be considered excused absences:

• Religious holiday observance

• Significant family event (e.g. wedding or religious ceremony)

• Interview for residency/job or scholarly year experience

• Presenting work at a regional, national or international conference (a maximum of three days will be approved)

Students must use theon the Registrar’s website when planning any advance travel.

1. For planned time off, the student must notify the module or clerkship director one 28 days (4 weeks) in advance of the mandatory session using the FORM LINK. Students who have questions or concerns about the timing of their absence and the request timeline are encouraged to reach out to the clerkship or module director(s) for guidance. Students cannot be approved for planned time off during restricted days

2. For unplanned time off, students must fill out the absence request form as soon as they know and prior to the start of the session. The student must indicate a reason for a last-minute request. Only the following reasons for unplanned time off will be reviewed for approval:

• Acute illness

• Urgent medical evaluation

• Unexpected family/personal emergency* or caregiver obligation

*In the event of an emergent situation where a student cannot access the form, a student may email AND their Clerkship/Course Director for an immediate response prior to session start. The student must also fill out the absence form as soon as they are able to document their request.

1. NBME Clinical Sciences Subject Examinations (AKA “Shelf Exam”): To request to delay sitting for a shelf exam, students must submit the Only the following reasons for examination delay will be reviewed for approval:

• Acute Illness

• Urgent Medical evaluation

• Unexpected family/personal emergency or caregiver obligation

• Lack of academic readiness

1. Electives: Students who require an absence from an elective should not use the absence request form. Students should reach out directly to the electives director and coordinator one (1) month prior to their absence. Make-up of any missed activities is at the discretion of the electives director.

2. Unexcused absences: Unexcused absences are considered unprofessional behavior, will be recorded, and may have an adverse effect on a student’s course or clerkship grade including failure of the module or clerkship (as described in the Module/Clerkship Information Sheet). Unexcused absences will have the following additional consequences:

• 1st unexcused absence: student placed into monitored academic status

• 2nd unexcused absence: student placed into serious academic status

1. Make-up of absences: Absences from required module, clerkship, and acting internship activities must be made up. Options and procedures for making up absences are delineated in the module or Clerkship Information Sheet

2. Monitoring: Student attendance will be tracked and monitored for all required curricular activities. Requests for absences are reviewed by the relevant module or clerkship director(s) and monitored by the Offices of Curricular Affairs and Medical Student Affairs. The Office of Medical Student Affairs reserves the right to request a doctor’s note or other documentation in the event of a pattern of absences or any absences immediately preceding or following a holiday

RELATED POLICIES

• Academic Standing Policy

• Progression Policy

• Leave of Absence Policy

REVISION HISTORY

(*) Policy clarifications not requiring EOC approval, 7/31/2025

POLICY

Medical students are required to participate in all sessions designated as mandatory within the curriculum. These mandatory sessions are clearly marked on the phase/module calendars and/or within the learning management system.

Students are allowed up to five (5) personal days per semester to be used for both planned and unplanned absences. Personal days must be requested at least 14 days (2 weeks) in advance of the planned absence using the Absence Request Form. All submitted absence requests where a student has already taken five (5) personal days will be automatically declined.

In cases of unplanned absences, including acute illness, urgent medical evaluations, or unexpected family/personal emergencies, students are not required to provide 14 days notice, however, students must fill out the Absence Request Form prior to the start of the mandatory session.

If a student’s need for absence extends beyond the scope of this policy, the student is responsible to directly contact the Office of Medical Student Affairs, studentaffairs@mssm.edu, cc preclerkships@mssm.edu, with reasons for absence and number of personal days already used. The Office of Medical Student Affairs will be responsible for providing guidance to students in such cases.

Days with assessments are designated as restricted days, during which absences cannot be requested. These restricted days are indicated on the Academic Calendar. Exceptions for medical or other emergencies are permissible, but students must request an absence prior to the start of the assessment.

Students may request an exception to the restricted days policy for major religious holidays (e.g. Rosh Hashana, Eid al-Fitr, Good Friday). Requests for holiday absences must be submitted at least 14 days (2 weeks) in advance. This policy does not extend to religious ceremonies (e.g. weddings, baptisms).

Students are not permitted to request planned absences that would result in missing more than 50% of mandatory sessions in any single Phase 1 module.

At the discretion of the module director(s), and where feasible, make-up activities may be required depending on the nature of the session and the amount of time missed.

Students who request absences during non-restricted day assessments (e.g. quizzes) are still expected to complete the quiz within the quiz completion timeframe. If illness prevents a student from completing the quiz within this timeframe, they must notify the preclerkships@mssm.edu before the quiz timeframe closes.

Unexcused Absences:

• Unexcused absences are defined as missing a full mandatory session, or tardiness to a mandatory session that prevents meaningful engagement as defined by the module director, without prior submission of an approved absence.

• Unexcused absences are considered unprofessional behavior, will be recorded, and may have an adverse effect on a grade including failure of a component of a module or an entire module. Unexcused absences in a module or across the semester will have the following consequences:

  • 1st unexcused absence: Reported to the Office of Medical Student Affairs.

PROCEDURE

Registering Attendance in Mandatory Sessions

Attendance Process:

• Students must scan their personal attendance QR code in the room scanner for all mandatory sessions

• Attendance is then registered in the system.

• Students must scan in for every mandatory session including those occurring back-to-back.

Addressing Unregistered Attendance:

• If the system registers a student as absent, it will cross-check approved planned and unplanned time off for that day

Notification Process:

• If no approved absences are found, an email is generated at the end of the day to inform the student of the unregistered attendance in a mandatory session. This email includes a link for the student to provide a short explanation of their unregistered attendance (optional).

• If there is no response from the student within one day, an email is automatically registered informing the student that the absence is unexcused.

Requesting for Absences In Mandatory Sessions

Each student is allocated 5 days of time off for planned and unplanned absences per semester. To request an absence, students must fill out the (the form can be found in Blackboard).

Students must use the on the Registrar’s website when planning any advance travel, as the year/phase calendars are not considered final until the tentative designation is removed from the calendar and may be changed without notice.

For Planned Absences:

• Requests made on time and within the 5-day time off allowance are automatically approved.

• Requests made less than 2 weeks before the planned absence will be reviewed according to policy and can be approved if within the 5-day limit.

• If the planned absence exceeds the 5-day allowance, the request will be reviewed, and the student will be notified of the decision by the Office of Student Affairs (SA).

For Unplanned Absences (In cases of acute illness, urgent medical evaluations, or unexpected family/personal emergencies ONLY):

• The absence request form must be completed prior to the start of the mandatory session.

• Requests for unplanned absences are automatically approved if within the 5-day time off limit.

• If the request exceeds the 5 days, the student will be notified, and SA will be informed.

