ALBANY MEDICAL COLLEGE

ALBANY MEDICAL

COLLEG

UNDERGRADUATE

MEDICAL

EDUCATION

Principles, Policies, Protocols and

Rules

Student Handbook

Revised February 2022

GENERAL PRINCIPLES AND POLICIES

CONTENTS:

I. GENERAL PRINCIPLES AND POLICIES ......................................................................... 5

A. Admission to the Undergraduate Medical Education Program ............................................... 5

B. Combined Degree and other Admission Processes ................................................................. 7

i. Rensselaer Polytechnic Institute: ........................................................................................... 7

ii. Union College: ..................................................................................................................... 8

iii. Siena College: ..................................................................................................................... 9

iv. University at Albany: ........................................................................................................ 10

v. MD/PhD Program............................................................................................................... 10

vi. MD-MPH .......................................................................................................................... 10

C. Disability Accommodations and Minimum Technical Standards for Admission and

Matriculation ............................................................................................................................. 10

D. Undergraduate Medical Education Program Requirements Overview ................................. 12

E. Satisfactory Academic Progress ............................................................................................ 13

F. Undergraduate Medical Education Curriculum ..................................................................... 14

G. Personal Identity, Personal Safety and Public Safety Requirements ..................................... 15

H. Social Media Warning for Learners ...................................................................................... 16

I. Appropriate Dress while a Student at Albany Medical College ............................................. 16

II. CLASSROOM RULES AND REGULATIONS ................................................................ 16

A. Scheduling in Years 1 & 2 .................................................................................................... 16

B. Learning Format in Years 1 & 2 ........................................................................................... 17

C. Syllabus Material, Lecture Support Resources ...................................................................... 17

III. EDUCATIONAL OFFERING DESCRIPTION REQUIREMENTS ............................. 17

IV. GRADING AND EXAMINATION GUIDELINES ......................................................... 19

A. Grading ................................................................................................................................. 19

B. Examination Scheduling ....................................................................................................... 19

C. Examination / Evaluation Protocol ....................................................................................... 20

GENERAL PRINCIPLES AND POLICIES

D. Examination Results for Themes/Required Clerkships ........................................................ 21

V. GRADING OF REQUIRED CLINCAL ROTATIONS .................................................... 21

VI. CLERKSHIP NIGHT DUTY SCHEDULING ................................................................. 25

VII. 4TH YEAR NON-CLINCIAL ELECTIVES .................................................................. 25

VIII. EVALUATION OF EDUCATIONAL OFFERINGS .................................................... 26

A. Student Evaluations Requirements ....................................................................................... 26

B. UME Council Assessment of Curriculum Requirements ...................................................... 26

IX. CLASS RANK ..................................................................................................................... 27

X. REMEDIATION .................................................................................................................. 27

XI. CHANGE IN STUDENT STATUS ................................................................................... 28

A. Leave of Absence .................................................................................................................. 28

i. Leave of Absence Process ................................................................................................... 28

ii. Leave of Absence Policies ................................................................................................. 29

iii. Extended Curriculum Leave of Absence ........................................................................... 30

iv. Academic Leave of Absence ............................................................................................. 30

B. Withdrawal ............................................................................................................................ 30

XII. TUITION REFUND POLICY .......................................................................................... 30

XIII. THANKSGIVING HOLIDAYS ..................................................................................... 31

XIV. MATCH DAY RESPONSIBILITIES ............................................................................. 31

XV. SCHEDULE CHANGES FOR RELIGIOUS REASONS .............................................. 31

XVI. CPR - TRANSCRIPT ...................................................................................................... 31

XVII. USMLE POLICIES ........................................................................................................ 32

A. USMLE Step 1...................................................................................................................... 32

B. USMLE Step 2CK ................................................................................................................ 33

XVIII. CURRICULAR ADJUSTMENT FOR MATERNITY OR PATERNITY LEAVE . 34

XIX. HONOR CODE CONSIDERATIONS ........................................................................... 34

A. Requirements ........................................................................................................................ 34

