New York Medical College

I. PURPOSE

The purpose of this policy is to establish a framework to determine eligibility for academic advancement to ensure that New York Medical College School of Medicine (“NYMC SOM”) graduates professionals who are knowledgeable, skillful, compassionate and caring.

II. POLICY

A. It is the policy of the NYMC SOM that to be considered for advancement or graduation, a student at the end of an academic year or phase, must:

1. 1. have satisfactorily completed all courses, clerkships, and other clinical skills assessments in the periods offered;
  2. have met all examination requirements, such as USMLE Step 1 and Step 2-CK;
  3. have demonstrated motivation, maturity, sound judgment, responsibility, and acceptable professional behavior; and
  4. possess other such attributes as the faculty deems to be essential to become a reliable and effective physician.

B. The faculty and administrators assigned the responsibility to make decisions regarding academic standing, promotion, remediation, and dismissal are charged to globally evaluate individual student performance and use their judgment in making decisions.

III. SCOPE

This policy applies to all students enrolled in the NYMC SOM.

IV. DEFINITIONS

CP – Conditional Pass
USMLE – United States Medical Licensing Examination
SAPRC - Student Advancement, Promotions, and Review Committee
NBME – National Board of Medical Examiners
PIC – Professionalism and Integrity Committee

V. PROCEDURES

The SAPRC meets monthly to review students’ performance. The following procedures govern those meetings:

A. Advancement, Promotion, and Graduation

1. 1. Students who are making satisfactory progress as set forth in this Policy will not be discussed individually but will be advanced, promoted, or recommended for graduation as a group.
  2. Students who have otherwise met requirements may be conditionally enrolled in a subsequent year or phase of the program pending receipt of requirements for advancement, such as score reports for USMLE or grade reports for courses or clerkships that end immediately prior to the next academic year.
  3. All academic deficiencies must be remediated prior to promotion to the next academic year/phase of the curriculum. The professional judgment of the SAPRC may, as an exception, supersede these guidelines

B. Review of Students Not Making Satisfactory Progress:

1. 1. A student who is not making satisfactory progress will be reviewed by the SAPRC. Examples of issues to be discussed may include, but are not limited to:
    - Two course and/or clerkship CP’s, whether or not remediated
    - Failure of one (1) course or one (1) clerkship in the M.D. Program (whether or not remediated)
    - Failure to meet the competency benchmark on two (2) NBME subject/ customized NBME examinations in Phase One of the M.D. Program
    - Failure to meet the competency benchmark on two (2) NBME subject examinations in Phase Two of the M.D. Program
    - Failure of either USMLE Step 1 or Step 2 Clinical Knowledge as required in the Policy on USMLE Examination and Clinical Competency Assessment Requirements
    - Occurrences of unprofessional behavior in academic and/or clinical settings, as determined by the Dean of Students of the School of Medicine, during any phase of the M.D. Program, and as set forth in the SOM Policy on Medical Student Professional Behaviors in Academic and Clinical Settings.
    - Failure of the same course or clerkship twice.
  2. The SAPRC will evaluate the students’ overall performance and will determine appropriate action, including but not limited to the following. These actions are not progressive, and the SAPRC may choose any it deems appropriate under the circumstances:
    - Remediation (e.g., repeat assignment or course, professionalism remediation assignments, etc.)
    - Extension of the curriculum
    - Leave of absence
    - Repeat of a year or phase of the curriculum
    - Dismissal
    - Any other action the SAPRC deems appropriate
  3. A student who has deficiencies must resolve them within one year, or within any other specific timeframe established for the student by SAPRC.

