Student Academic Policies and Professional Standards

The University of Illinois College of Medicine will apply its academic policies, procedures, and professional standards at two levels. As provided for by College policies, each campus will have a student promotions committee in addition to the College Committee on Student Promotions (CCSP). Campus student promotions committees will make an initial recommendation regarding student academic and professional standing to CCSP. CCSP will make final decisions on behalf of the College. CCSP will report its actions to the Executive Committee of the College of Medicine via documents redacting student names and via an annual report to the Dean.

The College reserves the right to change, at any time and without notice, its policies and procedures, graduation requirements, fees and other charges, curriculum, course structure and content, and other such matters under its control, notwithstanding the terms set out here. The College will communicate such changes to all students and faculty.

Students have the responsibility to understand and adhere to these policies. Students are also expected to adhere to University policies housed on the main University of Illinois Chicago website, including the Student Disciplinary Policy, which can be found through the website of the Office of the Dean of Students.

The College will apply its standards strictly but with attention to students’ individual circumstances as needed. The College will depart from its standards only on the basis of documented circumstances that offer compelling and extenuating reasons for doing so. Application of this standard extends to circumstances involving the College of Medicine Professionalism Code.

Students are strongly advised to seek guidance from their campus student / academic affairs dean or designee in regard to any circumstances that may impact their ability to participate in the medical curriculum and to do so before these circumstances lead to academic and/or professional difficulties.

Decisions by CCSP to apply College policies may delay a student’s progress toward graduation.

(Note: Decisions by CCSP are also noted in the student’s Medical Student Performance Evaluation [MSPE], including all leaves of absence, repeat years, and remediation that is specifically mandated by the CCSP, among other official actions. If an official action occurs after the student’s MSPE has already been completed, the College will provide an addendum to that evaluation.)

Academic Good Standing: An enrolled student is in good academic standing when eligible to continue in or return to the medical curriculum, to transfer to another medical school, or to graduate.

Administrative Good Standing: A student is considered to be in administrative good standing when they are enrolled in the College of Medicine and are current with all tuition, fees and loan payments.

A student who is in debt to the University at the end of any academic term, or for whom suitable arrangements for payment have not been made, shall not be permitted to register in the University again, is not in administrative good standing, and shall not be entitled to receive an official statement or transcript of credits until the indebtedness has been paid or suitable arrangements for payment have been made unless a petition of bankruptcy is pending or a bankruptcy determination discharges the relevant indebtedness.

Certifying Examinations: The College defines the United States Medical Licensing Examination (USMLE) Step 1 and USMLE Step 2 CK as certifying examinations. These examinations must be taken and passed at the appropriate time to permit progress, thus allowing the student to become eligible for graduation. To be eligible to register for and take the USMLE Step 1 or Step 2 students must, in accord with the policies of the National Board of Medical Examiners, be officially enrolled in the University of Illinois College of Medicine.

Core clerkships: A core clerkship is defined as a required clinical course during Phase 2 (M3 year). There are seven core clerkships. Other clinical rotation courses include clinical elective courses and required Phase 3 clinical rotations.

Delay in Class: A delay in class occurs when a student’s expected graduation date is postponed. A delay in class is recommended by the appropriate campus committee(s) and approved by CCSP for a variety of reasons, such as enrollment in joint degree programs, leaves of absence, an extended period of remedial study, a restart phase, a repeat year, or new placement in the curriculum as a continuing student.

Passing Grade: Student performance in the M1 and M2 years (Phase 1, for students matriculating in 2017 and thereafter) is assessed on a pass-fail basis. In the M3 and M4 years (Phases 2 and 3), most clerkships/courses are graded in a tiered fashion (Honors, High Pass, Pass and Fail). The first three of these designations are passing grades. All courses will ordinarily be graded at their conclusion.

Incomplete Grade: A student who, for reason of illness or other circumstances beyond their control, cannot complete all required activities of a course or clerkship within the designated time will be given a temporary grade of Incomplete. An Incomplete grade may not be assigned to a student who has exceeded the time limits for completing the required activities in a course and has earned a failing grade. At its discretion, the CCSP may suspend the student’s progress in the curriculum until the Incomplete grade is resolved. Students must complete the course requirements and receive a grade for any incomplete courses no later than the last day of the same term in the next academic year. If the course is not completed by that time, the Incomplete will convert to a course failure.

Unmet Requirement (UR): Within some courses, students are provided with more than one opportunity to pass an exam or other course component in order to achieve a passing course grade. An unmet requirement is a failed first attempt to achieve the minimum pass level in a course that provides an additional opportunity to do so as described in the course syllabus. Unmet requirements in Phase 1 courses are defined in each course syllabus. Unmet requirements in Phase 2 and Phase 3 courses and clerkships include: Not meeting the MPL on a core clerkship NBME subject exam and not meeting the MPL for the graduation competency exam, and additional mandatory course requirements as defined in the course syllabus.

Unmet Requirement with Course Remediation Required (UR-CRR): Within some courses, students are provided with more than one opportunity to pass an exam or other course component in order to achieve a passing course grade. An “unmet requirement with course remediation required (UR-CRR)” may occur after a student has failed to meet expectations of an unmet requirement assignment or if the student has failed components of the course that otherwise require full course remediation. This will be reflected on the student’s academic record as “pass after initial fail”. In this instance the student will have accrued only one unmet requirement in that course. For any course, failure to meet the expectations of an additional assignment given as a result of the “Unmet Requirement with Course Remediation Required” designation will result in course failure. Whether or not the student has met the expectations of the assignment is at the discretion of course leadership in consultation with the curricular deans.

Remediation: Academic remediation is the required work a student must do in order to pass a previously failed required Phase 1, 2 or 3 course. Professionalism remediation is the activity mandated by the CCSP to address a professionalism concern. Remediations may be reflected on the student’s College of Medicine Official transcript and/or the Medical Student Performance Evaluation (MSPE).

Repeat Year: A repeat year permits students to participate for a second time in the M1 or M2 year of the Phase 1 curriculum; previous participation in that curriculum counts as the first opportunity. Students may be granted a repeat year if approval is given by the College Committee on Student Promotions. Students are allowed only one repeat year during their undergraduate medical education, and initial grades remain on the transcript.

Restart Year: A restart year allows students in the M1 or M2 who experience documented circumstances that are compelling and extenuating to begin an academic year anew as if the year constitutes their first opportunity to participate in that year’s curriculum.

Continuing Status: Students who take a leave of absence at any point during an academic year will have their status converted to Continuing when required documentation is received and their return is approved. Such students must meet with the academic dean or the dean’s designee – in consultation with student and academic affairs – to assess their status and review their academic records to determine what courses they should take upon reentry. In consultation with the academic dean, the student must prepare a plan for returning to the curriculum, subject to the review and approval of the campus promotions committee. All campus recommendations are subject to the approval of CCSP.

(Note: Curricular changes in the content or assessment methodology within courses may necessitate modifications in the student’s educational plan and may result in a delay in progress toward graduation.)

