Student Academic Policies and Professional Standards

The University of Illinois College of Medicine will apply its academic policies, procedures, and professional standards consistently.  The College Committee on Student Promotions will make decisions regarding student academic standing. 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.

Adverse action: A decision by the CCSP to dismiss a student for academic or professional reasons, in accordance with college policy defined in this Academic Policies and Professional Standards document.

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.

Medical Student Performance Evaluation: The Medical Student Performance Evaluation (MSPE) is the document developed by the Office of Student Affairs and submitted with the student’s residency application regarding a student’s academic progress and other student characteristics.

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, due to illness or other circumstances beyond their control, is unable to complete all required activities of a course or clerkship within the designated time will be assigned a temporary grade of Incomplete (I).

All Incomplete grades must be resolved within one academic year from the end date of the course or clerkship in which the Incomplete was assigned. If the coursework is completed within this timeframe, the Incomplete will be converted to a final grade as determined by the course director. If the student fails to complete the required work within one academic year, the Incomplete will convert to a grade of Fail. An Incomplete grade may not be assigned to a student who has exceeded the time limits for completing course requirements and has earned a failing overall grade.

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.

Study Plan:  A formalized, individualized, documented academic plan developed in conjunction with the Office of Student Affairs, outlining a student’s plan to meet academic requirements and timelines.

Professionalism is a core competency of the practice of medicine. It encompasses a range of behaviors that have a positive impact on the relationship between the physician and the patient, the interprofessional team, and society at large. These behaviors affect patients’ trust, safety, quality of care, and the well-being of the healthcare team. Furthermore, professionalism underpins the general public’s trust in healthcare, therefore it extends to educational and research activities involving engagements with internal and external entities, including for-profit companies, government agencies, and other organizations. As such, all students must show a commitment to professionalism and uphold ethical principles. Violations of professionalism are treated seriously, guided by a multi-tiered process that emphasizes fairness, development and accountability.

The purpose of this policy is to outline the professionalism expectations of every student that must be met in order for a student to qualify for the conferral of the MD degree. Furthermore, this policy outlines the process for reviewing behaviors that do not align with these expectations.

Students and future physicians are expected to uphold the highest standards of professionalism beyond the required adherence to oaths and the College of Medicine and University policies and procedures. The College has developed a Professionalism Code aligned with our medical education program objectives and consistent with the tenets of national guidelines on professionalism, such as American Board of Internal Medicine and American Medical Association. Students are expected to adhere to this Code, which is found on the Educational Policies webpage. The Professionalism Code is reviewed periodically and subject to revision. Students are responsible for keeping up to date on current policies.

A lapse in professionalism is characterized by behavior inconsistent with these professionalism expectations and the Professionalism Code.

Those who witness a student exhibiting behavior inconsistent with the Professionalism Code may report that behavior by completing a behavioral form.

The college-wide Student and Educational Affairs Deans (SEADs) group will review all submitted behavioral forms and determine if the behavioral form describes a behavior inconsistent with the college’s Professionalism Code and the professionalism expectations (see V. Professionalism Concern Process).

When a concern regarding a medical student’s professionalism arises that involves learning environment integrity, institutional standards, or patient care, the College may impose a temporary administrative pause of the student’s curricular activities while the matter is formally reviewed as described in (V. Professionalism Concern Process). This pause may require the student to suspend coursework, involvement with student organizations or volunteering as part of a UI COM organization, and/or attendance at campus or clinical activities.  

Professionalism concerns are handled through a multi-tiered, fair, equitable and consistent college-wide process in a timely manner.

Student and Educational Affairs Deans (SEADs) holds authority to forward these concerns to the College Committee on Student Promotion’s Professionalism Subcommittee for review and determination of action. If the behavior of concern falls within the parameters of the University’s disciplinary system or mandated reporting, the matter will be referred to the appropriate disciplinary or investigative body.

The Professionalism Subcommittee reviews concerns forwarded by SEADs and makes recommendations. Recommendations from the Professionalism Subcommittee involving formal outcomes, including remediation, are submitted to the College Committee on Student Promotion for review and decision.

The College Committee on Student Promotions holds the authority to determine adverse actions related to professionalism concerns and whether professionalism concerns are noted in the student’s Medical Student Performance Evaluation.

Decisions by CCSP involving professionalism that result in adverse action (Level 1) or documentation in the MSPE (Level 2) may be grieved through the College’s Grievance Process (Section X. Grievances). Other interventions or remedial measures resulting from this process are not subject to the College’s Grievance Process.