C. SAPRC Meeting Procedures

1. 1. The membership of the SAPRC is outlined in the Faculty Bylaws.
  2. Conflicts of Interest - A SAPRC member shall not participate in a meeting regarding a student for which the faculty or administrator has a conflict of interest. A conflict of interest may be present when the SAPRC member:
    - Has a personal, social, familiar, academic, research, business or financial relationship with the student or a member of the student’s family;
    - Has provided health care services to the student;
    - Has graded the student in a course for which the course or clerkship grade is the subject of a pending or prior adverse action or remediation plan; or
    - Serves as the student’s advisor, mentor, academic coach, or has another significant relationship with the student.
  3. Pre-Meeting procedures
    - A student who is brought before the SAPRC will be notified in writing by the Dean of Students as to the allegations to be discussed at the meeting. Such communication shall be at least seven (7) days before the scheduled meeting unless good cause exists for a shorter notice period.
    - The student may submit a letter to the SAPRC prior to the meeting regarding the allegations and any extenuating circumstances the SAPRC should consider.
    - The Dean of Students will provide relevant data and information to SAPRC members and the student in advance of the meeting.
    - Any student who requires an accommodation during the meeting should speak with the Division of Student Accommodations and Accessibility.
  4. Procedures during meeting
    - All meetings are closed to the public. Students are not permitted to record the committee meeting.
    - At the start of each meeting, members will declare any potential or perceived conflicts of interest as described above in respect to any students being discussed. Students will also have an opportunity to identify any potential conflicts. Where appropriate, members should recuse themselves from discussion and voting.
    - A quorum of the SAPRC membership, defined as 51% of the total voting membership, must be present. Should conflict of interest recusals prevent a quorum, the Dean of the SOM may appoint ad hoc members to the SAPRC for the meeting.
    - The student may attend the SAPRC meeting and may present a written statement or speak extemporaneously for up to ten minutes. If the student fails to attend the meeting without cause, the SAPRC shall proceed in the student’s absence.
    - Committee members may ask questions to the student and may also seek feedback and information from faculty or any other person with relevant information.
    - Upon completion of the presentation by the student and any committee questions, the committee will meet in closed session, without the student or student representatives, for deliberations. A decision must be made by a majority of participating members.
    - The student may ask a member of the full-time faculty to join them for the part of the meeting when the student is present. The faculty member is not present to speak, but rather to be supportive of the student. Legal representation is not permitted at the meeting.
    - In making its determination, the SAPRC shall consider the student’s entire record at the NYMC SOM.
  5. Communication of SAPRC Decision
    - SAPRC decisions shall be communicated to the student and any College official who is determined to have a legitimate interest in the result as soon as practicable after the meeting.
  6. Appeals - students may appeal adverse action decisions (i.e., related to advancement, graduation, or dismissal) of the SAPRC as per the SOM Policy on Adverse Actions. All other decisions of the SAPRC are final.

D. Relationship to PIC

1. 1. PIC generally has jurisdiction over alleged breaches of the SOM Policy on Student Conduct and/or the Touro University System Academic Integrity Policy. The SAPRC will adhere to any adverse actions decisions made by the PIC pursuant to these policies.
  2. When both the PIC and SAPRC may have jurisdiction over a matter involving a student, the Dean of Students in their sole discretion will determine the proper committee to hear the matter.

E. Additional Requirements for Advancement, Promotion, and Graduation

1. 1. Technical Standards: Students are required on an ongoing basis to satisfy technical standards, as outlined in the Technical Standards for Admissions and Continued Enrollment. Continued fulfillment of such standards is a requirement for ongoing registration in the MD Degree program.
    Additional graduation requirements, including national and local examination requirements, are listed in the USMLE Examination and Clinical Competency Assessment Requirements.

VI. EFFECTIVE DATE

This policy is effective immediately.

VII. POLICY MANAGEMENT

Executive Stakeholder: Dean, School of Medicine
Oversight Office: Office of Student Affairs

VIII. REFERENCES

LCME Standard 9.9: Single Standard for Promotion, Graduation and Appeal Process: A medical school ensures that the medical education program has a single standard for the promotion and graduation of medical students across all locations and a fair and formal process for taking any action that may affect the status of a medical student, including timely notice of the impending action, disclosure of the evidence on which the action would be based, an opportunity for the medical student to respond, and an opportunity to appeal any adverse decision related to promotion, graduation, or dismissal.

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

SOM Policy on Student Promotions