This College of Medicine Professionalism Code represents the expectations of every student. It is signed by each student at orientation as a marker that they have received the form and will endeavor to abide by it throughout their time at the College. The code reads as follows:

• A commitment to professionalism is an obligation of every medical student and physician. Because the care of patients is a fundamental privilege and responsibility, professional behavior is a competency that each student must demonstrate while enrolled in the College of Medicine. Professional behavior includes but is not limited to the following standards: truthfulness and integrity; respect for self and others, conscientiousness and preparation, participation, and discernment. Discernment means that one is aware of the limits to one’s knowledge, skills, and attitudes, seeks help when needed, recognizes and admits mistakes, seeks and accepts feedback and uses it to improve performance.
• As a student in the University of Illinois College of Medicine:
• I will abide by the UIC Academic Integrity standards. I pledge to observe academic honesty in all situations. I will not give or receive impermissible aid on any tests or assignments. I will not plagiarize others’ work, whether intentionally or unintentionally. (Truthfulness)
• I will be honest and forthcoming in all of my communications and interactions with peers, faculty, residents, staff, patients and families, and members of the community at large. (Truthfulness)
• I will protect confidential information that is shared with me regarding patients, peers and others in my role as a UI COM medical student and I will not access information to which I am not entitled. I will adhere to the Social Media Guidelines of UI COM. (Integrity)
• I will demonstrate respect and empathy in my interactions with patients and patients’ families, peers, residents, staff, and other health professionals. I will never conduct myself in a threatening or harassing manner. I will abide by the UIC Sexual Misconduct Policy. (Respect for Self and Others)
• I will respect all persons and will work to value, embrace and learn about the diversity of human characteristics and cultural contexts. I will strive to eliminate discrimination and provide equitable treatment to all peoples regardless of age, race/ethnicity, religion, gender, gender identity, sexual orientation, disability, language, country of origin, socioeconomic status and other personal characteristics. I will seek to understand my personal biases and to engage in activities to mitigate them. (Respect for Self and Others)
• I will abide by UI COM’s Positive Learning Environment Policy and will participate in creating a positive learning environment, free of abuse and mistreatment. (Respect for Self and Others)
• I will provide feedback to colleagues and teachers in a way that honors the dignity of the individual. (Respect for Self and Others)
• I will adhere to course expectations regarding attire for the didactic and clinical environments in which I am learning, out of respect for patients and my own safety. (Respect for Self and Others)
• I will abide by the UIC Alcohol and Other Drugs Policy and will not use alcohol or drugs in any way that would interfere with patient care or clinical responsibilities. I will seek help for substance use if necessary.
• I will show commitment and dependability in preparing for and completing assigned tasks. (Conscientiousness and preparation)
• I will be actively involved in learning. I will arrive on time and actively participate in clinical and didactic activities. (Participation)
• I will participate in the process of program evaluation and improvement. (Participation)
• I will help others learn and complete tasks whenever such assistance is permissible and appropriate. (Participation)
• I will respond promptly to communications from UI COM administration and will maintain communications whether I am actively registered or on leave. (Conscientiousness and preparation)
• I will fulfill and keep current all compliance expectations of UI COM and its affiliate health care sites, including any mandatory testing or immunizations. (Conscientiousness and preparation)
• I will demonstrate awareness of the limits of my knowledge, skills, and attitudes. I will seek help when needed, seek and accept feedback, use feedback to improve performance, and recognize and admit mistakes. (Discernment)
• I will attend to my own wellness. I will seek assistance from care providers when needed, and whenever my health could hinder my ability to care for patients. (Discernment)
• I understand that violations of this code can result in consequences including dismissal from COM and may be represented to postgraduate training programs as part of my academic record in the Medical Student Performance Evaluation and may also be presented in future licensing requests.

Exemplary professionalism is characterized by behavior toward others or to benefit others that is not part of routine coursework and could not reasonably be expected to improve a student’s course grade. A campus curricular dean or their designee may complete a professional development form for exemplary behavior upon report by any faculty member, staff member, resident, student or patient affiliated with UI COM. The same professional development form is completed for exemplary behavior as for a lapse, but a meeting and signature are not required.

Professionalism concerns will be identified at the campus level and addressed, in most instances, through a supportive process of feedback to promote professional development formation. In instances, however, when campus leadership in student and curricular affairs have concerns that a student’s behavior represents a serious breach in the code of conduct with implications for the safety and wellbeing of the community and/or patients they will notify the Professionalism Subcommittee to review those concerns, and determine by a vote of the majority at quorum whether the concern will be forwarded to CCSP along with, when appropriate, potential plans for remediation.

A professional development feedback form may be used when a student demonstrates a lapse in professional behavior as described in the Professionalism Code, whether or not the concern has also been considered in determining the student’s course evaluation.

Any faculty member, staff member, resident, student or patient may report a professional development concern to the campus curricular dean or their designee. The curricular dean or designee may then complete a professional development feedback form if they deem it appropriate. The curricular dean or designee also may initiate the professional development feedback form based on their own knowledge about an incident.

When notified of an incident of concern that may merit a professional development feedback form, the curricular dean or designee must notify the student and schedule a discussion with the student as well as with the appropriate student affairs representatives, which may include deans for student affairs, the student’s faculty or physician advisor, and the student’s staff advisor. At the discretion of the completing curricular dean or designee, the individual(s) reporting the concern may also be invited to attend. At least two faculty or staff must take part in the meeting with the student.

The goals of the discussion are to review and document the incident, understand the student’s perspective about the incident, create an action plan to avoid future lapses, and allow the student to respond in writing and document receipt of the form through their signature.

If a student declines to participate in a discussion and/or to sign the form, the form may still be submitted without the student’s response.

Professional development feedback forms are not a part of the permanent student academic record unless a professionalism sanction is approved by the College Committee on Promotions.

Major incidents are substantial violations of integrity or behaviors which actually or potentially compromise the safety of others. These include but are not limited to dishonesty or misconduct which results in harm to others. As appropriate, alleged major incidents may also be referred to other College of Medicine (COM) or UIC offices including COM-Student Learning Environment, the UIC Dean of Students Office, and/or the UIC Office of Access and Equity/Title IX Office. The completing campus curricular dean or designee should immediately report to their campus associate dean for medical education/academic affairs if they consider that the violation may be a major incident.

The professionalism subcommittee of the College Committee on Student Promotions will review all submitted Professionalism Reports on an approximately monthly basis. A majority of a quorum of the voting members present at the subcommittee meeting will determine what if any additional information is needed, and determine whether the incident will be sent to the CCSP for deliberation.

The Senior Associate Dean of Students may determine if a major incident should be referred to the University Disciplinary Committee at any point. For example, if the lapse in professionalism falls within the parameters of the University disciplinary system (e.g., plagiarism; falsification of documents; verbal or physical assault; sexual harassment) the Senior Associate Dean may refer to the University in addition to the CCSP.

Following the assessment by the professionalism subcommittee, major incidents will be presented by the subcommittee chair or designee, and the College Committee on Student Promotions (CCSP) will determine one or more appropriate actions. Decisions are reached through the CCSP’s voting process. These can include but are not limited to one or more of the following:

1. To take no action
2. Referral back to the professionalism subcommittee for further review
3. Determination of remediation (e.g.,educational conversation, professional development) or delegation of remediation to the professionalism subcommittee
4. Professionalism Sanction, which is noted on the Medical Student Performance Evaluation
5. Dismissal from the College of Medicine

Students may appeal 1) required remediation by the professionalism subcommittee 2) a professionalism decision made by the CCSP. The appeal is conducted as a level 2 grievance to an administrative officer as described in Section X.

1. Policy Creating the Professionalism Subcommittee of the College Committee on Student Promotions (CCSP), approved by the College Committee on Instruction and Appraisal
2. Professional Development Form (Concerns and Exemplary Behavior)

The Professionalism Subcommittee of the CCSP is under the direction of the chair of the CCSP, who is responsible for the process of selecting committee members. The subcommittee membership is determined by CCSP. The subcommittee members cannot also serve as members of the CCSP or members of local promotions committees.

The responsibilities of the subcommittee include: determining whether a professional development report needs to be presented to the CCSP; determine if remediation is needed; and conduct or recommend remediation of professionalism concerns..

The subcommittee must reach all decisions by the same majority used by the CCSP in their votes. The subcommittee may request a student to speak with members of the subcommittee or with the full subcommittee in order to carry out its responsibilities. Subcommittee decisions that do not call for a CCSP review will be presented to the CCSP as informational items only.

The Professional Development Form will indicate

• Whether it is an Incident of Concern or an Incident of Exemplary professional Behavior
• The name of the student
• Date of the incident
• Description of the incident (including any relevant witnesses)
• The standards of the code of conduct that are relevant to the incident
• Name, role, and signature of the person completing the form
• Date the form was discussed with the student
• Names of those present during the discussion
• Student response-completed by student (optional)
• Student signature as an acknowledgement of the form and meeting (if a student refuses to sign, the form may still be completed)
• Action plan agreed to by the student after discussion to prevent future lapses (for concerns forms)
• Curricular Deans and designees per campus who may complete form

Reviewed by Professionalism Subcommittee – 4/2024
Reviewed by CCSP  – 6/27/24
Recommended by Policy Subcommittee – 6/28/24
CCIA Vote – 7/3/24

Students must complete requirements for promotion and graduation within the following time limits, from the date of initial enrollment (M1 orientation). The College may dismiss students who do not meet these time limits.