Students must complete requirements for promotion and graduation within the following time limits, from the date of initial enrollment (M1 orientation). Failure to meet these time limits may result in dismissal from the MD program unless an exception has been approved by the College Committee on Student Promotions (CCSP).

MD Degree Students: MD Students must complete Phase 1 requirements, the M1 and M2 years (Phase 1, for those matriculating after 2017), which includes passing USMLE Step 1, within a maximum of three years after matriculation. Students must finish all graduation requirements within a maximum of six years.

The sole exception to this rule is for students who have been granted a repeat M1 or M2 year (see sections III and IV of APPS). Those students must complete all M1/M2 requirements with the exception of USMLE Step 1 within three years. Students who have had a repeat year must complete USMLE Step 1 within four years of matriculation and will have seven years to complete all graduation requirements.

MSTP Students: Students enrolled in the Medical Scientist Training Program (MSTP) program are required to adhere to the same six year time limitation as all other MD students. All time spent completing MD coursework counts toward the six 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 six 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.

Leaves of absence for any reason (excluding approved repeat years as explained above), periods of required remediation, and unscheduled time are included within the time limits specified.

Potential Impact on Financial Aid: This policy should not be construed to imply that financial aid will be available for the duration of a student’s course of study.

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: 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.

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 business day preceding their scheduled retake exam to request to reschedule (with the exception of excused absences). For retake examinations happening on the first business day after winter break, students must notify their campus administrator of an intent to reschedule by noon on December 30. 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.

The College will promote to the second year all students who satisfactorily complete and receive a passing grade for all credit associated courses of the first year no later than the college identified date, which will be published each year. This date precedes orientation of the next cohort of matriculating M1 students.  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.

A.1 Inability to complete M1 Requirements within the academic year

In the event a student is unable to complete and pass all M1 requirements by the college-identified date, the student may receive a failing grade in the course(s). This includes any courses which were initially assigned an incomplete grade (due to incomplete requirements, unmet requirements, or unmet requirements with course remediation required).  Students who receive a failing grade in a course or courses are eligible for dismissal, unless they request and are granted a repeat year, as described below in section B. Repeat of First Year. A student who has medical, personal, or other extenuating circumstances that have prevented their completion of requirements resulting in a failing grade or grades, may request a leave of absence, and if granted, re-enter the curriculum as an M2 student with the next matriculating cohort.  A student granted a leave of absence must successfully complete and receive a passing grade for all requirements of all credit associated courses of the first year within the specified timeframe for resolving incomplete grades prior to the start of the M2 year. Failure to complete and receive a passing grade for all requirements within the specified timeframe will result in a failing grade in the course(s), and the student will be eligible for dismissal.

A.2 Unmet Requirement, Unmet Requirement with Course Remediation Required, and Course Failure in M1 year

1. Unmet requirements, as defined in the course syllabi, remain part of the student’s total unmet requirement accumulation during the M1 academic year, even if the student fulfills the requirement.
2. 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.
3. A student who has received three unmet requirements in the M1 year must halt their progress in the curriculum. This student is eligible for dismissal from the college. They may be approved for a repeat year, provided they are not already on a repeat year. The student’s academic performance, including professional behavior, will be discussed at the College Committee on Student Promotions (CCSP) to determine if a repeat year will be granted. Any courses with unmet requirements will be assigned a failing grade at the conclusion of the term in which the student has accrued the third unmet requirement, and all incomplete grades will be converted to a failing grade. If a repeat year is granted, the student will be placed on a leave of absence for any terms in which they are not registered until they re-enter the curriculum.
4. 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.
5. Students who fail a course, as defined by the course syllabus, must step out of the curriculum. These students will receive an F on their transcript for this initial attempt at the course. These students are eligible for dismissal. They may be eligible for a repeat year per Section B. Repeat of the First Year, below, provided they are not already on a repeat year. The student’s academic performance, including professional behavior, will be discussed at the College Committee on Student Promotions (CCSP) to determine if a repeat year will be granted. Any additional courses with unmet requirements or incomplete grades will be assigned a failing grade. If a repeat year is granted, the student will be placed on a leave of absence for any terms in which they are not registered until they re-enter the curriculum.

CCIA update approved 11/5/2025.

