• 2006-07 Honor Code for Syllabi
• Absences from Classes and Academic Responsibilities
• Policy on Time Away from Clerkships
• Class Attendance
• Drop/Add Deadline Policy
• Grade Definitions
  • Final Grade
  • Grade Addition
• Sexual Harassment
• Guidelines to Prevent the Mistreatment of Students

It is the student's responsibility to keep the faculty and his/her Advisory Dean informed about any anticipated absences from classes, clinical or other scheduled academic responsibilities.

In the event of short term or extended illness, personal or family emergencies, that result in students being absent from academic experiences, students are required to contact their Advisory Dean as soon as possible.

Students on clerkships (i.e., any clinical rotation in the third or fourth year) do not routinely receive any time off. Full attendance during all aspects of clerkships is expected as part of fulfilling professional role obligations regarding educational and patient care responsibilities. In the case of unexpected absences for urgent reasons (e.g., illness), the student must make every effort to notify relevant colleagues of their absence, and upon return to the clerkship must discuss the circumstances, including remediation of work missed, with the clerkship director. Time up to two days* away from each rotation (no more than one day away for rotations shorter than four weeks) may be granted by the clerkship director for special circumstances as arranged in advance. It is expected that the student making such a request will do so as much in advance as practical, and will be prepared to discuss options for remediating the work that is missed. Longer time away will not be granted except under extraordinary circumstances and at the discretion of the clerkship director.

Please note that this means that fourth year students should plan their residency interviewing for open slots in their schedule; they should not plan out of town interviews while taking a clerkship.

* If you need one additional day, the ob/gyn clerkship can allow you to take it as long as you make it up by coming in on an extra weekend day or working an additional evening.

1. For all required clerkships and externships in the third and fourth years:
   Students will not be allowed to drop or add a clerkship or externship within 4 weeks of the rotation start date. Any drop/add requests made during the four-week window will require the written approval of both the clerkship/externship director and the student’s advisory dean.
   
2. For all electives in the third and fourth years, students will not be allowed to drop or add an elective within 2 weeks of the elective start date. Any drop/add requests during the two-week window will require signatures from both the elective director and the student’s advisory dean.
   
3. To reiterate: Exceptions to the policies stated above will be considered ONLY under extenuating circumstances and ONLY with written approval from both the student’s advisory dean and the course director. (Effective January 1, 1999)

New DHC Grade Definitions (All core and required clerkships)

Honors 20%
H. Pass 30%
Pass 50%
P(m) 0-5%
Fail 0-2% (Must be repeated and Pass is the highest
grade that can be assigned)
Incomplete

The following grade definitions will be used for the core and required clerkships:

Honors: Academic and clinical performance rated as exceptional by all evaluators. Personal and professional qualities outstanding. Shows promise to excel in the most competitive residencies and will receive vigorous departmental support in applying for these. (In a typical year, approximately 20% of students will achieve this grade.)

High Pass: Academic and clinical performance rated as exceptional in several areas, at least very good in all others. Personal and professional qualities are excellent. Capable of succeeding in any residency and will receive strong departmental support. (In a typical year, approximately 30% of students will achieve this grade.)

Pass: Academic and clinical performance ranging from acceptable to very good in all areas (and may be exceptional in some areas). Personal and professional qualities are at least very good. No significant deficiencies. Most students receiving this grade will be capable of succeeding in any residency but will be challenged by the most competitive, and will receive strong departmental support although will be advised not to limit applications to the most highly competitive programs. Some students receiving this grade would not be comfortable or successful in the most competitive residency programs, will be advised to apply to less competitive (but still very good) residencies, and will receive departmental support. (This is the modal grade: In a typical year, approximately 50% of students will achieve this grade.)

Pass marginal: Some significant deficiencies identified, requiring remedial work (at the discretion of the clerkship director and the clerkship grading committee, albeit not repeat of the entire clerkship) before a Pass grade for the clerkship can be awarded. A Pass marginal can only be remediated to a grade of Pass, and must be remediated for promotion. Pass marginal will not appear on the final transcript. In a typical year, 0-5% of students will achieve this grade.

Fail: Very significant deficiencies, requiring that the student repeat the entire clerkship. (In a typical year, 0-2% of students will achieve this grade.)

Incomplete: Used at the discretion of the clerkship director, usually when a student who has otherwise done passing or better work has been unable to fulfill all course requirements due to extenuating circumstances. On the final transcript, the grade of “Incomplete” may be either struck out or replaced by the final clerkship grade, depending on the circumstances.

Final Grade - Will be calculated as follows: 20% written exam; 40% resident evaluations; 40% faculty/preceptor evaluations.

It is the policy of the department that faculty and residents have been asked to be very thoughtful in assigning a grade to each student. The final grade that is given is considered to be final. It is the faculty’s expectation that the grade will not be changed. Any student concerns regarding a final grade should be first directed to your site coordinator and then directed to the department's medical student education office. Students may view their raw evaluations but evaluator anonymity will be maintained. In the event that the student can demonstrate that important information was missing or that inaccuracies were included in the evaluation materials; these issues will be investigated. A faculty committee will consider any additional data. Changes will only be made in extenuating circumstances.