XX. ADMINISTRATIVE PSYCHIATRY REVIEW ............................................................. 35

XXI. AMC STUDENT HEALTH AND PSYCHOLOGICAL SERVICES: NON-

INVOLVEMENT IN ACADEMIC ASSESSMENT OR PROMOTION .............................. 35

XXII. FINANCIAL AID ELIGIBILITY REQUIREMENTS BASED ON SATISFACTORY

ACADEMIC PERFORMANCE .............................................................................................. 36

GENERAL PRINCIPLES AND POLICIES

XXIII. AMC FINANCIAL AID OFFICE INSTITUTIONAL SCHOLARSHIP

PROCEDURES ......................................................................................................................... 36

A. Albany Medical College MD Tuition Policy ........................................................................ 36

B. Albany Medical College MD Institutional Aid Policy .......................................................... 37

XXIV. ACCESS TO STUDENT RECORDS .......................................................................... 37

XXV. ALBANY MEDICAL COLLEGE GUIDELINES FOR PROMOTIONS

COMMITTEES, DISCIPLINARY HEARING PANELS, & APPEALS COMMITTEE ... 38

A. Introduction .......................................................................................................................... 38

B. Synopsis of Grading System and Guidelines for Promotions Committees ........................... 38

C. Operation of Promotions Committee .................................................................................... 39

D. Adverse Actions .................................................................................................................... 40

E. Appeal of Repetition or Dismissal Decisions ........................................................................ 41

F. Promotion to the Next Year ................................................................................................... 41

G. Committee on Student Appeals ............................................................................................ 43

H. Disciplinary Hearing Panels .................................................................................................. 45

I. Interim Actions ....................................................................................................................... 47

GENERAL PRINCIPLES AND POLICIES

ALBANY MEDICAL COLLEGE

UNDERGRADUATE MEDICAL EDUCATION

Principles, Policies and Rules

Revised February 2022

Albany Medical College is accredited by the Middle States Commission on Higher Education

(MSCHE), 3624 Market Street, Philadelphia, PA 19104, (215) 662-5606. The MSCHE is an

institutional accrediting agency recognized by the US Secretary of Education and the

Commission on Recognition of Postsecondary Accreditation.

The Albany Medical College is also accredited by the Liaison Committee on Medical Education

(LCME) of the American Association of Medical Colleges, 655 K Street NW, Suite 100,

Washington DC, 20001, (202) 828-0400.

I. GENERAL PRINCIPLES AND POLICIES

A. Admission to the Undergraduate Medical Education Program

Albany Medical College defines diversity in the broadest sense, meaning the inclusion of all

persons regardless of ethnic and racial background, socioeconomic background, geographic

(urban and rural), gender, gender identity, sexual orientation, religious beliefs, age, physical

disabilities and other personal attributes, that can contribute to a welcoming, inclusive culture

across the Medical College and Medical Center. Understanding and recognizing that disparities

exist in society today and can be clearly documented in health care, the College looks to develop

and educate future physicians to be able to practice medicine in a way that supports the health

care needs of all people. To successfully achieve this goal, Albany Medical College and Medical

Center believes it serves as the role model that helps to shape the knowledge, skills, behaviors

and attitudes of its graduates.

The Medical College has instituted tactics to:

• Provide a culturally rich and diverse environment that is recognized for providing

encouragement, support and resources to people from all backgrounds.

GENERAL PRINCIPLES AND POLICIES

• Increase the number of under-represented minorities in faculty and leadership of the

Medical College

• Challenge stereotypes and prepare students for the provision of care in a demographically

diverse national and international arena. The school will increase the percentage of

American Indians or Alaskan Natives, African Americans or persons of African or

Caribbean descent, Native Hawaiian or Pacific Islanders, Puerto Rican backgrounds,

other Hispanic or Latino backgrounds including Latin Americans, Asians, multiracial

persons and persons who may be socioeconomically challenged.

• Assess retention and recruitment of under-represented minorities through continuous

monitoring.

• Develop curricular components and professional development opportunities to support

an inclusive worldview for individual healthcare practitioners, thereby influencing the

health of the public.

Therefore, Albany Medical College is committed to the belief that educational opportunities

should be available to all qualified persons without regard to race, creed, color, age, sex, gender

identity, religion, marital status, disability, or national origin. The admission policies and

procedures reflect and support this belief.

The Undergraduate Medical Education Program is approved by the New York State Education

Department for the training of veterans and other eligible persons.