If the College Committee on Student Promotions (CCSP) approves a repeat year for any of the above reasons, the following conditions apply:

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 students’ strategy to ensure success during the repeat year.  Any Unsatisfactory (Fail) grade(s) will remain on the transcript. During the leave of absence, the student’s progress on the plan will be reviewed at least once each term with the campus progress review subcommittee (see section VIII for details).
2. The student must satisfy the conditions of their repeat year study plan, adhering to communications with the Office of Student / Academic Affairs according to the timeline established in the plan and meeting with the campus progress review subcommittee as requested by that subcommittee. 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 will be 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.

CCIA approved 11/5/2025

The College will promote to the third year all students who satisfactorily complete and receive a passing grade for all credit associated courses of the second year and the USMLE Step 1 exam no later than the college identified dates, which will be published each year. This date precedes orientation of the next cohort of matriculating M1 students. With successful completion of all requirements of the M2 year and achieving a passing score on USMLE Step 1, any previously accrued unmet requirements will not count toward the limitation on the number of accrued unmet requirements permitted in Phase 2.

A.1 Inability to complete M2 requirements within the academic year

In the event a student is unable to complete all M2 requirements by the college-identified date, the student may receive a failing grade in the course(s). This includes any courses which were initially assigned an incomplete grade prior to the college-identified date (due to incomplete requirements, unmet requirements, or unmet requirements with course remediation required). Students who receive a failing grade in a course or courses are eligible for dismissal, unless they request and are granted a repeat M2 year if eligible, per section B. Repeat of the Second Year.  A student who has a medical, personal, or other extenuating circumstances that have prevented their successful completion of requirements resulting in a failing grade or grades, may request a leave of absence, and if granted, re-enter the curriculum as an M3 student.  A student granted a leave of absence must successfully complete and receive a passing grade for all requirements of all credit associated courses of the second year and pass USMLE Step 1 within the specified timeframe for doing so. Failure to complete and receive passing grades for all requirements within the specified timeframe will result in a failing grade in the course(s), which makes the student eligible for dismissal.

A.2 Unmet Requirement, Unmet Requirement with Course Remediation Required, and Course Failure in M2 year

1. 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.
2. 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. Dates for retake examinations are determined by the Office of Educational Affairs.  The student must fulfill the requirements prior to sitting for the USMLE Step 1 exam.
3. A student who has accrued two unmet requirements in the M2 year must halt their progress in the curriculum. This student is eligible for dismissal. They may be approved for a repeat year, provided they are not already on a repeat year or have previously completed a repeat year. The student’s academic performance, including professional behavior, will be discussed at the College Committee on Student Promotions (CCSP) to determine if a repeat year will be granted. Any courses with unmet requirements will be assigned a failing grade at the conclusion of the term in which the student has accrued the second unmet requirement, and all incomplete grades will be converted to a failing grade. If a repeat year is granted, the student will be placed on a leave of absence for any terms during which they are not registered until they re-enter the curriculum.
4. 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 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.
5. Students who fail a course, as defined by the course syllabus, must step out of the curriculum. These students will receive an F on their transcript for this initial attempt at the course. These students are eligible for dismissal. They may be approved for a repeat year, provided they are not already on a repeat year. The student’s academic performance, including professional behavior, will be discussed at the College Committee on Student Promotions (CCSP)to determine if a repeat year will be granted. Any additional courses with unmet requirements will be assigned a failing grade.

B. Repeat of Second Year

If the College Committee on Student Promotions (CCSP) approves a repeat year for any of the above reasons, the following conditions apply:

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. Any Unsatisfactory (Fail) grade(s) will remain on the transcript. During the leave of absence, the student’s progress on the plan will be reviewed at least each term with the campus progress review subcommittee (see section VIII for details).
2. The student must satisfy the conditions of their repeat year study plan, adhering to communications with the Office of Student / Academic Affairs according to the timeline established in the plan and meeting with the campus progress review subcommittee as requested by that subcommittee. Students who fail to do so will be reviewed for dismissal by CCSP.
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  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.

C. 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.

1. 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.
2. 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 USMLE Step 1 exam.
3. Students must request a leave of absence for any term in which 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.