Students must complete Phase 1, the M1 and M2 years (Phase 1, for those matriculating after 2017), which includes passing Step 1, within a maximum of four years, with leaves of absence for any reason counting toward this time limit. Students must finish all graduation requirements within a maximum of seven years.

Joint Degree Students: Time Limits for joint degree students enrolled in the Medical Scientist Training Program (MSTP) program are required to adhere to the same 7 year time limitation as all other MD students. All time spent completing MD coursework counts toward the seven year time limit. The time limits for the graduate/PhD portion of the student’s education will be determined by the graduate/PhD program. The 7 year time limit applies to completion of the MD degree only. Other requirements may be imposed for continued participation in the joint degree programs. However, time spent participating primarily in graduate studies does not count toward the time limits for MSTP students’ completion of the MD degree.

*MSP students in Urbana are referred to the time limit policy in the 2021 APPS.

Leaves of absence for any reason, periods of required remediation, and unscheduled time are included within the time limits specified.

The College requires that students take all examinations at the time that they are scheduled, unless they have secured an excused absence in advance. Students should follow their campus procedure for submitting their absence request. Students will still be required to sit for the exam prior to their successful completion of the course.

Excused Absence: An excused absence from a required College of Medicine examination will be granted only for serious personal illness, death in the immediate family, or other similar extenuating event. Students must provide documentation regarding the absence within 7 calendar days from the originally scheduled date of the exam and before sitting for the makeup exam.

Documentation from the student health service (or its equivalent as specified by the appropriate administrative campus officer) is required for all illnesses.

Makeup Exams: Makeup exam dates are determined by the College of Medicine. Students will work with their designated campus administrator to reschedule their makeup exam. If students obtain an excused absence for the original exam date, the College of Medicine will schedule their makeup exam at the earliest available testing opportunity.

Unexcused absence: If permission for an absence is not obtained and provided, per College policy, the absence will be treated as an unexcused absence. A failing score (zero) will be assigned to the missed examination. The College will count unexcused absences in its determinations of permissible attempts at the exam. For example, if the student was absent (unexcused) from the first administration of an examination, the missed examination will count as the student’s first attempt and these students will need to schedule a retake exam.

Retake Examinations: Retake exams are offered to students who fail an exam and who are entitled by course policy to sit for the exam again in order to pass the course (see Sec. III.). Exam dates are determined by the College of Medicine. Students will work with their designated campus administrator to schedule their exams. Once a retake exam has been scheduled, students must contact the designated campus administrator no later than noon on the day preceding their scheduled retake exam to request to reschedule (with the exception of excused absences). Failure to provide this notification will be considered an unexcused absence, a zero score for the examination will be assigned; this will result in a course failure.

CCIA approved 9/4/2024

Each campus promotions committee and the College Committee on Student Promotions will adhere to the following policies when reviewing students for promotion to the second year.

The College will promote to the second year all students who satisfactorily complete all first year curricular requirements. This includes all credit-associated courses (by assessment policy, this includes all non- compensatory course components) as outlined in college’s Assessment policies. With successful completion of all requirements of the M1 year and promotion to M2 year, any previously accrued unmet requirements will not count toward the limitation on the number of accrued unmet requirements permitted in M2 year.

1. Students must pass all requirements of all credit-associated courses of the first year before promotion to the M2 year.
2. Unmet requirements, as defined in the course syllabi, remain part of the students total unmet requirement accumulation during the M1 academic year, even if the student fulfills the requirement.
3. Any student who has accrued fewer than 3 unmet requirements in the curriculum is encouraged to fulfill the unmet requirements at the earliest possible opportunity offered, provided they are academically ready. Dates for retake examinations are determined by the Office of Educational Affairs.
4. A student who has received three unmet requirements in the M1 year must halt their progress in the curriculum. They must meet with the Office of Student Affairs to request a Leave of Absence. This student is eligible for a repeat year (provided they are not already on a repeat year) or dismissal from the college as outlined below. Their case will be discussed at their campus promotions committee and College Committee on Student Promotions (CCSP) at the next scheduled meeting. Any courses with unmet requirements will be assigned a failing grade.
5. Students who do not satisfactorily complete all requirements of all credit-associated M1 courses after all attempts to retake or repeat assignments permitted in the syllabus will be required to remediate the course, which will be documented on the academic record. The course leadership, in collaboration with the Phase 1 deans, will determine if the course can be remediated within the academic year. If the course may be remediated within the academic year the student will be assigned Unmet Requirement with Course Remediation Required.  If the course cannot be remediated within the academic year the student will fail the course and must step out of the curriculum before proceeding to the next course and follow the procedures outlined below.
6. Students who fail a course, as defined by the course syllabus, must step out of the curriculum and undergo review by their campus promotions committee and CCSP at their next scheduled meeting. These students will receive an F on their transcript for this initial attempt at the course. These students are eligible for dismissal. The CCSP may, at its discretion, approve these students for a repeat year, but only if they have not already repeated a year and the CCSP otherwise determines that a repeat year is reasonable. Any additional courses with unmet requirements will be assigned a failing grade.

If the College Committee on Student Promotions (CCSP) approves a repeat year, the following conditions pertain:

1. The student is required to prepare a study plan that must be approved by their campus dean of student affairs or the dean’s designee. The plan must detail the student’s strategy to ensure success during the repeat year. At its discretion, CCSP is entitled to review and approve the study plan. Any Unsatisfactory (Fail) grade(s) will remain on the transcript.
2. The student must satisfy the conditions of their repeat year study plan, including regular communication and meetings with their faculty advisor and the Office of Student / Academic Affairs, on a frequency to be determined for each student. Students who fail to do so will be reviewed for dismissal.
3. The student is required to participate in all courses of the repeat year, including those previously passed.
4. Repeating students who do not pass all courses by the end of the repeated academic year are reviewed for dismissal by CCSP.
5. Policies for promotion and dismissal as written above apply to the repeat year as written, the only exception being that the student may not be granted an additional repeat year.

Each campus promotions committee and College Committee on Student Promotions (CCSP) will adhere to the following policies when reviewing students for promotion to the M3 year. With successful completion of all requirements of the M2 year, any previously accrued unmet requirements will not count toward the limitation on the number of accrued unmet requirements permitted in Phase 2.

The College will promote to the M3 year all students who do the following (A and B):

A. Satisfactorily complete all M2 curricular requirements. This includes all credit-associated courses (by assessment policy this includes all non-compensatory course components) as outlined in the college’s Assessment policies.

1. Students must pass all requirements of all credit-associated courses of the M2 year and pass USMLE Step 1 before promotion to the M3 year.
2. Beginning with the Class of 2028 unmet requirements, as defined in the course syllabi, remain part of the student’s total unmet requirement accumulation during the M2 academic year, even if the student fulfills the requirement.
3. Beginning with the Class of 2028 (entering in 2024), any student who has accrued fewer than 2 unmet requirements in the curriculum is encouraged to fulfill the unmet requirement at the earliest possible opportunity offered, provided they are academically ready. For Class of 2027 (entering in 2023) and prior, any student with fewer than 3 unmet requirements in the curriculum is encouraged to fulfill the unmet requirement at the earliest opportunity offered, provided they are academically ready. Dates for retake examinations are determined by the Office of Educational Affairs. The student must fulfill the requirements prior to sitting for the Step 1 exam.
4. Beginning with the Class of 2028 (entering in 2024), a student who has accrued two unmet requirements in the M2 year must halt their progress in the curriculum. For Class of 2027 (entering in 2023) and prior, a student who has accrued three unmet requirements in the M2 year must halt their progress in the curriculum. They must meet with the Office of Student Affairs to request a Leave of Absence. This student is eligible for consideration of a repeat year (provided they are not already on a repeat year) or dismissal from the college as outlined below. Their case will be discussed at their campus promotions committee and College Committee on Student Promotions (CCSP) at the next scheduled meeting. Any courses with unmet requirements will be assigned a failing grade.
5. Students who do not satisfactorily complete all requirements of all credit-associated M2 courses after all attempts to retake or repeat assignments permitted in the syllabus will be required to remediate the course, which will be documented in the academic record. The course leadership, in collaboration with the Phase 1 deans, will determine if the course can be remediated within the academic year. If the course may be remediated within the academic year the student will be assigned Unmet Requirements with Course Remediation Required.  If the course cannot be remediated within the academic year the student will fail the course and must step out of the curriculum before proceeding to the next course and follow the procedures outlined below.
6. Students who fail a course, as defined by the course syllabus, must step out of the curriculum and undergo review by their campus promotions committee and CCSP at their next scheduled meeting. These students will receive an F on their transcript for this initial attempt at the course. These students are eligible for dismissal. The CCSP may, at its discretion, approve these students for a repeat year, but only if they have not already repeated a year and the CCSP otherwise determines that a repeat year is reasonable. Any additional courses with unmet requirements will be assigned a failing grade.