Unexcused Absences:

• Unexcused absences are considered unprofessional behavior, will be recorded, and may have an adverse effect on a grade including failure of a component of a course or an entire course. Unexcused absences in a course or across the semester will have the following consequences:

  • 1st unexcused absence: Report to The Office of Student Affairs;

  • 2nd unexcused absence: Placed on monitored academic status;

  • 3rd unexcused absence: Course failure if all occur during a single course; placed in serious academic status

Monitoring:

Student attendance will be tracked and monitored for all required curricular and non-curricular activities. The Office of Student Affairs reserves the right to request a doctor’s note or other documentation in the event of a pattern of absences or any absences immediately preceding or following a holiday.

RELATED POLICIES

• Progression Requirements Policy

• Academic Status Policy

• Attendance Requirements

POLICY STATEMENT

A leave of absence (LOA) is a period of temporary non-enrollment in the MD program. A LOA constitutes a mutual agreement between the School and a student regarding utilization of time during the leave, as well as the requirements that must be met prior to reentering the curriculum.

POLICY REQUIREMENTS

All requests for a LOA are made directly to and granted by the Office for Student Affairs' discretion. Students who wish to pursue a research year should reach out to the Medical Student Research Office (MSRO) for more information about taking a Scholarly Year.

Student Initiated LOAs:

• Personal Leave of Absence: A student in good academic standing may request a Personal LOA to take time off to address issues of a personal nature, including to pursue outside work or interests, those related to the health and well-being of a family member or partner, childbirth, adoption, or other parental responsibilities. The leave may be extended for a second year at the Office for Student Affairs' discretion. Any request beyond Time to Degree is reviewed for approval or non-approval by the Promotions Committee.

• Medical Leave of Absence: Students may initiate a Medical LOA for health-related reasons. Students on a Medical LOA will require physician’s clearance prior to return. The term of the leave is up to one year. The leave may be extended for a second year at the Office for Student Affairs' discretion. Any request beyond Time to Degree is reviewed for approval or non-approval by the Promotions Committee.

• Educational Leave of Absence: Students in good academic standing may request an Educational LOA. Students who choose to pursue an additional academic degree at another institution or at the Icahn School of Medicine at Mount Sinai (ISMMS) and are not working towards their MD degree, will be considered on an Educational Leave of Absence from the MD program. The term of the leave is up to one year. The leave may be extended for a second year at the Office for Student Affairs' discretion. Any request beyond Time to Degree is reviewed for approval or nonapproval by the Promotions Committee. This does not apply to students enrolled in the MD-PhD program at ISMMS.

School initiated LOAs:

• Administrative Leave of Absence: Students may be placed on a mandated Administrative LOA by the Deans for Medical Education, the Promotions Committee, or their representative. This LOA is usually as the result of students not complying with the School’s administrative, academic or professional requirements, or if students present a potential harm or has engaged in or is alleged to have engaged in behavior that is dangerous or deleterious to the educational, research, clinical or community environment. Students on an Administrative LOA must complete a fitness for duty evaluation before returning to the program.

Withdrawal

Students who wish to withdraw from the MD Program must meet with the Office of Student Affairs to discuss their intent to separate from the School.

• Students may request a withdrawal from the MD program if in Good Academic Standing.

• Students who are Not in Good Standing or are at risk for Dismissal may be granted permission by the Senior Associate Dean of Student Affairs to request to withdraw with a transcript and MSPE notation of “Not in Good Standing.”

PROCEDURES

A. Clearance to Take a LOA:

• Meeting Requirements: Students who wish to go on a LOA must obtain clearance beforehand. Students must meet with the Office of Student Affairs to discuss the reason for and understand the implications of the LOA before filling out the appropriate forms. Students will be provided with all support options and appropriate referrals to make an informed decision.

• Once given clearance, students must fill out the Request for Leave of Absence form located on the , which will go through various approvals. Students will receive a final approval letter with the timing and conditions of the leave, including information about communication and initiation of the return process.

B. Documentation and Implications of a LOA:

• Documentation of a LOA: The dates for a LOA will be noted on the Transcript and the Medical Student Performance Evaluation (MSPE). The reason for the LOA will not be included in these documents, except for an Administrative LOA, which will be designated as such on the transcript and MSPE.

• Financial Implications of a LOA: Students on a LOA are not eligible for financial support during their leave through the ISMMS Office of Student Financial Services.

For students with prior or current educational loans, deferment ends after 180 days.

• Health Insurance: Students on LOA are not eligible to continue with the School’s health insurance plan unless granted approval by the Senior Associate Dean of Student Affairs.

• Housing Eligibility: Students who reside in student housing are required to vacate while on LOA.

• Status within the MD Program: Students who take a LOA from the MD program do not retain student status with the School. Students may not participate in any educational activities, access any student resources, and are not eligible for conference funding or other internal funding for scholarly pursuits from Medical Education.

C. Returning from a LOA: Student should refer to the individualized terms of their leave letter to understand the expectations and timeline for return.

• Return Forms: Students must complete the Return from Leave of Absence form located on the Office of the Registrar website by the date specified in their approval letter.

• Failure to Complete the Return Form: Students who do not complete the form by the return date specified in their approval letter will be automatically withdrawn from the School, as it will be assumed the student no longer wishes to be considered enrolled. Students who wish to apply for reinstatement at a later date may complete a new application for admission.

• Return Tasks: Students are responsible for checking their email periodically during their LOA to ensure all return requirements are completed. Requirements include completing the return form, compliance, entering the class lotteries, and other class specific tasks.

D. Withdrawals: Students who wish to withdraw from the MD program must meet with the Office of Student Affairs.

• Paperwork: Upon approval, students will be provided with the Withdrawal form to complete their check out.

• Documentation: The student will receive a letter documenting their request with their withdrawal date and academic standing. The withdrawal will also be noted on the students’ transcript and Medical Student Performance Evaluation (MSPE).

RELATED POLICIES

• Credit Hours Policy

POLICY

The Icahn School of Medicine at Mount Sinai determines the total required instructional time in the PreClerkship Phase to ensure that the volume of material is appropriate and to allow medical students sufficient time for independent study.

• The maximum time of scheduled learning activities (e.g., live, synchronous, recorded/asynchronous) is 27 hours per week, averaged over the course.

• Assigned activities (e.g., required preparation, such as viewing audio/video recordings, reading assignments) are limited to a maximum of 40 hours per week, averaged over the course or module (estimating 1.5 hours of assigned activity per 1 hour of scheduled learning activity, averaged over the week).

PROCESS

1. The number of scheduled learning activities and assigned activities are monitored by the Office of Curricular Affairs.

2. This policy is disseminated to module and course directors annually and during each module’s yearly preparatory meeting.

3. This policy is also provided to students before each academic year starts.

4. Anonymous module evaluations include items to assess students’ perceptions of workload in each module. Module and course evaluation data regarding workload are collected at the end of each module by the Office of Assessment and Evaluation, with a yearly report of this data submitted to the Executive Oversight Committee (EOC).

POLICY

1. Duty Hours:

• Duty hours in Years 3 and 4 related to clinical and educational activities must be limited to 80 hours per week, averaged over the clerkship period.