Each year the medical college seeks to enroll approximately 145 diverse and multi-talented

students in our freshman class, ready to begin an educational program leading to the degree of

Doctor of Medicine. Ultimately, the final selection of students is the responsibility of the

Admissions Committee. The Committee employs a holistic approach in their review process and

strives to ensure that every qualified applicant receives fair and careful consideration.

Further, admission is not restricted solely to New York State residents. Instead, the admissions

process attempts to attract the best qualified applicants reflecting a wide geographic diversity of

United States citizens.

The academic record of an applicant provides the basis for predicting potential success in

medical school. Academic performance can be evaluated regarding specific schools attended,

selection of courses and course load. In addition, standardized tests provide a common measure

by which to compare applicants.

GENERAL PRINCIPLES AND POLICIES

Of equal importance are the personal characteristics of an applicant, such as motivation,

maturity, compassion and fitness for a career in medicine. The personal essay, extracurricular

activities and community involvement all provide insight into an applicant's character and

personality. In addition, the Committee must rely, to a considerable extent, on the thoughtful

recommendations of premedical advisors and college professors. These individuals inform the

decisions of the Admissions Committee, sharing our obligation to society and to the medical

profession to select the most qualified and promising applicants.

The College utilizes the Multiple-Mini Interview (MMI) process to determine how an applicant

might fulfill the Medical College’s outcome objectives. Unfortunately, it is not possible or

practical to interview all applicants. Thus, invitations to participate in the MMI process are

extended at the discretion of the Admissions Office using criteria developed by the Admissions

Committee.

Under exceptional circumstances, deferments of admission may be granted. Requests are

considered on an individual case basis. Further information is available at the Admissions

Office.

B. Combined Degree and other Admission Processes

Albany Medical College reserves up to 45 places in its first-year class for students matriculating

via combined degree programs with Rensselaer Polytechnic Institute, Union College and Siena

College.

i. Rensselaer Polytechnic Institute:

Albany Medical College and Rensselaer Polytechnic Institute offer an accelerated Biomedical

Program that enables qualified individuals to complete requirements of both the BS and MD

degrees in seven calendar years. Three years of study are carried out at Rensselaer Polytechnic

Institute followed by a four-year course of study at Albany Medical College. Medical research is

a focus of this program and is carried out at the medical school during the third year at

Rensselaer and during the first and second years at Albany Medical College. The goal of this

program is to prepare physicians who will advance the practice of medicine through their clinical

skills combined with their understanding and ability to carry out health care research. Awarding

of the MD degree is contingent upon successful completion of both the undergraduate and

medical school curriculum requirements.

Admission to the Physician Scientist Program is limited to individuals who have not initiated

full-time undergraduate study and who display the motivation, maturity, and intellectual capacity

necessary to pursue an accelerated course of study.

GENERAL PRINCIPLES AND POLICIES

Applications are initially reviewed by Rensselaer Polytechnic Institute. Applications of

candidates who meet the program standards of Rensselaer Polytechnic Institute are forwarded to

Albany Medical College for further review. Since it is impossible to interview all qualified

applicants, only applicants with uniformly superior academic credentials and test scores as well

as relevant experiences are invited to the required interview at the Medical College. The

interview provides applicants with the opportunity to learn more about this innovative program

and for the committee to assess their readiness to undertake such an enriched program.

Applicants must complete secondary school with superior scholastic credentials. Course work

must include: four (4) years of English; one (1) year each of biology, physics and chemistry;

four (4) years of mathematics through pre- calculus or equivalent. The Scholastic Aptitude

Tests: SAT I and SAT II in mathematics (level I, level IC, level II or level IIC), writing; and

science (physics, chemistry, biology, or biology E/M) are required. In lieu of the Scholastic

Aptitude Tests, the American College Test (ACT) scores may be submitted. All tests must be

completed by the November test date prior to the proposed application review. Applications

must be filed and completed by November 1. Admission to the program is limited to citizens of

the United States.

ii. Union College:

Union College and Albany Medical College Leadership in Medicine Program offer a joint

program enabling qualified students to earn the BS, MS or MBA and MD degrees in eight years.

Awarding of the MD degree is contingent upon successful completion of all requirements at both

Union College and Albany Medical College.

The curriculum stresses thorough undergraduate preparation in the sciences, humanities, and

health care management. The requirements of an inter-departmental major "a non-science

discipline" as well as ten (10) courses in health care management provide the opportunity to

acquire a breadth of knowledge and understanding not typically found in premedical programs.