B. Receive a passing score on the USMLE Step 1 exam. Students who have taken USMLE Step 1 will be recommended for promotion to the M3 year, but the promotion will not be effective unless and until they have received a passing score.  This must be done prior to the fall of the M3 term (seventh term).  Those students who are not promoted to the M3 year following the seventh term will not be allowed to begin clinical rotations.

Students may only sit for USMLE Step 1 once they have successfully completed all of the requirements of the
Phase 1 curriculum through Block 8 part 1.

Students who have not yet sat for Step 1 are eligible to take up to six weeks of non-clinical course work prior to sitting for the exam.

Students must request a leave of absence for the period of time they are not registered for courses. All other existing policies, including the time limit (II.A) and failing to sit for Step 1 (IV.B), remain in effect.

Students are expected to sit for Step 1 before the Transition to Clerkships course. Any student who anticipates not being able to sit by this date must request a delay at least four weeks prior to that orientation date.

Students may petition for a deferral in sitting for Step 1 in writing to the Office of Student / Academic Affairs.

Any student who defers Step 1 without petitioning for a deferral will be placed on administrative leave of absence. Any administrative leave longer than 1 year must be reviewed and approved by the College Committee on Student Promotions.

Return from this leave of absence requires a formal statement of intent to return to the curriculum by a specified date as well as approval by Student/Academic Affairs of a written plan to sit for Step 1. Students who sit for Step 1 in accordance with the approved study plan may enter clerkships before a score is received.

Students who fail their initial attempt at USMLE Step 1 will be allowed to complete the clerkship in which they are enrolled. They must then discontinue further clerkship activity and submit a remedial study plan for approval to the student/academic affairs dean or the dean’s designee. Study plans may also require the approval of the campus promotions committee. They must then engage in remedial study and retake USMLE Step 1 in accordance with the terms of their approved study plan. Any changes to the study plan, such as rescheduling the examination date, must be resubmitted for approval.

Students must remain in contact with their faculty advisor and the Office of Student / Academic Affairs during remedial study. Students who fail to do so will be reviewed for dismissal. Students must also notify the registrar and the financial aid office regarding withdrawal from clerkships. This may adversely impact financial aid as well as other campus services associated with registration. Once they have retaken USMLE Step 1, they may resume clerkship activity unless they have failed a clerkship exam, for which a study plan approved by the clerkship director of the failed clerkship exam is required. Such students will not be formally promoted to the M3 year until a passing score on USMLE Step 1 is reported. These students must pass the failed clerkship exam before starting a new clerkship.

Students who fail their second attempt at USMLE Step 1 will be allowed to complete the clerkship in which they are enrolled. They must then discontinue further clerkship activity and must submit a remedial study plan for approval to the student /academic affairs dean or the dean’s designee. Study plans may also require the approval of the campus promotions committee. They must then engage in the remedial plan and retake USMLE Step 1 in accordance with the terms of their approved study plan. Any changes to the study plan, such as rescheduling the examination date, must be resubmitted for approval.

Students must remain in contact with the Office of Student / Academic Affairs during remedial study. Students who fail to do so will be reviewed for dismissal. Students must also notify the registrar and the financial aid office regarding withdrawal from clerkships. This may adversely impact financial aid as well as other campus services associated with registration. Students may not return to clerkship activity until a passing score on USMLE Step 1 has been documented. If students have a failed clerkship exam, they must have an approved study plan by the clerkship director of the failed clerkship exam. Such students must pass the failed clerkship exams before beginning a new clerkship.

Each campus promotions committee and the College Committee on Student Promotions will apply the following policies when reviewing the performance of M3 students who are deficient in core clerkships.

Students are obliged to finish their core clerkships within the allotted time. For reasons of documented and extenuating circumstances, instructors may offer students the place holding designation of “Incomplete.” This designation is only available to students who are otherwise passing the clerkship but who cannot satisfy a certain requirement because of extenuating circumstances (see Section I.C for the definition of an “Incomplete” grade). For each designation of “Incomplete,” the clerkship director will grant additional time to satisfy the outstanding requirement(s) and will require that the student prepare a plan in order to do so. Failure to comply with the plan will result in a grade of Fail.

Students who are judged to be below the acceptable level of performance in a core clerkship must repeat the clerkship in its entirety, including the end-of-clerkship examination. They are required to prepare a study plan that must be approved by the clerkship director and the student /academic affairs dean or the dean’s designee. At its discretion, the College Committee on Student Promotions may review and approve the study plan.

Students who have had to repeat the clinical experience (or any part thereof) will receive a clinical grade of Pass if they successfully complete the study plan and pass the end-of-clerkship examination. These students are not eligible to receive a High Pass or Honors Final Grade. Students who failed a second attempt at a full clerkship are reviewed for dismissal.

Students who pass the clinical component but fail the NBME subject exam are eligible to retake the subject examination following a period of directed study developed and approved by the core clerkship director. Students who fail an NBME subject exam will pass the course if they pass the repeat exam. An NBME subject exam failure will not appear on the student’s MSPE, and students will pass the course if they pass the repeat exam. However, their final grade will be calculated using the minimum pass level for the subject exam, not the score obtained for the repeat exam. If they do not pass the second attempt, they fail the clerkship and will receive a Fail grade on their transcript and that grade will be reported in the MSPE.

Students who have a Fail grade due to subject examination failure are entitled to a final attempt to repeat the clerkship in its entirety, including the end of clerkship examination.

In the second attempt at the clerkship under these circumstances, the student’s initial clinical score will not be used in computing the final grade. Depending on their performance in the second attempt, students may earn a clinical grade of Pass or High Pass. Students who have had to retake clerkship examinations are not eligible to receive a final grade of Honors. Any student who fails a clerkship taken as a second attempt is reviewed for dismissal.

Phase 2/3 deficiencies are defined as course failures, unmet requirements, or a USMLE exam failure. Students who accumulate more than one failing grade or score on any of the following: any course (a core clerkship or any other clinical or nonclinical course) in the Phase 2 (M3) or Phase 3 (M4) year, a subject examination, the Graduation Competency Exam and/or a required USMLE board examination will be withdrawn from further clinical activity at the end of the clerkship or clinical activity during which the second failing grade or score is reported. Students may not resume any clinical activity until they have achieved passing grades in all required examinations and required clinical components in which their performance was deficient. Students will be allowed to participate in non-clinical courses while awaiting the results of their repeat efforts.

Students will be allowed a maximum of two Fail course grades. A third Fail is grounds for dismissal, even if students have repeated and passed the two failed clerkships.

If an M3 student fails any course that is counted toward weeks of instruction to satisfy graduation requirements, the Fail grade will remain on the academic profile, on the transcript and be included in the MSPE. For a required course, students must repeat that course in its entirety and earn a passing grade. The course will then appear on the transcript a second time, with the grade earned. The comments will note that this course was passed on the second attempt. For electives, students will have the option of repeating the failed course. If students choose to repeat the failed course and earn a passing grade, the course will then appear on the transcript a second time, with the grade earned. The comments would note that this course was passed on the second attempt.

To earn promotion to the M4 year, M3 students must complete satisfactorily all M3 curriculum/clerkship requirements. The appropriate campus committee(s) and the College Committee on Student Promotions (CCSP) will review students’ entire academic records to determine this eligibility.