• Duty hours during a typical week:

  • Include: all clinical and educational activities where a student is physically present in the hospital or clinic—direct patient care (e.g., rounding, seeing patients) and their attendant administrative duties (e.g., completing medical records, ordering and reviewing lab tests); time spent when a student is on overnight in-house call; time in scheduled academic activities such as didactics (synchronous or asynchronous) and conferences; time spent completing mandatory clerkship assignments (e.g. online modules, watching recorded lectures); and time in required longitudinal experiences. o Exclude: time spent commuting, reading, studying, or preparing academically at home or away from the patient care site (e.g., preparing for presentations or conferences, studying for exams); or on hospital premises for activities that are not scheduled as part of the student’s clerkship.

1. In-House Call Activities:

• In-house call is defined as those duty hours added to the normal work shift when students are required to be immediately available in the assigned patient care site.

• Students must be scheduled for in-house on-call activities no more frequently than every third day.

A. In-House Extended Day Call

• In house extended day call is defined as those duty hours added to the normal work shift, if overnight in-house call is not required

• Extended day call ends no later than 9:00pm and the student is expected to return the next morning (no earlier than 5:00am on any service)

B. In-House Overnight Call

• In-house overnight call is defined as those duty hours added to the normal work shift when students are expected to be immediately available overnight in the assigned patient care site.

• If a student is required to be on overnight in-house call, following regular duty hours/shifts, then the student is required to be off duty by 9:00 am the next morning.

1. Night Float Rotation

• Night float is defined as duty hours that occur in the late evening or overnight, with time off during the day to rest.

• Night float rotation is considered shift work and not an in-house call.

• Night float rotation should not exceed 5 nights in a row; at a minimum, there are 8 hours off between shifts.

PROCEDURE

• The Curricular Affairs Support Team disseminates the duty hours policy to Clerkship Directors and Site Directors at the beginning of each academic year.

• Clerkship Directors disseminate the duty hours policy to clerkship faculty and house staff at all clinical training sites annually.

• Residents, Faculty and non-educators receive the policy at the beginning of each academic year.

• Students receive and review the policy prior to the start of Year 3 and during each clerkship’s Orientation.

RELATED POLICY

• Pre-Clerkship Student Contact Hours

• Clinical Student Work Hours

POLICY

The credit hours for courses at the medical school will be determined using the following formula: 30 contact hours plus an average of 45 out-of-class independent student work equals 1 credit hour.

Definitions:

• Contact Hours: Contact hours refer to the time spent in direct instructional activities with faculty, including lectures, seminars, workshops, clerkship/clinical rotations, and laboratory sessions.

• Out-of-Class Hours: Out-of-class hours encompass the time students are expected to spend on independent study, research, assignments, projects, clinical practice, and other learning activities outside of formal instruction.

Credit Hour Calculation:

• For each module, the total contact hours and out-of-class hours will be determined based on the course objectives, curriculum design, and instructional methods.

• Modules and Courses:

  • The credit hour value for a module or course will be calculated by dividing the total hours (contact hours + out-of-class hours) by the established formula of 30 contact hours plus 45 outside hours equals 1 credit hour.

• Clerkships, Acting Internships, and Clinical/Non-Clinical Elective experiences:

PROCESS

1. Faculty members responsible for course design and delivery are expected to accurately estimate and allocate contact hours and outside hours based on the course content and learning objectives.

2. The Office of Curricular Affairs will review and approve credit hour calculations for courses to ensure compliance with this policy.

3. Students will be informed of the credit hour allocation for each course in the module information sheet, including the breakdown of contact hours and outside hours required.

RELATED POLICIES

• Due Process and Promotion

• Yearly Progress Requirements

POLICY

The Office of Student Affairs internally tracks student's academic and professional performance during medical school to proactively identify and support students experiencing difficulty in or out of the classroom. Students may be placed into an academic status based on their overall academic and professional performance. The status designations ensure that students meet the School’s Yearly Progression Requirements and can maintain Satisfactory Academic Progress. The School’s academic status designations are:

1. Satisfactory Academic Status: Satisfactory Academic Status means that a student has met all course/clerkship requirements or has successfully remediated any course/clerkship failures or other issues pertaining to academic or professional performance.

2. Monitored Academic Status: A student is put into Monitored Academic Status for failed examinations, unexcused absences or a lapse of professionalism. An academic and/or professionalism plan will be sent to the student outlining required services and resources that a student must utilize. This status is an internal designation and is not reported on the Transcript or Medical Student Performance Evaluation (MSPE).

3. Serious Academic Status: A student is put into Serious Academic Status for a failed course or clerkship, failure of multiple NBME shelf examinations, failure of a USMLE board examination, multiple unexcused absences, multiple occurrences or a serious occurrence of unprofessionalism, failure to adhere to an academic or remediation plan, or failure to complete owed or remediate failed requirements by the end of an academic year. An academic and/or professionalism plan will be sent to the student outlining required services and resources that a student must utilize. Students in serious academic status are also reviewed by the Promotions Committee. They are charged with reviewing the list of students not meeting set standards of academic performance and for the advancement of students who have satisfactorily completed requirements each year. Students will be reviewed to determine eligibility for promotion, including but not limited to alteration of academic timeline and remediation, implementation of learning and wellness resources, up to and including dismissal.

This status is an internal designation and is not reported on the Transcript or Medical Student Performance Evaluation (MSPE) unless the student is not meeting Satisfactory Academic Progress.

Students who enter an academic status are reviewed at the end of each academic semester. Students may step down in their academic status after a full semester of no continued concerns.

PROCEDURE

1. Monitoring of Academic Status: Any circumstance that warrants a student being placed into an academic status will be reviewed monthly by the Office of Student Affairs

2. Documentation: A student will receive an email from the Office of Student Affairs documenting their academic status, the reason for the change and an academic plan to support student success.

3. Academic Status Removal: Students who enter an academic status are reviewed at the end of each academic semester by the Office of Student Affairs and will receive a communication of this status change. Students may step down in their academic status after a full semester of no continued concerns and will be notified of this status removal.

Monitored Academic Status

Serious Academic Status:

RELATED POLICIES

• Satisfactory Academic Progress

• Yearly Progress Requirements

• Academic Standing

• Academic Remediation

• ISMMS Year 3 and 4 Electives

• Technical Standards

POLICY

All medical students at the Icahn School of Medicine at Mount Sinai (ISMMS) are expected to maintain continuous enrollment and meet the same academic, technical, and professional standards for advancement and graduation within a prescribed time frame, with or without accommodations.

Prior to degree conferral, ISMMS verifies that each medical student has met the degree conferral requirements set forth by the Executive Oversight Committee (EOC) of the MD program, with a maximum of six (6) years to MD degree completion and 10 years for completion of MD/PhD degrees. These time limits may be extended when granted by the respective program(s) committee for extenuating and/or compelling cases.

1. Academic Requirements

• Students must meet all the medical education program objectives.

• Students must pass required courses, clerkships, the minimum number of weeks of electives, and Acting Internship (AI).

• Students must take and pass USMLE Step 1 by August 31 of the fourth-year curriculum and Step 2CK by December 31 of the fourth-year curriculum

• Students must complete a scholarly project and present it at an annual Medical Student Research Day prior to graduation.