The goal of this program is to prepare physicians who will be leaders capable of addressing the

managerial, moral, multicultural and international challenges facing American medicine in the

twenty-first century.

Admission to the Leadership in Medicine Program is limited to individuals who have not

initiated full-time undergraduate study and who display the motivation, maturity, and intellectual

capacity necessary to pursue an accelerated course of study.

Applications are initially reviewed by Union College. Applications of candidates who meet the

program standards of Union College are forwarded to Albany Medical College for further

review. Invitations to interview will be extended to select applicants with uniformly superior

academic credentials and test scores, as well as relevant backgrounds. The interview will provide

GENERAL PRINCIPLES AND POLICIES

an opportunity to assess the applicant's motivation for medicine, level of maturity, and personal

development.

Candidates must complete secondary school with superior scholastic credentials. Course work

must include four (4) years of English, three (3) years of mathematics through trigonometry and

one (1) year each of biology and chemistry. The Scholastic Aptitude Tests: SAT I and SAT II in

mathematics (level I, level IC, level II, or level IIC); writing and science (physics, chemistry,

biology, or biology E/M) are required. In lieu of the Scholastic Aptitude Tests, the American

College Test (ACT) scores may be submitted. All tests must be completed by the December test

date prior to the proposed application review. An application for admission must be filed and

completed prior to December 1. Admission to the program is limited to citizens of the United

States.

iii. Siena College:

A program with Science, Humanities and Medicine Program and Siena College, the first of its

kind in the country, places emphasis on humanities, ethics, and social service. Students accepted

into this program will earn a BA degree from Siena after four years of study and an MD degree

from the Albany Medical College upon completion of the medical curriculum. Successful

completion of all undergraduate degree requirements is necessary before matriculation into

medical school.

In addition to the traditional science courses that provide a firm foundation for the basic medical

sciences, students in this program will take more humanities courses at Siena than in traditional

premedical programs. Included in the curriculum are courses in philosophy, ethics, decision

making, social work, medical sociology, and metaphysics. Through this coursework, interactions

with faculty and personal experiences, students will learn that every medical issue has an ethical

dimension which requires a broadly educated physician.

Unique aspects of this program include two summers spent in volunteer service. Grants are

available for travel and living expenses. During the summer between the junior and senior year

at Siena, students are engaged in nonmedical work with the disadvantaged in settings such as

urban ghettos or developing nations. During the summer following the second year of medical

school, medically oriented volunteer experiences may be sought in rural or in inner city clinics.

Competitive applicants are well-rounded women and men who have compiled strong academic

records. Of equal importance is the student's demonstrated concern for others and for the

community as exhibited in volunteer activities. Personal characteristics of the successful

applicant include maturity, motivation, organizational talent and leadership skills.

High school seniors interested in this program must initially file an application with Siena

College. An application for admission must be filed and completed by November 15. Those

GENERAL PRINCIPLES AND POLICIES

candidates who are selected for interview will receive an application from Albany Medical

College. Admission to the program is limited to citizens of the United States. Offers of

acceptance are jointly offered by both schools. Satisfactory academic performance at Siena and

a continued commitment to the goals of the program will ensure a smooth progression from the

undergraduate school to the medical school.

iv. University at Albany:

The early assurance program with the University at Albany aims to recruit, retain, and

matriculate qualified UAlbany undergraduates from demographic sectors that have been

traditionally underrepresented in the medical profession. This includes Black, African

American, Afro-Caribbean, Hispanic, Latinx, Native American, Alaska Native, and Asian

Pacific Islanders as well as first-generation college attenders. Students eligible to apply have

successfully completed 3 semesters (36 credits) of academic work at UAlbany, with at least

twelve (12) credits in core pre-med science and math courses with a 3.5 cumulative and science

GPA and grades of B or better in all math and science courses. Successful applicants will have

participated in community and public service. The MCAT is waived. Students are offered

admission to Albany Medical College contingent on continued academic performance and

graduation from UAlbany.