The appropriate campus committee(s) will review the entire academic record of students who do not satisfactorily complete all M3 curriculum and clerkship requirements. Upon recommendation from appropriate campus committee(s), CCSP may require certain students to participate in specific clerkships/electives in areas of identified weakness or participate in remedial activities as appropriate. These activities may delay progress toward graduation.

Phase 2/3 deficiencies are defined as course failures, unmet requirements, or a USMLE exam failure. Students who accumulate more than one failing grade or score on any of the following: any course (a core clerkship or any other clinical or nonclinical course) in the Phase 2 (Third year) or Phase 3 (Fourth year) year, a subject examination, the Graduation Competency Exam and/or a required USMLE board examination will be withdrawn from further clinical activity at the end of the clerkship or clinical activity during which the second failing grade or score is reported. Students may not resume any clinical activity until they have achieved passing grades in all required examinations and required clinical components in which their performance was deficient. Students will be allowed to participate in non-clinical courses while awaiting the results of their repeat efforts.

Students will be allowed a maximum of two Fail course grades. A third Fail is grounds for dismissal, even if students have repeated and passed the two failed clerkships.

Students must take and pass the USMLE Step 2 CK Exam to be eligible for graduation.

1. The full Phase 2 (all seven core clerkships) curriculum prepares students for the material on the USMLE Step 2 CK. Successful completion of a minimum of six core clerkships is required prior to taking the Step 2 CK licensure exam; however, students are advised to successfully complete all Phase 2 core clerkships prior to sitting for Step 2 CK. Students should work with their student affairs advisor if they plan to sit for the exam after completing only six of the clerkships. Students will not be permitted to sit for Step 2 CK prior to completion of all core clerkships if they have failed an NBME subject exam or USMLE exam (Step 1 or Step 2), have an outstanding unmet requirement of an NBME subject exam from a core clerkship, or have failed, and not yet remediated, one or more clerkships.
2. To be eligible to register for and take the USMLE Step 2 CK, M4 students must, in accord with the policies of the National Board of Medical Examiners, be verified as enrolled in the University of Illinois College of Medicine. Students engaged in approved research or educational experiences while on leaves of absence are eligible to take the USMLE Step 2 CK.

Students who fail Step 2 CK must enter supervised remedial study, which may entail a leave of absence for academic study. Students will prepare a plan for this study in consultation with the campus dean for student/academic affairs or designee. At its discretion, the College Committee on Student Promotions may review and approve all such plans.

They must submit a study plan for approval to the student / academic affairs dean or the dean’s designee within four weeks before the end of the next rotation. The students must then engage in remedial study and retake Step 2 CK in accordance with the terms of their approved study plan. Any changes to the study plan, such as rescheduling the examination date, must be resubmitted for approval. Students must remain in contact with the Office of Student / Academic Affairs during remedial study.

Students who fail to do so will be reviewed for dismissal. Students must also notify the registrar and the financial aid office regarding withdrawal from clinical experiences. This may adversely impact financial aid as well as other campus services associated with registration. Once they have retaken Step 2 CK, they may resume clinical activity, as prearranged in the study plan.

To be eligible to graduate from the College of Medicine, students must

1. Meet all requirements outlined in the preceding sections (M1 Students through M3 Students).
2. Complete satisfactorily all M4 curriculum/graduation requirements. Graduation requirements for each class can be found on the Educational Policies webpage.
3. Take and pass the USMLE Step 2 Clinical Knowledge (CK) exam.

The promotions committees will review the entire academic record of all students who fail to complete satisfactorily all fourth year curriculum/graduation requirements. The appropriate campus committee(s) and the College Committee on Student Promotions may recommend alterations in the student’s fourth year to remedy identified weaknesses. The committee(s) may require that fourth year students participate in specific clerkships in areas of identified weakness or participate in other remedial activities. These requirements may delay progress toward graduation and may exclude students from participation in the residency match.

If a fourth year student fails any course or clinical experience, required or elective, that is counted toward weeks of instruction to satisfy graduation requirements, the Fail grade will remain on the academic profile, on the transcript and be included in the MSPE. For required experiences, students must repeat that experience in its entirety and earn a passing grade. Their records will be annotated to reflect this repeat course was passed on second attempt. For electives, students will have the option to repeat the failed experience. If students choose to repeat the failed experience and earn a passing grade, their record will be annotated to reflect this repeat course was passed on second attempt.

Criteria for Graduation with Honors are listed on the College of Medicine Website and are subject to change each academic year.

Students in the MD program are expected to register for each term until completion of the degree requirements unless they have been granted a leave of absence from the College of Medicine.

Leaves of absence will be granted judiciously to students in the College of Medicine, according to the policies described below. The College Committee on Student Promotions approves all leaves of absence, unless otherwise noted below.

Students may request a general Leave of Absence to attend to personal circumstances, including educational/research opportunities, academic study, bereavement, military obligations, or parental leave. Students may request a Medical Leave of Absence to address their own health needs.

1. General Leave of Absence
   1. Covers all types of leave except medical or administrative
   2. Requires submission of a statement from the student and appropriate documentation, if relevant, to support the leave of absence request, e.g., a study plan; a program or research acceptance letter
2. Medical Leave of Absence
   1. Covers time off to address health issues
   2. Requires documentation from a licensed provider specifying dates of leave and projected re-evaluation or end date.
   3. Requires medical clearance from a licensed provider for a student to return to the curriculum
3. Administrative Leave of Absence
   1. The College will place on administrative leave students who are not engaged with the curriculum for various reasons, such as students who are unable to apply for a leave on their own, lapse in communication with the College, are known to be absent from the College, or are waiting for supporting documentation to submit a leave request.
   2. The Administrative Leave is a designation determined by the student’s campus administration and will be presented as an action item to the College Committee on Student Promotions (CCSP)  if it extends beyond two consecutive terms. Prior to this time, it will be sent to CCSP as an informational item.

1. Students are expected to work with the Office of Student Affairs on their campus to request a leave of absence. When possible, this process should begin 4-6 weeks prior to the start of the requested leave.
2. Students are expected to submit the request in writing supported by documentation, when appropriate. Students will attend an in-person or video meeting to be informed about the expectations and implications of a leave of absence, and are expected to be in contact with the Registrar and Financial Aid offices, and if applicable the Office of International Students or any joint degree or special curricular programs.

1. Leaves of absence when requested will normally be for a minimum of a full term and up to one year, using the standard start and end dates of terms as scheduled by the College of Medicine. Requests to extend the leave beyond one year will be reviewed by local and college promotions committees.
2. Students may return earlier than the end date of the term, if the reason for the leave no longer applies. Students are expected to submit a letter requesting a return to the curriculum four weeks prior to desired return date with any relevant documentation to be reviewed by the campus. This early return will be submitted as an informational item to their campus committee on student promotions.
3. Students are expected to discuss any request for a change of leave dates with the Office of Student Affairs.

1. Students are expected to actively engage with the Office of Student Affairs to meet required expectations and demonstrate accountability as determined for the designated leave of absence.
2. Students are expected to keep contact information up to date with the college and respond to communications from College personnel in a timely manner. Students on a leave who have repeated or prolonged lapses in communication with the College may be cited for professionalism concerns. Students are eligible for dismissal after a lapse of communication with the College that persists over two consecutive academic terms.
3. Students are expected to follow the College’s Academic Policies and Professional Standards.

1. Students are not permitted to continue coursework in a longitudinal course
2. Students are not permitted to serve in leadership roles for Student Interest Groups, UIC organizations, or committees, including previously elected positions, and are not eligible to serve as designated representatives of the College or University or UIC affiliated groups.
3. Students are not eligible for UIC funded travel or other UIC financial resources.
4. Students are not eligible for student employment positions at UIC.
5. Students on a medical leave of absence should attend to their health needs as a priority and will be ineligible for resources of the academic support team or peer education.

*The above restrictions do not apply to students who are on a leave of absence for a joint degree program offered through UIC.

Approved by CCIA on 7/3/2024

Where there is any question about a student’s suitability for the profession, based upon a student’s failure to meet academic and/or professional/behavioral standards, the College reserves the right to evaluate the student according to its own policies and procedures.