1. Students are expected to sit for Step 1 on or before the college-identified deadline for their cohort, which will be published. Students who defer sitting for their USMLE Step 1 exam beyond the college-identified deadline are required to meet with their Office of Student Affairs as described below.
2. Students who do not sit for USMLE Step 1 on or before the college-identified date will not be able to begin clinical course work until after they sit for USMLE Step 1.
3. Students who defer sitting for USMLE Step 1 are only eligible to take up to 6 weeks of non-clinical courses prior to sitting for USMLE Step 1. This coursework must be taken in a single term.
4. Students who defer sitting for the USMLE Step 1 exam beyond the college-identified sit date must:
   1. Meet with their Office of Student Affairs to discuss a study plan, non-clinical course work, and potential need for a Leave of Absence. Submit a USMLE Step 1 study plan to their Student Affairs Dean or the dean’s designee. Any changes to the study plan, including changes to resources, leave of absence timeline, anticipated sit date, or expected meeting frequency must be discussed with the Student Affairs Dean or the dean’s designee.
   2. Notify the registrar and the financial aid office regarding changes in course registration which may include dropping or withdrawal. This may adversely impact financial aid as well as other campus services associated with registration.
5. Students who defer the Step 1 exam for longer than one term will be reviewed at least each term by their campus progress review subcommittee. (See section VIII for details).
6. Students will be eligible for clinical course work only after they have sat for the USMLE Step 1 exam. Students who sit for USMLE Step 1in accordance with the approved study plan may enter clerkships before a score is received, provided they have not already failed an attempt at USMLE Step 1 and are not on an active Leave of Absence.

1. Students are expected to sit for Step 1 on or before the college-identified deadline for their cohort, which is published annually. Students who defer sitting for their USMLE Step 1 exam beyond the college-identified deadline are required to meet with their Office of Student Affairs as described below.

2. Course registration

Clinical courses:

• Students who do not sit for USMLE Step 1 on or before the college-identified date will not be permitted to begin clinical course work until after they sit for USMLE Step 1.
• Students who defer USMLE Step 1  for more than one term beyond the college-identified deadline are not eligible to register for  clinical coursework until they have received a passing score.

​​​​​​​Non-clinical courses:

• Students who defer USMLE Step 1 for up to one term beyond the college-identified deadline may register for up to 6 weeks of non-clinical coursework, which must be completed within a single academic term.
• ​​​​​​​Students who defer USMLE Step 1  for more than one term beyond the college-identified deadline are not eligible to register for  non-clinical coursework until they have received a passing score.

3. Students who defer sitting for the USMLE Step 1 exam beyond the college-identified sit date must:

• Meet with their Office of Student Affairs to develop a study plan, review potential need for a leave of absence,and submit a USMLE Step 1 study plan to their Student Affairs Dean or the dean’s designee. Any changes to the study plan, including changes to resources, leave of absence timeline, anticipated sit date, or expected meeting frequency, must be discussed with the Student Affairs Dean or the dean’s designee.
• Notify the registrar and the financial aid office regarding changes in course registration which may include dropping or withdrawal of courses. This may adversely impact financial aid as well as other campus services associated with registration.

4. Students who defer the Step 1 exam for longer than one term beyond the college-identified date will be reviewed by Campus Progress Review Subcommittees (as detailed in Section VIIIB).

1. Students who fail their initial attempt at USMLE Step 1 will be allowed to complete the course in which they are enrolled at the time they are notified of the failed attempt at USMLE Step 1. They may not begin another clinical course until they receive a passing score on the USMLE Step 1 exam.
2. Students who fail any attempt at USMLE Step 1 are only eligible to take up to 6 weeks of non-clinical courses prior to receiving a passing score on USMLE Step 1. This coursework must be taken in a single term. Students are only eligible to enroll in 6 weeks of non-clinical elective courses provided they have not already completed 6 weeks of non-clinical courses.
3. Students who have failed an attempt at USMLE Step 1 will not be formally promoted to Phase 2 or eligible for clinical course work until a passing score on USMLE Step 1 is reported.
4. If a student fails to meet the requirements of a required course they were enrolled in at the time they were informed of their failed attempt at USMLE Step 1, they must remediate both USMLE Step 1 and any required courses before restarting any additional clinical course work.
5. Students who fail an attempt at USMLE Step 1 must:
   1. Meet with their Office of Student Affairs to discuss a study plan, non-clinical course work, and potential need for a Leave of Absence. Submit a USMLE Step 1 study plan to their Student Affairs Dean or the dean’s designee. Any changes to the study plan, including changes to resources, leave of absence timeline, anticipated sit date, or expected meeting frequency must be discussed with   the Student Affairs Dean or the dean’s designee.
   2. Notify the registrar and the financial aid office regarding changes in course registration which may include dropping or withdrawal. This may adversely impact financial aid as well as other campus services associated with registration.