1. Primary Care Scholars Program (PCSP) Requirements

• In addition to the academic requirements, students in the PCSP are required to pass the InterACT clerkship.

PROCEDURE

The ISMMS Registrar’s Office verifies that all medical students have met graduation requirements and earned passing grades in all courses, clerkships, and electives prior to conferring of the MD degree. For those students in the PCSP, the program director will verify that the PCSP students have met the additional program requirements prior to graduation.

PURPOSE AND SCOPE

At the time of degree conferral, the Icahn School of Medicine verifies that every student is adequately trained to function in a constantly changing professional milieu, and that the public can be assured of students’ competence to practice. The following academic requirements are designed to ensure the success of all our graduates.

YEAR 1 REQUIREMENTS

Fall Semester

• Art and Science of Medicine Year 1

• Structures

• InFocus Week 1

• Molecular, Cellular, and Genomics Foundations

Spring Semester

• Art and Science of Medicine Year 1

• Immunology

• General Pathology

• InFocus Week 2

Other Requirements

• All first-year courses must be passed or remediated prior to August 1 of the summer in between Year 1 and Year 2.

• In addition, students must complete all required Year 1 milestones by the end of the spring semester of Year 1.

YEAR 2 REQUIREMENTS

Fall Semester

• Art and Science of Medicine Year 2

• Brain and Behavior

• InFocus Week 3

• Cardiovascular Pathophysiology

Spring Semester

• Art and Science of Medicine Year 2

• Hematology Pathophysiology

• Gastrointestinal-Liver Pathophysiology

• Musculoskeletal Pathophysiology

Other Requirements:

• All second-year courses must be passed or remediated by June 15 of Year 2.

• Students must complete all required Year 2 milestones by the end of the spring semester of Year 2.

YEAR 3 REQUIREMENTS

Year 3 Requirements for Class of 2026 and prior classes

Core Clerkships and Courses

• Inpatient Medicine

• Ambulatory Care - Geriatrics

• Pediatrics

• Surgery - Anesthesiology

Other Requirements

• All required Year 3 clerkships and courses must be passed before taking Year 4 clerkships.

• Students must successfully complete a total of 28 weeks of elective credit across Years 3 and 4 in order to graduate. For those students in the InterACT Program, a total of 22 weeks are required across Years 3 and 4.

• Students must complete all required Year 3 milestones by the end of the spring semester of Year 3.

Year 3 "Transitional Clerkship Year" Requirements (Class of 2027 only):

The Class of 2027 will complete the Transitional Clerkship Year (June 23rd, 2025 through February 12^th, 2026) inclusive of the following Core Clerkships and Courses:

• Inpatient Medicine (5 weeks)

• Pediatrics (4 weeks)

• Surgery - Anesthesiology (5 weeks)

• Online Radiology Course (ORC) (longitudinal)

Transitions Block (February 16^th through June 26^th, 2025)

• Class of 2027 students may complete the Ambulatory Care-Geriatrics Clerkships either during Transitions Block or during Year 4.

• Only Class of 2027 students that have successfully completed ALL of the above "Transitional Clerkship Year" requirements may progress to the Acting Internship and/or the Emergency Medicine Clerkship.

Other Requirements:

• Students may complete a maximum of 47 weeks of curricular effort (inclusive of courses, clerkships, acting internships, and electives) during Year 3 (Note: In AY 2025-2026, Year 3 extends from June 23rd, 2025 through June 26th, 2026.)

• Student must successsfully complete a total of 28 weeks of electitve credit across Years 3 and 4 in order to graduate. For those students in the InterACT Program, a total of 22 weeks are required across Years 3 and 4.

• Students must complete all required Year 3 milestones by the end of the spring semester of Year 3.

YEAR 4 REQUIREMENTS

Year 4 Requirements for Class of 2026 and all prior classes:

Year 4 Required Core Clerkships and Courses

• Introduction to Internship

• Emergency Medicine

• InFocus Week 8

• One Acting Internship (either Medicine, Pediatrics, General Surgery or Surgical sub-Specialties)

Other Requirements

• Students must complete a minimum of 30 weeks of curricular effort (inclusive of courses, clerkships, acting internships, electives, and dedicated interview block time) during Year 4.

• Students in the classes of 2023 and beyond must successfully complete a total of 28 weeks of elective credit across Years 3 and 4 in order to graduate. For those students in the InterACT Program, a total of 22 weeks are required across Years 3 and 4.

• All required clerkships must be passed or remediated in order to graduate.

• Students must complete all the graduation requirements (see Graduation Policy linked below.)

Year 4 Requirements (Class of 2027 only):

Year 4 Required Core Clerkships and Courses

• Transition to Residency

• Emergency Medicine *

• One Acting Internship (either Medicine, Pediatrics, General Surgery or Surgical sub-Specialties) *

• Ambulatory Care-Geriatrics**

Other Requirements:

• *Only Class of 2027 students that have successfully completed ALL of the Transitional Clerkship Year requirements listed above may progress to the Acting Internship and/or the Emergency Medicine Clerkship.

• **Class of 2027 students may choose to take the Ambulatory Care-Geriatrics Clerkship either during Year 3 or Year 4.

• All required clerkships must be passed in order to graduate.

• Students in all the classes of 2023 and beyond must successfully complete a total of 28 weeks of elective credit across Years 3 and 4 in order to graduate. For those students in the InterACT Program, a total of 22 weeks are required across Years 3 and 4.

RELATED POLICIES

• Grade Submission Policy

• Yearly Progress Requirements

POLICY

Students must remediate a course in which they received a Fail grade.

If a student successfully passes the remediation assessment, a separate grade of ‘Pass’ is reported to the Registrar for a remediation version of the course. The Fail grade is retained on the transcript for the initial attempt of the course. If a student fails the remediation assessment, they will be required to repeat the course.

Students may not remediate a course while actively engaged in other coursework. First year students must achieve a Pass on the remediation or equivalent course by August 1 in order to progress on to the next academic year. The ability of first year students to participate in research during the summer is dependent on the timing and extent of any remediation. Second year students must achieve a Pass in the remediation or equivalent course by June 15 in order to progress to the next academic year.

PROCEDURE

Communication with the student regarding the need to remediate a course must occur within five business days of release of the final course grade.

If a student fails a course, the Course Director will identify or develop a remediation assessment targeted to content where the student did not meet expectations. The remediation assessment may be the same as that failed by the student or may be designed to address specific content or competencies. The remediation assessment passing cutoff will be set by the Course Director.

Student Affairs will work with the student and Course Director to determine timing of remediation.

RELATED POLICIES

• Required Clinical Experiences

• Grade Submission Policy

• Absence Policy

• Yearly Progress Requirements

POLICY

Students must remediate a course or clerkship in which they received a Fail grade.

If a student successfully passes the remediation assessment, a separate grade of ‘Pass’ is reported to the Registrar for a remediation version of the course or clerkship. The Fail grade is retained on the transcript for the initial attempt at the course or clerkship. If a student fails the remediation assessment, they will be required to repeat the course or clerkship.