The College will ordinarily rely on its student promotions committees to review students who fail to meet its expectations.

Any determinations reached by the College Committee on Student Promotions will be reported in the Medical Student Performance Evaluation.

At its sole discretion, College may determine that certain kinds of behavior are more suitable for adjudication through the campus disciplinary process. In those cases, the campus administrative officer may opt to pursue disciplinary charges against the student through the UIC Student Disciplinary Procedures.

(Note: In keeping with the terms of the College of Medicine Safety and Technical Standards, students who are convicted of any felony while enrolled in the College will immediately notify the Office of Student Affairs as to the nature of the conviction. Failure to disclose offenses may lead to disciplinary action by the College, up to and including dismissal. See the Safety and Technical Standards agreement on the College’s main Educational Policies page.

Adverse decisions are those that would dismiss the student from the College or cause a change in anticipated graduation date due to reasons other than adherence to College policy.

The campus student promotions committee will notify students if it forwards a recommendation involving an adverse decision to the College Committee on Student Promotions (CCSP). To the extent possible, the campus student promotions committee will also notify students if CCSP might make an adverse decision. These notifications will clearly describe the nature of the student’s right to be heard in regard to this recommendation.

Any student who is recommended for an adverse decision by the campus committee will have the opportunity to present an appeal in writing to CCSP, in which the student will offer reasons for not accepting the campus recommendation, including new information and/or explanations of extenuating circumstances. Students may appeal an adverse recommendation only once, and – except for circumstances involving dismissal — may offer information to CCSP only in writing.

Students facing a recommendation to dismiss or declared intention to dismiss, have the right to be heard in person by CCSP, in addition to offering written materials. After the appearance of the student and/or review of any supporting materials, CCSP will make a decision, which is final.

Students receiving notice of intent to dismiss may appear before CCSP only once, and no appeal of a decision to dismiss is possible through CCSP. A student who wishes to pursue a claim of grievance may do so by following the policies described in Section XI.

CCSP may also initiate an adverse decision de novo, overriding the recommendation of the campus committee or at its own discretion. If it does so, it will advise the student of its intent to dismiss or intent to impose requirements that change an anticipated graduation date. CCSP will clearly describe the nature of the student’s right to be heard in regard to these intended decisions, postponing its final decision until the subsequent scheduled meeting, and it will make available to the student the material it has reviewed in its decision-making. In making its decision regarding dismissal, CCSP will have access to the student’s complete educational record.

All student communications regarding adverse decisions should be sent to the chair of CCSP. Consideration of all adverse recommendations will take place at the meeting of the College Committee that immediately follows the campus’s original recommendation. The Chair of the College Committee may grant exceptions to this timeline only because of demonstrated extenuating circumstances or when a strong case has been made that pertinent information cannot be available by the time of the next scheduled meeting.

Requests for an extension should be directed to the Chair of CCSP. The Chair will ordinarily only grant a single extension in matters of adverse decisions.

The Student Academic Grievance Procedures of the College of Medicine are governed by the UIC Student Academic Grievance Policy and University-wide Student Academic Grievance Procedures, both found at the Office of Access and Equity website. These policies define an administrative process through which students may seek resolution of Complaints or Grievances regarding academic standing during their enrollment at UIC.

The university-wide policy and procedure allow colleges, departments, and other units to extend or enhance the Student Academic Grievance Procedures in keeping with their accreditation or professional standards. Given the College of Medicine’s multi-campus administrative structure, certain academic and behavioral expectations unique to an education in medicine and other professions, and specific accreditation requirements, the grievance procedures of the College of Medicine do extend those of the university in several specific ways. These procedures have been constructed in accord with the directive of the university that:

Professional programs will adhere to the common principles of the [Level 1 and Level 2] Student Academic Grievance Process(es) including the three steps (informal, formal with AO and GO), the separation of AO and GO duties, the three-person Hearing Panel [Level 1 only], and the time limits for each step in the process. Due to varying administrative structures and separate accreditation requirements, professional programs may modify their processes within this framework. Each process should be made widely available to students, staff, and faculty in a student handbook or on a website equivalent.

The distinctive features of these procedures specific to the College of Medicine include:

1. Adaptation to the multi-campus environment of the College. Level 2 grievances are primarily dealt with at the individual campus level, and Level 1 grievances at the level of College of Medicine central administration (see definitions below in Section XI.A).
2. The availability and potential role of the Director, Medical Student Learning Environment in assisting students during the first stage of the process.
3. The College’s incorporation of behavioral standards as an academic expectation. While elsewhere in the University, adverse actions based upon behavioral lapses are most often adjudicated through the Senate Student Judiciary Committee. Within the College of Medicine, professional behavior is considered an academic expectation, and in fact comprises one of the primary graduation competencies. In keeping with the accreditation requirements of the Liaison Committee on Medical Education, lapses in professional behavior are dealt with in the first instance by the College of Medicine faculty and its promotions committees, and students have the right to grieve such decisions through the procedures described here.

Sections X.A through X.C below provide an abridged version of the UIC Student Academic Grievance Policy, with all details specific to the College of Medicine included. This abridged version will serve as an introduction to the procedures sufficient to inform the general student body of their right of redress and to familiarize all students with the appropriate procedures and administrative contacts. A student seeking to file a grievance should, however, consult and study in detail the following additional documents so as to take full advantage of the available resources and comply fully with policy and procedural expectations:

The University Guidelines on Grievance Procedures for Complaints of Discrimination at the University of Illinois, which were approved by the Board of Trustees in 1996, are considered to be part of these Student Academic Grievance Procedures. In the event of a conflict between the Guidelines and these Procedures, the Guidelines will govern.

The UIC Prohibition of Sex Discrimination, Sexual Harassment and Sexual Misconduct Policy

The Student Academic Grievance Forms that should be used at each step of the Formal Grievance Process

• UIC Student Academic Grievance Procedures
• UIC Student Academic Grievance Policy
• Procedures PDF
• The UIC Prohibition of Sex Discrimination, Sexual Harassment and Sexual Misconduct Policy

The UIC policy and procedures define two categories of grievance. Level 1 Academic Grievances and Level 2 Academic Grievances. Please see the University Grievance Policy for more detail.

Within the College of Medicine, the Level 1 Grievance Procedure is reserved for decisions rendered by the College Committee on Student Promotions that will prevent a student from continuing their progress toward a degree in good academic standing ¹. Other grievances are considered Level 2 Grievances and follow an abbreviated procedure.

For Level 2 Grievances, except in Academic Complaints or Academic Grievances that include an allegation of sexual misconduct or unlawful discrimination (see Section III.B of The Student Academic Grievance Procedures), the student is first expected to attempt to resolve their Academic Complaint or Academic Grievance informally. This informal attempt must include discussion of the Academic Complaint with the Respondent (the person who made the decision or took the action that is the subject of the Grievance). For Level 2 Grievances that concern a Phase 2 or Phase 3 course, the Respondent shall be the core clerkship or other course director at the student’s campus or their designee. For grievances involving Phase 1 courses, the phase 1 academic deans from all campuses will serve as the Respondent and will involve course directors when the grievance directly relates to the curriculum or the assessment.

The informal process with the Respondent should be documented in writing.² In the event that a resolution is not found, and the student chooses to pursue the Formal Grievance Process, this documentation should be sent to the Administrative Officer. The Formal Grievance Process must be initiated with the Administrative Officer within 40 days³ from the time that the Grievant was notified of the decision being grieved.

Should the Complaint/Grievance contain allegations of discrimination or sexual misconduct by the Respondent, the student must either notify the university’s Office for Access and Equity directly, or may contact the College’s Director, Medical Student Learning Environment for assistance. In such cases, there is no expectation of informal resolution; the Student can immediately initiate the Formal Grievance Process with the Administrative Officer. For additional information about Sexual Misconduct and UIC’s Prohibition of Sexual Harassment, Sex Discrimination and Sexual Misconduct please visit the Sexual Misconduct Website. For the definition of “unlawful discrimination” please see the University of Illinois Nondiscrimination Statement.