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, incomplete required courses, or core clerkship final examination failures. Students who accumulate more than one deficiency will be withdrawn from further coursework at the end of the course during which the second deficiency is reported. In the case of two deficiencies within one course, the two deficiencies are not additive. Students may not resume any coursework, including scholarly concentration programs and joint degrees, until they have achieved passing grades in all required examinations and required course components of required courses in which their performance was deficient. In the event that the required course is unavailable due to scheduling or capacity, the curricular dean may grant an exception to register for another course until the required course is available.

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.

Phase 2/3 deficiencies are defined as course failures, incomplete required courses, or core clerkship final examination failures. Students who accumulate more than one deficiency will be withdrawn from further coursework at the end of the course during which the second deficiency is reported. In the case of two deficiencies within one course, the two deficiencies are not additive. Students may not resume any coursework, including scholarly concentration programs and joint degrees, until they have achieved passing grades in all required examinations and required course components of required courses in which their performance was deficient. In the event that the required course is unavailable due to scheduling or capacity, the curricular dean may grant an exception to register for another course until the required course is available.

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 failed courses.

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, unless approved by the curricular dean or designee.
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 general leave of absence. Students will prepare a plan for this study in consultation with the campus dean for student/academic affairs or designee.

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. They will be reviewed at least every term by their campus progress review committee (See section VIII).

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.

The College of Medicine will verify student eligibility to participate in the NRMP match. To participate in the Main Residency Match® and SOAP® an applicant must be able to enter graduate medical education (GME) on July 1 in the year of the Match. At least one week prior to the match verification deadline of that year, the College of Medicine will verify eligibility of a student if they have completed or are scheduled to complete all course requirements by the May graduation deadline, and have passed USMLE Step 1 and Step 2 CK.

Effective December 11, 2024, starting with students graduating in the Spring term of 2026.

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 Graduation requirements for each class can be found on the Educational Policies webpage.
3. Take and pass the USMLE Step 2 Clinical Knowledge (CK)

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.

Graduation with Honors

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 (LOA) from the College of Medicine.

Leaves of absence will be granted to students in the College of Medicine according to the policies described below.

Routine leaves of absence will be approved by the campus dean of student affairs. Non-routine leaves of absence must be approved by the CCSP.  All leaves of absence are documented in the Medical Student Performance Evaluation (MSPE).

Definitions:

1. A routine leave of absence is one that does not delay a student’s academic progress beyond the deadlines defined in this policy document (e.g. deadline for completing USMLE Step 1 or graduation).
2. A non-routine LOA is defined as any leave that meets one or more of the following criteria:
   • It would delay a student’s progress beyond policy-defined deadlines;
   • It is recommended following a fitness-for-participation assessment as described in Section XI.C;
   • It continues for more than one consecutive year, with the exception of leaves for students in the graduate phase of the MSTP program.

1. 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.
   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, g., a study plan; a program or research acceptance letter
2. Students may request a Medical Leave of Absence to address their own health needs.
   1. Covers time off to address health
   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

The College may place students on an Administrative Leave of Absence who are not engaged with the curriculum for various reasons, such as students who (i) are unable to apply for a leave on their own, (ii) have lapsed in their communication with the College, (iii) are known to be absent from the College, or (iv) are waiting for supporting documentation to submit a leave request.

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 prior to submitting the request, 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 student affairs dean or their designee.
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 university and respond to communications, from College personnel per the leave of absence Repeated or prolonged lapses in communication with the College may be a behavior reported as a professionalism concern (see I. D. College of Medicine Professionalism Policy).
3. Students are expected to follow the College’s Academic Policies and Professional Standards.
4. Students who are under review by their Campus Progress Review Subcommittee (see section VIII) will present data about their progress, including supporting documentation, a minimum of once each term and will present to the subcommittee in person when requested, unless on medical leave.

A leave of absence is intended to provide dedicated time away from the curriculum and extracurricular activities to attend to personal or academic circumstances or health needs.  During a leave of absence:

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.

