Exam Grade and Evaluation Policy

Disclaimer:  Policy under review for accuracy.  contact kam5vd@virginia.edu with questions


Exam Policy

Exams are offered only at designated times as set by the Systems Leaders/Principles of Medicine Committee. Exceptions for compassionate need or illness resulting in postponement of the exam are to be determined by the Office for Student Affairs (see Delay of Examinations for details). No student is permitted to take an examination before the regularly scheduled examination.

The Curriculum Committee unanimously approved a motion that all formal course examinations are required activities. Failure to take seriously the understanding and mastery of knowledge necessary for patient care should be recorded in the student’s file as a breach of professionalism (January 24, 2008).

Delay of Examinations

Examinations may be delayed only for reasons of illness, or under unusual circumstances for compelling personal reasons. In all instances, approval to delay an examination must be obtained from the Associate Dean for Student Affairs or their College Dean. Students who seek to delay an examination for medical reasons must also be seen by a physician, preferably at Student Health. When approval is given to delay an examination, it is the student’s responsibility to schedule a time with the course or system director for the examination before the next exam, or in the case of final exams, before the start of the next semester.

Final Grades/Evaluations

Helping students learn and improve their performance is the primary purpose of evaluations.

Grades for courses in the first 18 months should be provided to the student and Student Affairs within one week of the end of the exam period or by the date set by the Academic Standards and Achievement Committee. This is important for students and to allow for timely decisions on the part of the Academic Standards and Achievement Committee and for planning remediation when necessary.

Clerkships, selectives, and electives are required to submit evaluations within five weeks of the end of the rotation or by the date set by the Academic Standards and Achievement Committee. Clerkship grades and evaluations must be reported no later than noon on Friday of the 5th week after the close of the rotation or no later than noon on Friday of the 2nd week following receipt of subject exam scores. If grades and evaluations are not received in the Office for Student Affairs by noon on Friday as described above, notification will be sent to the responsible clerkship director, clerkship coordinator, and department chair.

Grade Challenge

After grades are issued, students may challenge a grade in writing within 1 week for courses in the first 18 months and within 4 weeks for clinical rotations to the appropriate course/clerkship director. Within thirty (30) calendar days after receiving the challenge, the course/clerkship director will consider the evidence and communicate in writing her/his decision to the student. Dissatisfaction with the outcome of the challenge shall not be grounds for appeal. (Curr Comm 6/5/2014)

Evaluation Policy

Evaluations requested by the University of Virginia School of Medicine for feedback assessment concerning faculty, courses, clerkships, selectives, or electives as well as school-wide evaluations (e.g., AAMC Graduation Questionnaire) must be completed before graduation.

Advancement Policy

Students must complete course or clerkship requirements before advancing to the next level. All preclinical courses and USMLE Step 1 must be completed prior to taking the Transition Course (Introduction to Clerkships) and core clerkships. All core clerkship requirements must be completed before elective credits can be earned.