A student who fails a course or clerkship in Year 3 must remediate the course/clerkship by August 1 to progress on to Year 4. A student who fails a course/clerkship in Year 4 must remediate the course or clerkship by one week prior to graduation.

YEARS 3 AND 4 COURSES PROCEDURE

Communication with the student regarding the need to remediate a course must occur within five business days of release of the final course grade.

If a student fails a course, the Course Director will identify or develop a remediation assessment targeted to content where the student did not meet expectations. The remediation assessment may be the same as that failed by the student or may be designed to address specific content or competencies. The remediation assessment passing cutoff will be set by the Course Director.

Student Affairs will work with the student and Course Director to determine the timing for the remediation assessment. This communication must occur within five business days of release of the final grade.

YEARS 3 AND 4 CLERKSHIPS PROCEDURE

Communication with the student regarding the need to remediate a clerkship must occur within five business days of release of the final clerkship grade.

A student who receives a failing grade for a Year 3 clerkship must remediate the clerkship. The remediation is based upon the specific criteria leading to the failure. The narrative paragraph will describe the remediation.

The table below indicates the types of remediation required for failure of specific clerkship components. Not all components relate to every clerkship

Student Affairs will work with the student and clerkship director to determine the timing of remediation.

YEARS 4 ACTING INTERNSHIPS

Communication with the student regarding the need to remediate a clerkship must occur within five business days of release of the final clerkship grade.

A student who receives a failing grade for a Year 4 acting internship must remediate the acting internship. The remediation is based upon the specific criteria leading to the failure.

The table below indicates the types of remediation required for failure of specific clerkship components. Not all components relate to every clerkship.

Student Affairs will work with the student and clerkship director to determine the timing of remediation.

RELATED POLICIES

• Due Process and Promotion

• ASCEND Progression Requirements

• Assessment 2^nd Attempt Policy

• ASCEND Remediation Policy Phase 1

POLICY STATEMENT

In order to provide support in a timely manner for students in academic or professionalism difficulty, a monitoring system is in place that tracks a student’s performance across all years of medical school. Based on a student’s performance, a student may be placed in academic monitoring or in intensive academic monitoring.

A student may remain in ‘Good Standing’ if they are making progress towards completion of the MD degree. Students who are not making progress may be placed on academic probation, suspended, or dismissed.

Below are the categories of student standing:

1. Good Standing: A student will be considered in good standing if they are meeting

   academic standards, professional standards and other expectations of the MD program

   and meet the criteria for progression.

2. Academic Probation: Students who do not meet the criteria for progression are considered not in good academic standing. They may be placed on Academic Probation. Once a student is placed on Academic Probation, degree progress must be made within a specific time frame as detailed in the student’s remediation plan. If performance continues to be unsatisfactory or the time frame is not met, students may be suspended or dismissed from the program.

Academic Monitoring

The Office of Medical Student Affairs internally tracks student's’ academic and professional performance during medical school to proactively identify and support students experiencing difficulty in or out of the classroom.

Students may be placed into academic monitoring based on their overall academic and professional performance. The designations ensure that students meet the School’s Progression and Graduation Requirement Policies and can maintain Good Standing.

1. Academic Monitoring: A student is placed into Academic Monitoring for failed examinations, unexcused absences or a lapse of professionalism. A personalized academic and/or professionalism plan will be emailed to the student outlining required services and resources that a student must utilize, as well as a timeline and plan for remediation. Academic Monitoring is an internal designation and is not reported on the Transcript or Medical Student Performance Evaluation (MSPE).

2. Intensive Academic Monitoring: A student is placed into Intensive Academic Monitoring for a failed module or clerkship, failure of multiple assessments in the pre-clerkship phase, failure of multiple NBME shelf examinations in the clerkship phase, failure of a USMLE board examination, multiple unexcused absences, multiple occurrences or a serious occurrence of unprofessionalism, failure to adhere to an academic or remediation plan, or failure to complete owed or remediate failed requirements by the end of an academic phase. An academic and/or professionalism plan will be provided to the student outlining required services and resources that a student must utilize, as well as a timeline and plan for remediation. The Promotions Committee reviews all students for eligibility for promotion to the next academic phase or graduation as per the remediation, progression, and graduation policies. The Committee also reviews all students in Intensive Academic Monitoring for satisfactory completion of phase requirements and adherence to their personal plan. Interventions for students in Intensive Academic Monitoring include, but are not limited to, alteration of academic timeline and/or remediation, required usage of learning or wellness resources, and periodic review to determine if a student is meeting degree requirements. The Committee may recommend disciplinary action including Academic Probation, Suspension or Dismissal for students not meeting progression requirements. Intensive Academic Monitoring is an internal designation and is not reported on the Transcript or Medical Student Performance Evaluation (MSPE) unless the student is not meeting the Satisfactory Academic Progress Policy.

Students who enter a monitoring plan are reviewed at the end of each academic semester. A student's monitoring level may be adjusted to a lower level after a full semester with no continued concerns. Students who are unable to meet the terms of their monitoring plan may not meet the requirements of the Progression Requirements Policy.

PROCEDURES

1. Monitoring: Any circumstance that warrants a student being placed into academic monitoring will be reviewed monthly by the Office of Medical Student Affairs

2. Documentation: A student will receive an email from the Office of Medical Student Affairs outlining the reasons for academic monitoring and an academic and professionalism plan to support student success.

3. Semester Review: Students who enter academic monitoring are reviewed at the end of each academic semester by the Office of Medical Student Affairs and will receive a communication stating whether academic monitoring will be removed, stepped down, continued or advanced. Students may be stepped down after a full semester of no continued concerns.

Academic Monitoring

Intensive Academic Monitoring:

RELATED POLICIES

• Curriculum Completion Requirements Policy

• Electives Requirements Policy

• USMLE Step 1 and Step 2 Completion Policy

• Mentored Scholarly Project Policy

POLICY STATEMENT

To ensure the comprehensive education and assessment of medical students, this policy delineates the core requirements that all students must fulfill to be eligible for graduation from the medical program. These requirements are integral to verifying that graduates possess the necessary medical knowledge, clinical skills, and professional attributes required for the next stage of their medical careers. The MD degree will be conferred by the Icahn School of Medicine of Mount Sinai to persons who have met the following requirements as determined by the faculty:

1. Competency and Coursework: Students must satisfactorily complete all competency and coursework requirements.

2. Electives: Students must complete the minimum number of weeks of electives, as specified by the MD Program curriculum.

3. Licensing Examinations: Students must achieve passing scores on the National Board of Medical Examiners (NBME) USMLE Step 1 and Step 2 CK exams.

4. Scholarly Project: Students must fulfill all requirements of a mentored scholarly project For detailed policies and guidelines related to each specific requirement, students and faculty should refer to the corresponding policy documents that elaborate on the standards, procedures, and criteria for satisfactory completion.