Grade assignment and definition will follow what has been outlined by the Third Year Clinical Instruction Committee (see appendix # 3). The appropriate percentages described in that document are 20% Honors, 30% H. Pass {High Pass}, 50% Pass, 0-5% P(m) {Pass Marginal}, and 0-2% Fail.

Grade Addition (Policy effective January 20, 2003)

In January of 2003 the CSC voted to add Withdraw-Failing (to be recorded on the transcript as WF) as a grade option.

Withdraw Failing Grade Assignment Guidelines:

When a student has been enrolled for at least 50% of a course or clerkship and elects to withdraw with a failing performance, a grade of WF should be assigned. If and when the course or clerkship is retaken and completed, the student will be assigned the grade earned in the retaken course/clerkship. The transcript will have the WF grade as well as the grade assigned in the retaken course/clerkship. For example:
Adult Inpatient Clerkship: Medicine Block AI –2002 Grade WF
Adult Inpatient Clerkship: Medicine Block AI –2003 Grade HP

Note: Students who retake courses/clerkships must achieve fully satisfactory grades (Pass or higher) or the student will be dismissed from the school by the MSPRB.

Pasted below are all the grades definitions and assignment guidelines:

Course Grade Definitions

Pass (P) - Fully satisfactory performance

Pass Marginal (Pm) - Must be remediated to a fully satisfactory Pass. A Pass marginal can only be remediated to a grade of Pass. The Pass marginal grade is for internal tracking purposes will appear on the final transcript as a Pass (P).

Withdraw-Failing (WP) – When a student has been enrolled for at least 50% of a course and elects to withdraw with a failing performance, a grade of WF should be assigned. If and when the course is retaken and completed, the student will be assigned the grade earned in the retaken course. The transcript will have the WF grade as well as the grade assigned in the retaken course. For example:
HSF - 2002 Grade WF
HSF –2003 Grade P

Fail (F) –A DHC course grade of "Fail" (F) can not be remediated. The course must be repeated. Successful completion of a failed course will be noted by a F/P on the student’s permanent record. Pass is the highest grade that can be assigned

Incomplete (I) - The faculty retains the option to assign grades of incomplete for students who are doing satisfactory work and who cannot complete the course requirements for compelling reasons. If the circumstances are beyond the student’s control (health, an excused absence, personal emergency, etc.), after the course requirements are fulfilled, only the final grade will appear on the transcript. Otherwise, the grade will appear on the transcript as I P.

Double Helix Core Clerkship Grade Definitions

Honors 20%
H. Pass 30%
Pass 50%
P(m) 0-5%
Fail 0-2% (Must be repeated and Pass is the highest
grade that can be assigned)
Incomplete
Withdraw Failing (WF)

The following grade definitions will be used for the core and required clerkships:

Honors: Academic and clinical performance rated as exceptional by all evaluators. Personal and professional qualities outstanding. Shows promise to excel in the most competitive residencies and will receive vigorous departmental support in applying for these. (In a typical year, approximately 20% of students will achieve this grade.)

High Pass: Academic and clinical performance rated as exceptional in several areas, at least very good in all others. Personal and professional qualities are excellent. Capable of succeeding in any residency and will receive strong departmental support. (In a typical year, approximately 30% of students will achieve this grade.)

Pass: Academic and clinical performance ranging from acceptable to very good in all areas (and may be exceptional in some areas). Personal and professional qualities are at least very good. No significant deficiencies. Most students receiving this grade will be capable of succeeding in any residency but will be challenged by the most competitive, and will receive strong departmental support although will be advised not to limit applications to the most highly competitive programs. Some students receiving this grade would not be comfortable or successful in the most competitive residency programs, will be advised to apply to less competitive (but still very good) residencies, and will receive departmental support. (This is the modal grade: In a typical year, approximately 50% of students will achieve this grade.)

Pass marginal: Some significant deficiencies identified, requiring remedial work (at the discretion of the clerkship director and the clerkship grading committee, albeit not repeat of the entire clerkship) before a Pass grade for the clerkship can be awarded. A Pass marginal can only be remediated to a grade of Pass, and must be remediated for promotion. Pass marginal will not appear on the final transcript. In a typical year, 0-5% of students will achieve this grade.

Withdraw Failing: When a student has been enrolled for at least 50% of a clerkship and elects to withdraw with a failing performance, a grade of WF should be assigned. When the clerkship is retaken and completed, the student will be assigned the grade earned in the retaken clerkship. The transcript will have the WF grade as well as the grade assigned in the retaken clerkship. For example:
Adult Inpatient Clerkship: Medicine Block AI –2002 Grade WF
Adult Inpatient Clerkship: Medicine Block AI –2003 Grade HP

Fail: Very significant deficiencies, requiring that the student repeat the entire clerkship. (In a typical year, 0-2% of students will achieve this grade.)