v. MD/PhD Program

A combined program of study which leads to both an MD and PhD degree is available to

students who wish to pursue a career in research and academic medicine. Students can apply to

the PhD program after they have completed their second year of medical school. Once accepted,

they enter the PhD program full-time. Approved transfer of credits earned in the MD program

helps students complete two or three years of graduate study and thesis preparation. They then

return to the MD program to complete their final two years of clinical clerkships. Stipends are

available to cover tuition and defray expenses during the years when a student is enrolled as a

PhD candidate. Tuition is covered by a grant for the final two clinical years after the student

completes the PhD.

vi. MD-MPH

The MD-MPH is available for medical students at AMC in conjunction with the University at

Albany. Students can apply after they have been admitted to the medical school, usually during

their first or second year. The program prepares the students to become physicians who have the

skills to address both clinical and public health problems. Both degrees can be completed in five

years with a program of studies that is individualized.

C. Disability Accommodations and Minimum Technical Standards for

Admission and Matriculation

GENERAL PRINCIPLES AND POLICIES

The Rehabilitation Act of 1973 (29 USC, Section 794) prohibits a recipient of federal financial

assistant from denying benefits to an “otherwise qualified” person with disabilities solely

because of the disability. Albany Medical College is a recipient of federal financial assistance

and is committed to providing reasonable accommodations. No qualified person with a disability

shall be denied admission or benefits or be subjected to discrimination solely by reason of his or

her disability. Pursuant to federal regulations for postsecondary educational institutions, a

student with disability can be required to meet the institution’s “academic and technical

standards.” The Admissions Committee and Promotions Committee will not discriminate

against qualified persons with disabilities but will expect applicants and students to meet

academic and technical standards.

Albany Medical College is committed to the academic, social and cultural integration of

individuals with disabilities. Students with physical, learning or other disabilities as defined by

law will receive reasonable accommodation to help them attain the necessary level of

achievement. Auxiliary aids such as sign-language interpreters or readers may be available on a

case-by-case basis. Other accommodations such as course materials in alternative format or

extended time on examinations may be available. Individuals requesting any such

accommodation may be required to present and/or cooperate in the collection of medical and

other documentation reasonably deemed by the College to be necessary for that purpose.

The holder of an MD degree must have the knowledge and skills to function in a broad variety

of clinical situations and to render a wide spectrum of patient care. In order to carry out the

activities described below, candidates for the MD degree must be able to consistently, quickly,

and accurately integrate all information received and they must have the ability to learn,

integrate, analyze, and synthesize data.

A candidate for the MD degree must have certain specified abilities including observation,

communication, motor, conceptual-integrative, quantitative, behavioral, and social skills.

Technological compensation can be made in some of these areas, but a candidate must be able to

perform in a reasonably independent manner.

Observation

Candidates and students must have sufficient vision to be able to observe demonstrations,

experiments, and laboratory exercises in the basic sciences. They must be able to observe a

patient accurately at a distance and close at hand.

Communication

Candidates and students should be able to speak, to hear and to observe patients in order to elicit

information, examine patients, describe changes in mood, activity and posture, and perceive

nonverbal communications. They must be able to communicate effectively and sensitively with

patients. Communication includes not only speech but also reading and writing. They must also

GENERAL PRINCIPLES AND POLICIES

be able to communicate effectively and efficiently in oral and written form with all members of

the health care team.

Motor

Candidates and students should have sufficient motor function to execute movements reasonably

required to provide general care and emergency treatment to patients. Examples of emergency

treatment reasonably required of physicians are cardiopulmonary resuscitation, administration of

intravenous medication, the application of pressure to step bleeding, the opening of obstructed

airways, the suturing of wounds, and the performance of obstetrical maneuvers.

Conceptual, Integrative, and Quantitative

These abilities include measurement, calculation, reasoning, analysis, and synthesis. Problem

solving, the critical skill demanded of physicians, requires all of these intellectual abilities. In

addition, candidates and students should be able to comprehend three-dimensional relationships

and to understand the spatial relationships of structures.

Behavioral and Social

Candidates and students must possess the emotional health required for full utilization of their

intellectual abilities, exercise good judgement, the prompt completion of all the responsibilities

attendant to the diagnosis and care of patients, and the development of mature, sensitive, and

effective relationships with patients. Candidates and students must be able to tolerate physically

taxing workloads and to adapt to changing environments, to display flexibility, and to learn to

function in the face of uncertainties inherent in the clinical problems of many patients.