PROCEDURES

1. Monitoring of Progress:

• Module, course, and clerkship directors are responsible for ensuring the satisfactory achievement of competencies and completion of the coursework required for their respective areas. They must oversee the students’ performance and submit final assessments upon completion. The Office of Curricular Affairs is tasked with monitoring students’ progress through regular evaluations and assessments, ensuring that all students comply with the competency and coursework requirements set forth by the curriculum.

• Students are responsible for submitting their elective choices to the Office of Curricular Affairs (Student Electives functional area) by the designated deadlines to receive approval and scheduling. Upon completion of their electives, students must submit an evaluation form, endorsed by their supervising physician, to the Director of Medical Student Electives. It is the responsibility of the Director of Medical Student Electives to ensure that students have satisfactorily completed their electives and to report this to the Office of the Registrar.

• Students are responsible for registering for the USMLE Step 1 and Step 2 CK exams and should take advantage of the resources and support offered by the Office of Student Affairs for exam preparation. Upon achieving passing scores, students must submit the documentation of these scores to the Office of Student Affairs. The Office of Student Affairs will then verify the results and report them to the Office of the Registrar by the established deadlines.

1. Record Keeping and Verification:

• The Office of the Registrar will maintain records of all academic and extracurricular requirements, including elective completion and USMLE scores.

1. Graduation Clearance:

• The Office of the Registrar will conduct a final review of each student’s academic record to confirm that all graduation requirements have been met.

• Students who have met all requirements will be cleared for graduation and will be eligible to participate in the commencement ceremony.

RELATED POLICIES

• ASCEND Graduation Requirements Policy

• ASCEND Electives Requirements Policy

• ASCEND Scholarly Product Policy

• ASCEND Remediation Policy

• ASCEND Promotions Committee Policy

POLICY PURPOSE AND OVERSIGHT

This policy outlines the requirements for students enrolled in the MD Program to advance through the ASCEND curriculum: Phase 1 (Pre-Clerkship), Phase 2 (Clerkship), and Phase 3 (Integration and Transitions). The Promotions Committee is the governing body responsible for evaluating student readiness to progress through each phase of the curriculum. Decisions are based on the student’s overall academic performance, professionalism, and ability to meet MD Program Technical Standards. Students who fulfill all passing and completion requirements within the specified time frames will be deemed to be making satisfactory academic progress and will be eligible for formal advancement.

Definitions:

• Successful Completion refers to a student’s fulfillment of all required activities or components of a module that must be completed for participation or feedback purposes. These requirements do not carry a formal passing threshold and therefore do not require remediation.

• Passing as defined in the Grading Policy. If a student does not meet this threshold, they must complete a structured remediation process to address identified deficiencies. The module or clerkship is considered complete only upon successful remediation. The remediation process is governed by the Remediation Policy - Phase 1.

POLICY

I. PROGRESSION REQUIREMENTS FROM PHASE 1 (PRECLERKSHIP PHASE) TO PHASE 2 (CLERKSHIP PHASE)

The MD Program’s Phase 1 consists of three semesters: two in Year 1 and one in Year 2. Satisfactory academic and professional performance in Phase 1 is required for promotion to Phase 2 (Clerkship Phase).

A. Phase 1 to Phase 2 Advancement Requirements

To make successful progress in Phase 1 and be approved by the Promotions Committee for advancement to Phase 2 and its elective offerings, a student must meet ALL the following requirements:

• Passing all required Phase 1 modules, including:

  • All foundational and system-based modules

    • Basecamp

    • Molecular, Cellular and Genomic Foundations

B. Completion Timeline Requirements

• Students who have failed any Phase 1 required module must be reviewed by the Promotions Committee. Students who appear before the Promotions Committee will be reviewed to determine eligibility for promotion, including alteration of timeline, remediation, implementation of learning and wellness plans, suspension, probation, repeat of the year, or dismissal.

• All Year 2 Phase 1 modules and other requirements must be passed or remediated by the end of the Phase 1 academic period in order to progress to Phase 2.

C. Academic Failure and Promotions Review Process

• Students who fail one or more modules in Year 1 of Phase 1 will be reviewed by the Promotions Committee in accordance with the Remediation Policy – Phase 1. In cases where two modules are failed, the standard recommendation is to repeat Phase 1 Year 1one act in its entirety. This recommendation will be reviewed by the Promotions Committee, which may consider individual circumstances in its final progression decision.

D. Remediation Timing and Scheduling

• All remediation activities and timelines are governed by the Remediation Policy – Phase 1.

II. PROGRESSION REQUIREMENTS FROM PHASE 2 (CLERKSHIP PHASE) TO PHASE 3 (INTEGRATION AND TRANSITIONS PHASE)

The MD Program’s Phase 2 (Clerkship Phase) consists of required clinical clerkships, the Phase 2 THINQ curriculum, and PEAKS 2 clinical competency assessments. Satisfactory academic and professional performance in Phase 2 is required for promotion to Phase 3 (Integration and Transitions Phase).

A. Phase 2 to Phase 3 Advancement Requirements

To make satisfactory academic progress in Phase 2 and to be approved by the Promotions Committee for advancement to Phase 3, a student must meet ALL the following requirements:

• Passing all required Phase 2 clerkships, including:

  • Emergency Medicine

  • Inpatient Medicine

  • Neurology

B. Completion Timeline Requirements

• All required Phase 2 clerkships, THINQ and PEAKS 2 requirements must be passed, completed or successfully remediated by the end of Phase 2, before beginning Phase 3.

• Students may not initiate Acting Internships, Chronic Care Clerkship, electives or other Phase 3 modules with any outstanding clerkship completion or remediation. A plan to complete Phase 2 requirements or remediation must be in place and may require approval from the Promotions Committee. Students who appear before the Promotions Committee will be reviewed to determine eligibility for promotion, including alteration of timeline, remediation, implementation of learning and wellness plans, probation, suspension, repeat of the year or dismissal.

• Students on a modified academic plan must meet with the Office of Medical Student Affairs to outline the timing and requirements for completion of Phase 2 requirements.

C. Academic Failure and Promotions Review Process

• Students who fail one or more clerkships in Phase 2 will be reviewed by the Promotions Committee in accordance with the Remediation Policy – Phase 2.

D. Remediation Timing and Scheduling

• All remediation activities and timelines are governed by the Remediation Policy – Phase 2.

III. PROGRESSION REQUIREMENTS FROM PHASE 3 (INTEGRATION AND TRANSITIONS PHASE) TO GRADUATION CONSIDERATION

The MD Program’s Phase 3 includes the Chronic Care clerkship, acting internships, electives, and the Transition to Residency module. Satisfactory academic and professional performance in Phase 3 is required for formal consideration for graduation from the MD Program

A. Phase 3 to Graduation Advancement Requirements

To be eligible for degree conferral, a student must meet all of the following requirements by the end of Phase 3:

• Pass all required Phase 3 clerkships, modules, and acting internships, including:

  • Chronic Care Clerkship

  • One Acting Internship in one of the following areas:

    • General Surgery

B. Completion Timeline Requirement

• All required Phase 3 clerkships, modules, acting internships, electives must be passed or successfully remediated by the end of the Phase 3 academic year.