Incomplete: Used at the discretion of the clerkship director, usually when a student who has otherwise done passing or better work has been unable to fulfill all course requirements due to extenuating circumstances. On the final transcript, the grade of “Incomplete” may be either struck out or replaced by the final clerkship grade, depending on the circumstances.

Electives will be graded as Pass or Fail. The grade options of Pm, WF and I also remain. Students who start electives and withdraw before completing the electives, will be assigned grades of W on their transcripts. Students will NOT receive partial credit for the weeks completed. (Approved September 18, 2001 MSPRB)

It is the University's aim to provide a setting which is characterized by respect for all and encouragement for the development of each individual's full potential. The University will not tolerate any behavior, including verbal or physical conduct, which constitutes sexual harassment. All students, staff, and faculty are accountable for compliance with this policy; violations may lead to disciplinary action which, in sufficiently severe cases, may lead to separation from the University after appropriate due process. Certain forms of sexual harassment are also illegal under state and federal laws.

While the Medical School generally considers the wishes of the alleged victim in deciding when and how to respond to cases of sexual and other harassment, in instances when the perpetrator has threatened to harm and/or is felt to be a danger to the victim or the SMD community, the School retains the right (without approval of the victim) to take appropriate measures to protect the victim and the community.

Students who report incidents of alleged sexual harassment, will be given a copy of the SMD and Medical School policy on sexual harassment, as well as information on the University and Medical School ombudspersons.

As described in Section C, the Non Academic Standards, Policies and Procedures of the MSRCAP, student charges of the sexual harassment will be reviewed by the Medical Student Promotions and Review Board (MSPRB).

The University of Rochester Policy on Sexual Harassment
Adopted 1981

Sexual harassment ranges from sexual innuendo made at inappropriate times to coerced sexual relations. Sexual harassment is defined by the University to include unwelcome verbal and physical conduct of a sexual nature and may include, but is not limited to, the following types of behavior:

• Sexually degrading words or gestures
• Verbal sexual abuse or harassment
• Offensive sexual graffiti, pictures or cartoons
• Subtle pressure for sexual activity
• Leering or ogling
• Disparaging remarks to a person about his/her gender or clothing
• Demands for sexual favors accompanied by implied or overt threats
• Unnecessary touching, patting, pinching or brushing
• Forced sexual contact including rape or date rape

Source: University of Rochester Sexual Harassment Brochure

If there are questions, concerns, or you need to discuss a problem, the following individuals are available to help:

Ruth Lawrence, MD
University Intercessor
275-4354

Karen L. Kaplan, MD, Chair
Women in Science, Dentistry & Medicine
275-3761

Tana A. Grady-Weliky, MD
Associate Dean for Undergraduate Medical Education
SMD Women's Liaison Officer
275-4537

In compliance with the July 1992 AAMC memorandum on student mistreatment, the following procedures have been adopted to prevent the mistreatment of School of Medicine and Dentistry students.

AAMC Policy Statement

The medical learning environment is expected to facilitate students' acquisition of the professional and collegial attitudes necessary for effective, caring and compassionate health care. The development and nurturing of these attitudes is enhanced, and indeed, based on, the presence of mutual respect between teacher and learner. Characteristic of this respect is the expectation that all participants in the educational program assume their responsibilities in a manner that enriches the quality of the learning process.

While these goals are primary to a school's educational mission, it must be acknowledged that the social and behavioral diversity of students, faculty,r esidents, and staff, combined with the intensity of the interactions between them, will from time to time, lead to alleged, perceived or real incidents of inappropriate behavior or mistreatment of individuals. Examples of mistreatment include sexual harassment; discrimination or harassment based on race, religion, ethnicity, gender, sexual orientation, physical handicap or age; humiliation, psychological or physical punishment and the use of grading and other forms of assessment in a punitive manner. The occurrence, either intentional or unintentional, of such incidents results in a disruption of the spirit of learning and a breach in the integrity and trust between teacher and learner.

Source: AAMC Memorandum 92-38, July 28, 1992.

University of Rochester Guidelines

Education

1. Specifics regarding the University of Rochester guidelines have been shared with the faculty, house staff and students.
   
   
2. An ombudsperson to hear student concerns has been designated in the Offices for Medical Education (Dean Tana Grady-Weliky).
   
   
3. The basic science course directs and clinical clerkship directors are the initial contact people and are responsible for prevention of mistreatment of students in the courses. The Associate Dean for Undergraduate Medical Education will be the contact person for issues that occur in all electives.
   
   
4. Student concerns that are not satisfactorily addressed via the proposed course/clerkship grievance procedure will be reviewed by the Associate Dean for Undergraduate Medical Education. If further action is warranted, the ADUME will take the appropriate steps to resolve the problem(s).