Where there is any question about a student’s suitability for the profession, based upon a student’s failure to meet academic and/or 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 Functional and Behavioral Standards, students who are convicted of any felony while enrolled in the College must immediately notify the Office of Student Affairs as to the nature of the conviction. Failure to disclose offenses may result in action by the College, up to and including dismissal. See the Functional and Behavioral Standards agreement on the College’s main Educational Policies page

Purpose:

The College Committee on Student Promotions has charged campus progress review subcommittees (CPRS) on each campus to promote accountability and engagement for students whose academic progress may result in adverse action. Each CPRS will monitor, and document reports of student progress based on information from the students, the campus Office of Student Affairs (OSA) and other student support offices.

Review Criteria

Students will be reviewed at least every term by the CPRS if they:

• Are on an administrative leave of absence or have requested a general leave of absence due to academic difficulties.   Are on a leave of absence for more than one consecutive term for any other reason with the exception of participation in a joint degree or approved research program.
• Have previously appeared before the CCSP for academic or professionalism concerns.
• Have failed a USMLE examination.
• Are currently delaying the USMLE Step1 examination for more than one term after the deadline.
• Have been granted a repeat year.
• Currently have more than one Phase 2 or 3 deficiency.

Student Reporting Requirements

Students under CPRS review are required to submit a structured self-report of academic progress each term, or as requested by the CPRS. This self-report must adhere to a standardized template that addresses progress toward resolving any academic deficiencies or concerns.

Committee Review and Reporting

The CPRS will evaluate student progress using the following sources:

• The student’s structured self-report.
• Objective academic data compiled by the Office of Student Affairs.
• Additional supporting documentation, including professionalism forms or related communications.

Based on this information, the CPRS will generate a standardized report. If a student is required to appear before the CCSP in accordance with college policy, the CPRS report will be submitted to inform the committee’s review.

Meetings and Communication

The CPRS may request to meet with the student in person or by video conference at any time. Communication with the CPRS is a professionalism expectation, and failure to submit documentation may be a behavior submitted as a professionalism concern to be reviewed pursuant to the Professionalism Policy.

Release from CPRS Oversight

The CPRS may release a student from review at its discretion if the student is actively registered and making satisfactory progress in the curriculum.

Adverse actions are those that would dismiss the student from the College for academic concerns, including those related to professionalism.

For each student eligible for dismissal, the CCSP will review relevant materials—such as the student’s educational record, CPRS and student reports, and other documentation. After reviewing the relevant materials, CCSP will vote on whether to make an exception to policy for the student or to invite or to invite the student  to meet with the CCSP at the next regular or ad hoc meeting to address the committee’s concerns, prior to taking any action, including dismissal.

• Students invited to address the committee shall be notified of the CCSP’s concerns that could lead to dismissal, and shall be informed that they have the right to submit written materials  and be heard in person or via video conference by the CCSP at the next scheduled meeting following the notice.
• Students invited to address the committee, may appear before the CCSP only once for the specific adverse action being considered. The CCSP will clearly outline the student’s right to be heard and will provide the student with access to the materials it reviewed prior to the meeting.
• Students may choose to be accompanied by an advisor of their choice during the CCSP meeting, although the advisor may not directly address the committee. If a student chooses an attorney as their advisor, the student must notify the appropriate University administrator, in writing, at least five (5) days prior to the date of any scheduled meeting or formal proceeding. If a student chooses to have an attorney present at a meeting, a representative from the Office of University Counsel can be invited to be present to advise the committee.
• After the student has been given an opportunity to provide information to the committee as stated above,, the CCSP will vote and render a final decision.
• The CCSP’s decision to dismiss is final and cannot be appealed through the CCSP. Students who wish to pursue a grievance regarding the decision may do so by following the procedures outlined in Section X.

Consideration of adverse actions will take place at the CCSP meeting following the meeting during which the decision to meet with the student was made. .

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.

CCIA approved 8/6/2025

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.

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 vice dean for education 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.

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.

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 vice dean for education 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 CCSP.

The CCSP will review the student’s academic record, any pending allegations of misconduct, and the written request to determine and document the student’s academic status at the time of withdrawal.

CCSP will acknowledge the withdrawal and confirm the student’s academic status is consistent with policy. If the College receives a notice of withdrawal from a student while charges, investigations, or other evaluations are pending and not yet resolved, 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 any applicable codes of conduct even if the student has submitted a notice of withdrawal prior to its final determination.

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 CCSP 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) 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) 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). Students who wish to withdraw from a joint degree program must submit a formal request to the Student Affairs Dean and the Joint Degree Assistant Dean for review and approval. 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 programs to the office of Student Affairs or CCSP 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