All Academic Grievances must be (a) filed in writing, (b) signed and dated by the Grievant, and (c) accompanied by the Student Academic Grievance Form and contain or have attached all supporting documentation at the time it is filed. The Grievant should fill in as much of the form as possible, though must minimally provide:

1. a clear description of the decision/action being grieved;
2. the basis or bases for challenging that decision (including any relevant allegations of unlawful discrimination and/or sexual misconduct);
3. the identity of the party or parties who made the decision and/or took the action;
4. the specific remedy or remedies requested;
5. For Level 2 grievances, a description of attempts at informal resolution (not required in grievances including allegations of sexual misconduct or unlawful discrimination).

An Academic Grievance must be filed by the Grievant with the appropriate Administrative Officer within forty (40) days from the time the Grievant was notified of the decision being grieved. The Grievant is encouraged to begin the process as soon as possible. If sexual misconduct or unlawful discrimination is alleged, the Administrative Officer must inform the Office for Access and Equity that the Academic Grievance has been filed no later than 5 days after receipt.

¹ See Section 1.C. of this document: An enrolled student is in good academic standing when eligible to continue in or return to the medical curriculum, to transfer to another medical school, or to graduateThe student may also contact the College’s Director, Medical Student Learning Environment to assist in resolution efforts.

² Throughout these Procedures, “in writing” should be understood to include email correspondence, provided the sender’s identity is verifiable.

³ All references in these Procedures to a time period are to working or business days. Official University holidays are not considered business days. Extensions to deadlines for all stages in this process can be requested from the Chancellor’s office.

First Step – Administrative Officer Review:

The required information, as specified above in Section XI.A., should be submitted in writing to the appropriate Administrative Officer (AO). The designated AO for Level 1 Grievances will be the Director, Human Resources for the College of Medicine, unless he/she has been directly involved in the circumstances leading to the adverse action. In that event, the Executive Dean will designate another senior College leader to serve as AO.

The Administrative Officer for a Level 1 Grievance will determine whether or not the Student Academic Complaint meets the criteria for a Level 1 Grievance, whether appropriate procedures were followed, and ensure that the Academic Complaint does not involve allegations of sexual misconduct or unlawful discrimination, in which case the Administrative Officer must inform the Office for Access and Equity that the Academic Grievance has been filed no later than 5 days after receipt. In determining whether eligibility conditions have been met, the Administrative Officer may consult the leadership of the College Committee on Student Promotions and may have access to relevant committee records.

The Administrative Officer may either grant or deny the remedy sought or may provide other remedies. A decision to deny a grievance that does not meet the eligibility criteria may not be appealed further. The Administrative Officer’s decision must be issued in writing, within ten (10) days following their receipt of the Academic Grievance. In the event that the Administrative Officer does not grant the remedy sought or provide other remedies, they must inform the Grievant of their right to request a Formal Hearing from the Grievance Officer.

The Grievant may withdraw an Academic Grievance at any time in writing. See the UIC Student Academic Grievance Procedures for more details. Once resolved or withdrawn, the Grievant may not re- submit or reinstate an Academic Complaint or Academic Grievance challenging on the same decision/action.

Second Step:

Formal Hearing and Grievance Officer Decision: If the Administrative Officer does not grant the Grievant the remedy sought, and provided the Academic Grievance meets all eligibility requirements, the Administrative Review decision will include notification to the Grievant that he/she/they may request a Hearing. This request must be submitted by the Grievant to the Grievance Officer, in writing and accompanied by the appropriate forms, within ten (10) days following the Grievant’ s receipt of the Administrative Officer’s decision.

The Grievance Officer for all Level 1 Grievances is the Senior Associate Dean for Educational Affairs of the College of Medicine, unless he/she has been directly involved in the circumstances leading to the adverse action. In that event, the Executive Dean will designate another senior College leader to serve as GO.

The Grievance Officer, upon receipt of a request for a Formal Hearing will convene a Hearing Panel to hold the Formal Hearing. The Hearing Panel will consist of three faculty members. The chair of the panel must be a member of the College of Medicine Executive Committee or the College Committee on Instruction and Appraisal. The other two panelists may be drawn from the faculty at large but must not have been directly involved in the circumstances leading to the adverse action. Neither the Administrative Officer nor the Grievance Officer may serve on the Hearing Panel. The Hearing Panel must be selected and charged within ten (10) days of receipt of the request for a Formal Hearing, and the Hearing must be scheduled within thirty (30) days from the time the request for a Formal Hearing is made by the Grievant.

The role of the Hearing Panel, guidelines for the conduct of the Hearing, and rights of the Grievance And Respondent(s) are described in detail in Section V.A.8-9 of the UIC Student Academic Grievance Procedures.

The Hearing Panel will report to the Grievance Officer their findings, conclusions, and recommendations within five (5) days after the close of the Formal Hearing. Within five (5) days after receiving the findings and recommendations of the Hearing Panel, the Grievance Officer will either grant or deny the remedy sought, or provide other remedies, and will so inform the Grievant, along with future steps, if any.

All decisions of the Grievance Officer will be conveyed in writing and are final except when the Grievance contains allegations of unlawful discrimination or sexual misconduct related to the academic determination. A significant and demonstrable deviation from the procedures, which could have substantially affected the outcome of the decision, as described herein, may be reported to the Office of the Chancellor for consideration.

See also

• Section VII of the UIC Student Academic Grievance Procedures , Rules of Interpretation.
• Overview of the grievance process
• Section VII of the UIC Student Academic Grievance Procedures, Rules of Interpretation.

First Step:

Administrative Officer Review: The above information should be submitted, in writing, to the appropriate Administrative Officer (AO). Ordinarily, the AO for Level 2 Grievances will be the associate dean responsible for curriculum at the campus where the student is based, unless he/she has been directly involved in the circumstances leading to the adverse action. In that event, the campus regional dean will designate another senior College leader to serve as AO.

The Administrative Officer for a Level 2 Grievance will determine whether or not a previous informal resolution process between the Student and the Respondent indeed occurred (except in Academic Complaints involving allegations of sexual misconduct or unlawful discrimination, where an attempt at informal resolution is not required). When the Administrative Officer is satisfied that these conditions have been met, then they must investigate the facts. The Administrative Officer may consider holding an informal discussion with the Grievant.

The Administrative Officer may either grant or deny the remedy sought or may provide other remedies. A decision to deny a grievance that does not meet the eligibility criteria may not be appealed further. The Administrative Officer’s decision must be issued in writing, within ten (10) days following their receipt of the Academic Grievance. In the event that the Administrative Officer does not grant the remedy sought or provide other remedies, they must inform the Grievant of their right to appeal the decision to the Grievance Officer.

The Grievant may withdraw an Academic Grievance at any time in writing. See the UIC Student Academic Grievance Procedures  for more details. Once resolved or withdrawn, the Grievant may not re- submit or reinstate an Academic Complaint or Academic Grievance challenging the same decision/action.

Second Step

Grievance Officer Review: If the Administrative Officer does not grant the Grievant the remedy sought, and provided the Academic Grievance meets all eligibility requirements, the Grievant may appeal the decision of the Administrative Officer to the Grievance Officer. For Level 2 Academic Grievances, the Grievance Officer for all students is the senior associate dean for educational affairs of the College of Medicine, unless he/she has been directly involved in the circumstances leading to the adverse action. In that event, the dean will designate another senior College leader to serve as GO.

The Grievant’s appeal must be submitted, in writing, to the Grievance Officer within five (5) days following the Grievant’s receipt of the Administrative Officer’s decision. Upon receipt of an appeal, the GO will consider the facts of the case, the Grievance process thus far, and the rationale for the Administrative Officer’s decision in making their own decision. The Grievance Officer may also conduct further inquiry into the matter. The Grievance Officer will render their decision within ten (10) days following the receipt of the Grievant’s appeal.

All decisions of the Grievance Officer are final except when the Grievance contains allegations of unlawful discrimination or sexual misconduct related to the academic determination. A significant and demonstrable deviation from the procedures which could have substantially affected the outcome of the decision, as described herein, may be reported to the Office of the Chancellor for consideration.

See also Section VII of the UIC Student Academic Grievance Procedures, Rules of Interpretation.