• All THINQ and PEAKS 3 requirements must be fully completed by the end of Phase 3.

• Students on a modified academic plan must meet with the Office of Medical Student Affairs to outline the timing and requirements for completion of Phase 3 requirements.

• Students may not be certified for graduation with any outstanding remediation or incomplete requirements, unless a specific plan is approved in writing by the Promotions Committee.

C. Academic Failure and Promotions Review Process

• Graduation eligibility and remediation for Phase 3 failures are governed by the Remediation Policy – Phase 3. Students with unresolved academic issues will be reviewed by the Promotions Committee.

• The Graduation Requirements Policy further outlines all requirements for graduation from the ISMMS MD Program.

D. Remediation Timing and Scheduling

All remediation activities and timelines are governed by the Remediation Policy – Phase 3.

RELATED POLICIES

• Grade Submission Policy

• Absence Policy

• Progression Policy

• Remediation Policy - Phase 1

POLICY

If a student’s module grade is below the passing cutoff prior to final grade determination, they can retake one assessment to improve their grade. The retake assessment will relate to the content competency that is most deficient for the student. The assessment is selected by the Module Director.

Upon completion of the retake, the student’s module grade is then recalculated. If the retake assessment leads to a module grade above the pass cutoff, the student will receive a Pass grade for the module. If the retake assessment does not lead to a module grade above the Pass cutoff, the student will receive a Fail grade.

Scheduling of the retake is dependent on the assessment and is coordinated with the student. Students may retake assessments for two modules in Phase 1. Regardless of outcome, students who do not meet the pass cutoff for a module after having used two retakes will automatically receive a Fail grade for the third or more module. A student has the right to decline taking a retake if they do not want to use one of their allotted retakes.

Until the student retakes the necessary assessment, they will receive a grade of Conditional on their transcript. This will be changed to Pass or Fail based upon the retake.

PROCESS

1. The Office of Assessment and Evaluation (OAE) notifies the module director of any students at risk of failing based upon preliminary grade calculations. Together they identify the content and assessment(s) leading to the current grade and identify the assessment for retake.

2. Students will be notified by the Office of Assessment and Evaluation if their grade does not meet the pass cutoff and the identified assessment for retake. Students may retake failed assessments on alternate exam dates as identified on BlackBoard or on listed proctored exam dates during Winter break 1, Summer break, and Winter break 2.

3. Scheduling of the retake is coordinated between the student (with input from Student Affairs) and the OAE. If the retake requires a proctored assessment, these can only be scheduled on alternative testing dates identified in the academic calendar.

RELATED POLICIES

• Graduation Requirements Policy

• Progression Requirements Policy

• Academic Status Policy

• Time to Degree Policy

• MSTP Graduation Policy

POLICY STATEMENT

This policy mandates that all medical students must successfully pass the United States Medical Licensing Examination (USMLE) Step 1 and Step 2 CK to be eligible for graduation from the Icahn School of Medicine at Mount Sinai. This requirement is in place to ensure that all graduating students are adequately prepared for professional practice and possess the necessary medical knowledge and skills.

POLICY REQUIREMENTS

A. MD Student Deadlines to Sit for Step 1 and Step 2 Examinations:

• MD students:

  • Must pass either USMLE Step 1 or USMLE Step 2 CK by August 1 of their fourth year year. To meet the pass deadline, students must sit for the examination by July 1.

  • Must pass the remaining USMLE exam (Step 1 or Step 2 CK) by December 1 of their final academic year. To meet the pass deadline, students must sit for the examination by November 1.

• Any student who takes Step 1 prior to the end of Phase 1 or who takes Step 2 prior to the end of Phase 2 must fill out the

B. MSTP Student Deadlines to Sit for Step 1 and Step 2 Examinations:

• MSTP students:

  • Step 1 must be taken prior to entry into Phase 2 (as listed on the academic calendar). Students unable to sit for Step 1 prior to the start of their first clerkship rotation due to acute illness, personal emergency, Prometric cancellation, NBME error, or lack of academic readiness as defined by failing practice tests, must request a Step 1 delay through the . All requests will be reviewed and approved or denied by the Office of Medical Student Affairs.

    • If a request to delay Step 1 is approved, students must defer their first clerkship rotation and are required to meet with a learning specialist, MSTP leadership and may be referred for additional resources for student centered support.

C. Pass of USMLE Step 1 and Step 2 CK Examinations:

• All MD and MSTP students are required to pass the USMLE Step 1 and Step 2 CK Examinations as outlined above as part of their graduation requirements.

D. Failure to Meet Requirements:

• MD and MSTP students who fail to take these examinations within the prescribed timeframe will result in a review by the Promotions Committee, which may recommend required resources or modifications to the student's academic timeline, including but not limited a delay to graduation, alteration of academic plan, an administrative leave of absence, being placed on academic probation, or dismissal.

• If a student fails Step 1 or Step 2 CK, the student is placed on Intensive Academic Monitoring. They must meet with the Office of Medical Student Affairs to create and commit to an individualized remediation plan, which may be reviewed by the Promotions Committee.

• Failure to adhere to the remediation plan or testing timeline may be reported to the Promotions Committee.

PROCEDURES

A. Registration and Scheduling for Examinations:

• Students must register for the USMLE Step 1 and Step 2 CK exams through the United States Medical Licensing Examination Program.

• Students applying for disability accommodations are encouraged to meet with the Office of Student Disability Services 9 months prior to their test date.

• Students are responsible for scheduling exams to ensure their ability to meet the deadlines listed in this document

B. Monitoring Deadlines and Scores:

• The Office of Student Affairs will monitor compliance with the exam deadline requirements.

C. Failure to Meet Requirements:

• Students who meet the deadline but do not pass will be placed on Intensive Academic Monitoring. They must meet with the Office of Medical Student Affairs to create and commit to an individualized remediation plan, which may be reviewed by the Promotions Committee.

• Students who fail to meet these deadlines will be required to appear before the Promotions Committee. Students may be required to alter their graduation timeline, may be placed on academic probation, or may be dismissed

REVISION HISTORY

Prior EOC Approval, June 21, 2024.

RELEVANT LCME ELEMENT(S)

9.9 Student Advancement and Appeal Process

POLICY STATEMENT

As part of the graduation requirements at the Icahn School of Medicine at Mount Sinai (ISMMS), all students must complete and present an approved scholarly project designed to develop skills and tools that can be applied to important problems in health care.

POLICY REQUIREMENTS

The scholarly product graduation requirement must meet all the following components approved by the Medical Student Research Office:

Carried out in one of the scholarly areas of study listed below:

• Basic Science, Clinical, or Translational Research

• Artificial Intelligence/Machine Learning

• Biomedical Innovation & Entrepreneurship

• Quality Improvement/ Healthcare Administration

1. Pose a scholarly question or problem statement,

2. Provide an objective, methodical, and analytical evaluation with results and conclusions,

3. Mentored by a faculty or mentor otherwise approved by the Medical Student Research Office (note: mentor cannot be a current trainee),

4. Project presentation on Medical Student Research Day (MSRD) in any year in Phase 2 or Phase 3, and

Inclusions/Exclusions/Exemptions

1. A peer reviewed publication or a national presentation is not an exemption to this requirement.

2. Case studies, literature reviews, reflection pieces are excluded from eligible project types.

3. A summer or scholarly year project can be used to fulfil this requirement if #1-8 above are met.

4. Completion of an ISMMS MD dual degree program (PHD, MPH, MSCR, MHA) exempts the medical student from this requirement.

