Timely Student Access to Course/Clerkship Final Grades

Students at USACOM should have access to final grades for all courses and clerkships within a

reasonable timeframe. The policy describes the process by which this is ensured.

 

Grade - A measure of overall performance in a completed course or clerkship that will appear in

an official student transcript.

Time to grade - The number of days following the last day of a course until the date of grade

release to students. For pre-clerkship modules, M1 and M2 Clinical Skills courses, and clerkships,

the last day is the date of the final examination. For CLINIC courses, junior selectives and senior

electives, it is the date of the last scheduled day of student participation.

     

4.1.1 Required grades for courses and clerkships must be reported to students within five weeks of the last day of the course or clerkship.

4.1.2 When scores of the NBME shelf exams are posted by the NBME, the Associate Registrar emails the clerkship directors/co-directors/coordinators the scores along with the 5-week due dates for the submission of final grades.

4.1.3 The time to grade is recorded by the Associate Registrar for the COM in the Office of Student Affairs, who submits a quarterly report to the Curriculum Committee and Associate Dean for Medical education and Student Affairs. Time to grade is also included in the review of individual clerkships and courses by the Assessment and Evaluation subcommittee.

4.1.4 If grades are not received by 5 weeks (35 days) following the end of a course/clerkship/selective/elective, the Registrar notifies the director to submit them within the next seven days or put the COM at risk of citation and possibly severe action by its accrediting body.

 

4.2.1 Please see the policy entitle “Grade submission process for undergraduate medical students” for the process on grade submission in the pre-clerkship, clerkship and M4 years.