The decision rendered by the Grievance Officer cannot be appealed except when the Academic Grievance includes an allegation of unlawful discrimination or sexual misconduct relating to the decision or action that is the subject of the Academic Grievance; or where the Grievant has alleged a significant procedural error(s) that may have substantially affected the outcome of the Academic Grievance. The appeal must be made within five (5) days of the Grievance Officer’s decision.

Upon receipt of the appeal, the Chancellor or their designee will review the record and the contents of the appeal, and issue a decision in writing within thirty (30) days. In doing so, the Chancellor or their designee may seek such advice and information as they deem necessary. The Chancellor’s decision is final and no further appeal is available.

A request to withdraw from the College of Medicine must be initiated in writing by the student and state clearly that s/he wishes to withdraw and specify the effective date of the withdrawal. The request should be directed to the dean or his/her designee at the campus attended by the student. The dean or his/her designee will forward the student’s request to the appropriate campus committees.

The campus student progress and promotions committee will review the request and academic record to determine whether the student is withdrawing in good academic standing. While considering notices of withdrawal, campus committees will also advise CCSP of any allegations of misconduct against the student, in which a final determination has not yet been made. The recommendation will be forwarded to the CCSP, accompanied by the student’s written request and a copy of the entire academic record.

CCSP will review the campus recommendation, acknowledge the withdrawal and confirm the student’s academic status if the recommendation is consistent with policy. If the College receives a notice of withdrawal from a student while charges, investigations, or other evaluations are current, it reserves the right to delay a decision on recording the withdrawal until a final determination has been made. The College also reserves the right to dismiss a student found to have violated its codes of conduct even if the student has submitted a notice of withdrawal prior to its final determinations.

Appropriate University withdrawal forms must be completed by the student. The registrar will notify appropriate University offices of the withdrawal and student’s academic status at the time of the withdrawal following action by CCSP.

Students who withdraw from the College and who wish to be readmitted must apply as a new student through the College’s standard admissions process.

In certain circumstances, the University may direct the involuntary withdrawal of a student if the student exhibits behavior that poses imminent danger to the health and welfare of others, that impedes the lawful activities of University members, or that inhibits the student’s ability to function appropriately within the academic community.

In these matters, the College of Medicine follows University policies, as outlined in its current Student Disciplinary Policies.

Every student enrolled in the College of Medicine is expected to participate and perform in a fit and safe manner, consistent with the academic and professional standards of the program. The College reserves the right to temporarily remove a student from any and all academic and clinical activities if a student’s behavior fails to meet those standards and that behavior raises significant concerns about the safety of the student or others (e.g., patients, other students, faculty, and staff).

The College recommends that all faculty, staff, and students report behavior that threatens the student’s own safety or the safety of others. Such behavior includes, but is not limited to, unacceptable patient management, patient endangerment, inappropriate alteration of patient records, behavior that poses a danger to persons (the student him/herself, other students, patients, faculty, staff, or members of the community), behavior that involves damage to property, an ongoing threat of or disruption of the academic process or environment, and acts of violence or sexual misconduct. The College also recommends that all faculty, staff, and students report incidents of behavior that raise concern about impairment or an inability to function in educational or clinical settings (e.g., drug and alcohol use and/or erratic behavior).

Faculty, staff, and students are urged to call the police for events involving acts or threats of violence, urgent safety concerns, possession of weapons on campus, imminent threats of suicide, and medical emergencies.

Reports of behavior that threatens safety or that appears to impair functioning should be directed through the office of student /academic affairs to the Dean or the Dean’s designee (hereafter: Dean’s designees) using the process described on the website of each COM campus.

The Dean will designate at least two persons to review receipt of these reports of threats or impaired function. After their review, these two parties may temporarily remove the student from all academic and clinical settings. By the end of the next business day following that removal or as soon as practical, the Deans’ designees will schedule meetings with the student in question, the person who made the report, and others who may provide relevant information. The Dean’s designees will advise the student that, if he/she fails to meet as requested, he or she may not return to campus for any reason.

After holding the relevant meetings, the Dean’s designees will make one of the following findings:

Finding of No Evident Problem. If the Dean’s designees find that the report of impairment or threat to safety is unsubstantiated or that the student’s behavior does not, in fact, meet the standards for temporary removal, the Dean’s designees will return the student to his/her academic and clinical activities.

Finding of Minor Problem. If reports of impairment or threat to safety prove to be minor, the Dean’s designees will allow the student to continue with academic and clinical activities, with conditions if appropriate.

Finding of a Significant Problem. If the Dean’s designees finds that the report of impairment or threat to safety is substantiated and the behavior poses an immediate threat to the health or safety of the student or others, the Dean’s designee may seek temporary or permanent removal from the campus by following the procedures outlined in University Student Disciplinary Procedures for Emergency Suspension or Involuntary Withdrawal.

On the finding of an impairment or threat that is significant, the Dean’s designee may require a “Fitness for Participation” evaluation. The Dean of Students Affairs will notify the student that the administrative withdrawal from all student academic and clinical activities will remain in effect until

such time as the student is returned to the program following a “Fitness for Participation” evaluation.

Fitness-for-participation evaluations will be carried out by healthcare providers designated by each campus. The student is responsible for any costs associated with the initial evaluation and any costs associated with any required follow-up evaluations or treatment.

Students who decline to secure a required evaluation are reviewed for dismissal through either CCSP or the University Student Disciplinary Process.

Upon receipt of the fitness-for-participation evaluation, the Dean’s designee will refer the results to the campus’s student promotions committees, which may then recommend returning the student to the curriculum without restrictions, returning the student to the curriculum with restrictions, requiring a leave of absence, or disciplining the student as appropriate.

In reviewing reports regarding student behavior, the Dean’s designee may at all times refer the student for disciplinary action, according to College and University policies.

Students are advised that administrative withdrawal from the curriculum under this policy may result in a delay in the student’s progress toward graduation.

In certain circumstances, the Chancellor, the Vice Chancellor for Student Affairs, or others may order the interim suspension of a student when, in his/her opinion, such immediate suspension from the Campus is necessary for the student’s protection, for the protection of others, for the protection of the University and Campus property, or to maintain the normal operation of the University.

In these matters, the College of Medicine follows the University’s policies, as outlined in its current Student Disciplinary Policies.

Joint degree: approved degree programs whereby a student receives two separate degrees concurrently and is allowed to apply a certain percentage of shared course hours to both degrees such that the resulting total hours for the joint program are less than if the degrees were obtained separately. The University of Illinois College of Medicine joint degree program enables medical students to supplement their medical education with formal graduate training in other disciplines to engage their academic interest, promote competency, and meet career goals and objectives. University of Illinois College of Medicine joint degrees are structured as either integrated (e.g., 4-year MD/MPH) or gap year (e.g., 5- year MD/MS-CTS, MD/MBA, MD/MPH) programs.

The College of Medicine Professionalism Code represents the expectations of every student. It is signed by each student at orientation as a marker that they have received the form and will endeavor to abide by it throughout their time at the College, including time spent while on a leave of absence to pursue a joint degree.

Time limits for joint degree students enrolled in integrated (e.g., 4-year MD/MPH) and gap year (e.g., 5- year MD/MS-CTS, MD/MBA, MD/MPH) joint degree programs generally follow the stated length of the specific joint degree program in which a student is enrolled (i.e., 4-years and 5-years, respectively).

Students who do not progress to meet relevant joint degree timelines may be required to withdraw from or transfer between joint degree programs (e.g., from 4-year to 5-year program). If a student withdraws from a joint degree program, graduate (e.g., MPH, MS-CTS, MBA) courses and credits completed at the time of program withdrawal will remain on the student academic record/transcript. Joint degree students pursuing a leave of absence from the College of Medicine may be required to withdraw or transfer between joint degree programs, depending on the specific scenario and discussion with joint degree program leadership. Joint degree students who withdraw from the College of Medicine to pursue only a graduate degree (e.g. MPH, MS-CTS, MBA) may need to reapply to the graduate program depending on the specific program requirements.

*Promotions recommendations made by joint degree program to local promotions committee for processing/management
*Once the entirety of coursework of the integrated joint degree is complete, the student will receive a joint degree on graduation, even if they graduate in a later year