Probation is a status assigned to a USA College of Medicine student who fails to meet the minimum academic or non-academic requirements of a COM student as delineated in the College of Medicine Student Handbook. Probation is meant to be in effect for a defined period of time within which a student will have the opportunity to address the deficiency for which this status was assigned. A student can be placed on probation for deficiencies in either academic performance or professional behaviors. The start date, reason for and end date of a probation period are noted in the student’s permanent file housed in the College of Medicine (COM) Registrar’s Office. Probationary periods are also disclosed on the medical student performance evaluation completed during the M4 year.
Prior to being placed on academic probation, the student will meet with the Associate Deans of Medical Education and Student Affairs to discuss the circumstances which resulted in probationary status. The student is thereafter notified of the dates of the probationary period by the Associate Dean of Student Affairs via a letter sent to the address on record as well as emailed to the University issued JagMail account. If while on probation, a student is unsuccessful academically in any course which results in a deficient, temporary or F grade being assigned or the student on non-academic probation falls outside the outlined parameters designated by the Student Promotions and Evaluation Committee (SPEC), the student’s record will be reviewed by SPEC with potential outcomes including recommendation for dismissal from the College of Medicine.
A student can be placed on Academic Probation for the following reasons:
- A deficient grade of F earned in any preclinical module/course or M3 clinical clerkship.
- A combination of two temporary or deficient grades earned in a given academic year.
- Unsuccessful remediation of a deficient or temporary grade earned in a module/course/clerkship within the specific timeframe documented.
- Requirement by the Student Promotions and Evaluation Committee (SPEC) to repeat an academic year.
A student will be notified that an academic probationary status is removed if the following criteria are met:
The failed course or deficient grades are successfully remediated with a recorded grade of P or UP during the specified timeframe. Specific to the preclinical modules:
- Remediation must occur upon completion of the academic year during which the module was failed or the deficiencies earned.
- Remediation of M2 coursework must be successfully completed prior to taking the USMLE Step 1 licensure examination.
- If the student repeats the year due to lack of success in graded work in more than one module, the student is removed from academic probation when the module(s)/course(s) which triggered the academic probation is successfully passed.
The following consideration is given though to students who are on a leave of absence. As remediation cannot be scheduled during an approved leave of absence, the failed course or deficient grade must be remediated upon return of the student from leave as scheduling permits within the academic cycle. The student returning from a leave of absence will remain on probation until successful completion of remediation.
Placing a student on Non-Academic probation is a decision rendered by the Student Promotions and Evaluation Committee (SPEC).
A student can be placed on Non‐Academic Probation by SPEC for unprofessional behavior documented by the PEC note mechanism, an Honor Code violation, or actions communicated to the Associate Deans of Student Affairs and/or Medical Education by any faculty or staff member, fellow student, or by public disclosure. Students placed on non-academic probation will be allowed to appear before SPEC following the SPEC procedures as outlined in the COM Student Handbook. Following the decision of SPEC, written notification of non-academic probationary status will be sent to the student by the Associate Dean of Student Affairs and will include guidelines of professional behavior being monitored and length of probationary period. SPEC may ask the student to sign a professionalism contract documenting the student’s understanding of the behaviors to be monitored. Violation of the contract could lead to further consequences, including but not limited to the possibility of recommendation for dismissal from the College of Medicine.
Remediation Restricts Activities
Academic remediation resulting in a passing grade is required for successful promotion into the next year of studies for the student. Since the student’s success in the core curriculum should take precedence over participation in any other program or activity, the student who is remediating cannot participate in USA College of Medicine sponsored research or USA affiliated sponsored research. Additionally, the student cannot participate in external activities such as mission trips associated with the COM until remediation is complete. Failure to successfully remediate in the designated timeframe will result in a referral to the SPEC for evaluation of the student’s academic record and most likely will result in the student repeating the academic year.
If a student is remediating any coursework and is also choosing to participate in employment outside of the COM, the student should meet with the Associate Deans for Student Affairs and Medical Education prior to beginning the employment. These meetings are so that the student is aware of the responsibilities of remediation and the potential outcomes for lack of success.