I. PURPOSE
The purpose of this policy is to provide guidelines to ensure timely reporting of grades and midcourse/clerkship feedback to ensure compliance with Element 9.7 and 9.8 of the Liaison Committee on Medical Education (LCME) accreditation standards.
II. POLICY
It is the policy of New York Medical College School of Medicine (NYMC SOM) that all grades must be submitted to the Office of Registrar within six weeks of completion of a course or clerkship. Course/clerkship feedback must be provided by at least the mid-point of every course/clerkship that is of at least four weeks duration.
III. SCOPE
This policy applies to all Phase/Clerkship Directors, department chairs, and faculty/instructors who assess students.
IV. DEFINITIONS
A. ADBS: Assistant Dean of Basic Sciences
B. ADCS: Assistant Dean for Clinical Sciences
C. Clerkship Director: SOM Faculty responsible for the oversight of the curriculum, structure, and assessment of a clerkship
D. Formative Feedback: Evaluations on work, including, but not limited to, verbal or written narratives, quizzes, written assessments such as note writing, and standardized patient feedback.
E. Module Director: SOM Faculty responsible for oversight of the curriculum, structure, and assessment of an assigned module during Phase One of the program.
F. Phase 1 Administrator: SOM administrator who provides support to the Phase 1 curriculum.
G. Phase 2/3 Administrator: SOM administrator who provides support to the Phase 2 and 3 curricula.
H. Phase 1 Director: SOM Faculty responsible for the oversight of the Phase curriculum.
I. Phase 2 Director: SOM Faculty responsible for the oversight of the Phase 2 curriculum
J. UME: Undergraduate Medical Education
V. PROCEDURES
A. Phase 1
1. It is the responsibility of the Phase 1 Directors in the pre-clerkship phase, in collaboration with relevant Module Directors, to ensure that all faculty responsible for assessment within their curricular component submit all evaluations and assessments that contribute to a student's final grade in a timely manner. Due dates for assessments are determined by Module Directors and clearly communicated to students and phase directors.
2. Pre-clerkship final grades are completed and uploaded to the Learning Management System (LMS) and submitted to the Registrar by the Phase 1 Directors within four weeks after the completion of the course.
3. Students have access to their Phase 1grades via LMS and the online portal.
4. Submission of Mid-Course Feedback. It is the responsibility of the Module Director to ensure that all faculty responsible for midcourse feedback provide it in a timely manner, by at least the mid-point of every course that is of at least four weeks duration, such that it can be effectively acted upon by the student. Results of assessments meant as Formative Feedback should be delivered within one week of the assessment. The requirement for midcourse feedback will be clearly communicated to course faculty and students by the Phase 1 Director.
5. Procedure for Tracking Grade Submissions in Phase 1
a. The Office of UME will monitor submissions of grades by Phase 1 Directors. After the completion of a course, the Phase 1 Administrator will begin sending weekly email reminders about the requirement to submit grades at four (4) weeks from the completion of the course.
b. If grades are not submitted within four weeks, the Phase 1 Director and the ADBS will be notified. The ADBS will then contact the Phase 1 [AH1] Director to facilitate grade completion. The Phase 1 Director will have one week from the original due date to submit grades.
c. If grades are not submitted by one week from the original four-week due date, the Dean of UME will be notified by the Phase 1 Administrator and will contact the Phase 1 Director’s department chair to create an action plan to get the grades submitted within three days (including weekends).
d. For instances of repeated failure to submit grades by four weeks from the completion of the course, the Dean of the SOM will be notified. Consistent failure to submit grades or individual assessments by the due dates may result in removal of a Phase 1 Director from their role and/or removal of a faculty member from their teaching responsibilities.
B. Phase 2
1. It is the responsibility of the Clerkship Directors to ensure that all faculty responsible for assessment within their clerkships submit all relevant evaluations and assessments that will contribute to a student's final grade in a timely manner. Due dates for assessments are to be determined by clerkship directors and will be clearly communicated to students and faculty.
2. Clerkship final grades must be completed and submitted to the Registrar by the Phase 2/3 Administrator within four weeks after the completion of the clerkship, with an ultimate deadline of six weeks.
3. Students have access to their clerkship grades via the online portal.
4. Mid-clerkship Feedback Procedure
a. Mid-clerkship feedback will be provided during the scheduled meeting between the student and the site director/primary preceptor or the Clerkship Director and will be provided in both written and verbal formats.
b. Submission of a mid-clerkship feedback form is a mandatory student assignment for each clerkship.
c. Students will sign an attestation at the conclusion of the midclerkship review indicating that they received mid-clerkship feedback. Clerkship Directors will verify that students have submitted their midclerkship feedback forms into LMS by the due date. Students who do not submit the mid-clerkship feedback form will be contacted directly by the Clerkship Director or clerkship coordinator to ensure this is completed prior to end of the clerkship.
5. Procedure for Tracking Grade Submissions in Phase 2
a. The Office of UME will monitor submissions of grades by Clerkship Directors. Approximately three weeks after the completion of a course/clerkship, the Phase 2/3 Administrator will begin sending weekly email reminders about the expectation to submit grades at four weeks.
b. If grades are not submitted within four weeks, the Phase 2 Director, as well as the ADCS will be notified. The ADCS will then contact the Clerkship Director to facilitate grade completion. The Clerkship Director will have one week from the original four-week due date to submit grades.
c. If grades are not submitted by this time period, the Dean of UME will be notified and will contact the Clerkship Director’s department chair to create an action plan to get the grades submitted within three days (including weekends).
d. For instances of repeated tardiness in grade reporting, the Dean of the SOM will be notified. Consistent failure to submit grades or individual assessments in a timely manner may result in removal of a Clerkship Director from their role and/or removal of a faculty member from their teaching responsibilities.
II. EFFECTIVE DATE
This policy is effective immediately.
III. POLICY MANAGEMENT
Executive Stakeholder: Dean, School of Medicine
Oversight Office: Office of Undergraduate Medical Education
IV. REFERENCES
LCME 9.7 Formative Assessment and Feedback
The medical school's curricular governance committee ensures that each medical student is assessed and provided with formal formative feedback early enough during each required course or clerkship to allow sufficient time for remediation. Formal feedback occurs at least at the midpoint of the course or clerkship. A course or clerkship less than four weeks in length provides alternate means by which medical students can measure their progress in learning.
LCME Standard 9.8 Fair and Timely Summative Assessment
A medical school has in place a system of fair and timely summative assessment of medical student achievement in each course and clerkship of the medical education program. Final grades are available within six weeks of the end of a course or clerkship.