Failure to meet milestone requirements and completion of the final product puts a student at risk of possible unprofessional behavior and not graduating.

PROCEDURE:

1. The Medical Student Research Office (MSRO) will oversee, monitor, and document the completion of this graduation requirement.

2. The MSRO will plan and host the annual Medical Student Research Day (MSRD).

3. Students must fulfill the scholarly product milestones leading to approval to present on MSRD:

   1. The milestones define specific progression tasks and due dates.

RELATED POLICIES

• Graduation Requirements Policy

• Progression Requirements Policy

RELATED POLICIES

• Graduation Requirements Policy

• Curriculum Completion Requirements Policy

• USMLE Step 1 and Step 2 Completion Policy

• Mentored Scholarly Project Policy

POLICY STATEMENT

This policy ensures that all medical students gain diverse and substantial elective experiences that are integral to their professional development and readiness for residency. Students are encouraged to pursue electives that align with their interests and career aspirations, within these requirements.

It establishes the elective requirements for medical students during the Clerkship Phase (Phase 2) and Integration and Transitions Phase (Phase 3). It defines the duration, type, and allocation of elective experiences necessary for graduation.

POLICY REQUIREMENTS

Students must complete 20 weeks of elective rotations during Phase 2 and Phase 3 combined: A. Clinical Electives (14 Weeks minimum) of which at least 4 weeks must be dedicated to a medicine subspecialty or critical care elective. B. Remainder of elective time can be fulfilled through

• Additional clinical electives

• Scholarly pursuit beyond the 4 week AOC requirements

• Non-clinical MD rotations/courses

• Service/longitudinal electives (up to a maximum of 4 weeks)

MD/PhD legacy curriculum students re-joining during Ascend curriculum

Students must complete 16 weeks of elective rotations during Phase 2 and Phase 3 combined: A. Clinical Electives (12 Weeks minimum) of which at least 4 weeks must be dedicated to a medicine subspecialty or critical care elective. B. Remainder of elective time can be fulfilled through

• Additional clinical electives

• Scholarly pursuit beyond the AOC requirements

• Non-clinical MD rotations/courses

• Service/longitudinal electives (up to a maximum of 4 weeks)

For Primary Care Scholars Program students who have completed the InterACT clerkship in the legacy curriculum and re-joining during ASCEND curriculum.

Students must complete 14 weeks of elective rotations during Phase 2 and Phase 3, of which 8 weeks must be clinical. A. Clinical Electives (8 Weeks minimum) B. Remainder of elective time can be fulfilled through

• Additional clinical electives

• Scholarly pursuit beyond the AOC requirements

• Non-clinical MD rotations/courses

• Service/longitudinal electives (up to a maximum of 4 weeks)

PROCEDURES

A. Elective Planning and Approval:

• Students must submit an elective plan to the Office of Curricular Affairs for approval 2 weeks before the elective period begins.

• The elective plan must specify the chosen electives, including the duration and objectives of each.

B. Documentation and Monitoring:

• The Office of Curricular Affairs will document the approval of elective plans and monitor the completion of elective requirements.

• Students must provide evidence of completion for each elective, which includes a supervising faculty member’s evaluation and any other required documentation.

C. Assessment of Electives:

• Each elective will have its own set of competencies and assessment criteria, which will be communicated to the student before the elective starts.

• Successful completion of an elective is contingent upon meeting these criteria.

D. Non-Clinical and Service Elective Restrictions:

• For non-clinical MD rotations/courses and service/longitudinal electives, students must demonstrate how these electives will contribute to their medical education and career goals.

• A maximum of 4 weeks can be allocated to service/longitudinal electives.

E. Submission Deadlines:

• All elective plans must be submitted for approval at least 2 weeks prior to the start date of the elective period.

• Documentation of completion for each elective must be submitted no later than 6 weeks after the elective rotation ends.

RELATED POLICIES

• ASCEND Grade Submission Policy

• ASCEND Absence Policy

• Assessment 2^nd Attempt Policy

• ASCEND Progression Policy

POLICY STATEMENT

This policy defines the remediation process for Phase 1 of the ASCEND MD curriculum. It outlines the responsibilities of students, faculty, and staff in the event that a student receives a failing grade in a module. The aim is to support student mastery of core content and competencies while upholding academic standards and progression timelines.

Governance and Roles :

• Module Director: Creates the remediation plan with goals, assessments, and criteria aligned to the competency gaps in consultation with Office of Curricular Affairs (OCA)

• Office of Student Affairs (OSA): Coordinates scheduling of remediation with the student and ensures timing supports adequate preparation.

• Office of Assessment and Evaluation (OAE): Issues failure notifications and communicates outcomes of remediation assessments.

• Office of Curricular Affairs (OCA): Oversees policy implementation, ensures alignment with the academic calendar, and maintains documentation

POLICY

• Students who receive a final grade of Fail in a Phase 1 module (per ASCEND Retake Policy) are required to complete a structured remediation plan to demonstrate achievement of the expected competencies. Remediation is required for graded modules only and must be completed within the timeline defined by the academic calendar.

• Remediation plans must be aligned with the original module learning objectives and clearly define the format of reassessment, the performance criteria for passing, and the preparatory resources available to the student.

• All remediation activities must be documented and approved by the Office of Curricular Affairs.

Eligibility for Remediation

• Students are eligible for remediation if they receive a final grade of Fail in a Phase 1 module. A Fail is determined according to the ASCEND Grading Policy. Remediation is not applicable to completion-based requirements unless specified otherwise. Refer to the ASCEND Progression Policy.

PROCESS

1. Failure Notification : The OAE notifies the student, OSA, and OCA of the failing grade.

2. Remediation Plan Creation: The Module Director drafts a remediation plan that includes defined goals, assessment formats, and a passing threshold aligned to the module’s learning objectives in consultation with OCA.

3. Scheduling : OSA works with the student to determine a remediation date and communicate the date with OAE. Remediation dates are listed in the academic calendar.

RELATED POLICIES

• Academic Standing

• Due Process and Promotion

• Yearly Progress Requirements/Progression Requirements

• Leave of Absence Policy

POLICY STATEMENT

The timeframe to complete the MD program is four (4) years of full-time enrollment. The maximum time limit a student may be enrolled to meet the MD program Time to Degree requirement is six (6) years. The following will be counted in assessment of pace: a student who extends their graduation date with a Scholarly Year, a Leave of Absence, or is placed on an academic plan that increases their time in the program.

Students in the MD-PhD program should refer to the for Time to Degree requirements.