Compassion, integrity, concern for others, interpersonal skills, interest, and motivation are all

personal qualities that are assessed during the admissions and educational processes.

D. Undergraduate Medical Education Program Requirements Overview

The Undergraduate Medical Education Curriculum consists of 160 weeks of study not including

vacations or holidays. All offerings have allotted credit hours by the Registrar based on data

generated by the curriculum database with input from the Assistant Dean for Years 1&2, the

Assistant Dean for Years 3&4, and the Vice Dean for Academic Administration. The content of

the undergraduate curriculum at Albany Medical College is integrated over four years. The

Basic Sciences have been organized into conceptual or organ system modules, called Themes.

Year 1 Themes cover an understanding of “normal” within a clinical context. In Year 2, the

Themes focus on an understanding of “abnormal”. The clinical clerkships during Year 3 include

the disciplines of Family Medicine, Internal Medicine, Neurology, Obstetrics & Gynecology,

Pediatrics, Psychiatry, and Surgery. Year 4 is designed to prepare students for residency and

practice through required rotations, including acting internships, critical care medicine,

emergency medicine and learning to teach and a capstone project, plus a selection of clinical and

GENERAL PRINCIPLES AND POLICIES

non-clinical electives. During Years 3 and 4, students revisit basic science in the context of their

own clinical experiences. The curriculum features longitudinal educational experiences spanning

all years in ethics, law, humanism, nutrition, evidence-based medicine, clinical skills and

information searching and service learning.

Students may finish in more than four (4) years if they take one or more leaves of absence for

personal or health issues, participate in extended curriculum to do research or complete

fellowship, or another degree of higher education. They may decelerate in the clinical years,

taking one year of study over two years. Deceleration may be based on personal, health or

academic circumstances.

Students may also be required to repeat an entire year of study for academic reasons. Students

are considered matriculants at Albany Medical College except when they are on leave of absence

or extended curriculum. The Undergraduate Curriculum does not allow for part-time enrollment.

To remain on full-time student status, decelerated students must have a curricular plan requiring

at least two (2) credit hours and demonstration that they will fulfill the balance of requirements

divided over two years.

Students are considered in good academic standing if they have not been placed on academic

probation, e.g., for unprofessional behavior, will not be considered in good academic standing.

The medical college is supportive of students who wish to expand the scope of their

undergraduate medical education by pursuing complementary areas of academic interest.

Typically, students who delay their medical school graduation do so to pursue graduate degrees

in public health, health care or business administration, biomedical ethics, or to engage in a

significant research endeavor. Students who are in good standing may apply for an “extended

curriculum” opportunity after completing the first, second or third year of medical school.

Typically, their goals will be accomplished in a one-year period, but more time for completion

may be approved. Requests to enroll in another academic program, thus extending the medical

school graduation date, must be detailed in writing, and submitted to the administration for

approval. Requests to pursue research must include a detailed plan that covers purpose and

methods as well as the lab and mentor overseeing the work.

E. Satisfactory Academic Progress

A student must be making satisfactory academic progress (SAP) to be eligible for Title IV

funds, per federal student aid requirements. A student must fulfill both of the following criteria

to be making SAP:

1. Time to Degree: MD students must complete their degree requirements within six

years. Any time spent on a leave of absence will be included in the total time to

GENERAL PRINCIPLES AND POLICIES

graduation. Maximum time to graduation will be individualized for students enrolled in

the MD-PhD program and for students who pursue other additional degrees while

enrolled at AMC. This determination will be made by the Vice Dean for Academic

Administration.

2. Academic Status: students who are dismissed or withdrawn from the MD program will

not be making SAP. Students on Academic Concern, Warning, or Probation are still

making SAP. Students on an approved leave of absence or a decelerated curriculum are

making SAP unless they will not be able to complete their degree within the time to

degree requirements above.

All students are subject to the above requirements, regardless of their aid status. Any student

who is not making SAP will be administratively withdrawn. A student who will not be able to

complete their remaining degree requirements within the maximum timeframe will be

administratively withdrawn. Appeals may be brought to the Deans Committee and may be

granted for rare and exceptional circumstances only.

F. Undergraduate Medical Education Curriculum

In the first two years of study, students must complete all the components of the curriculum in

order to progress. The requirements are made known at the beginning of each academic year.

Students must complete Year 1 and Year 2 organ-system Themes and the requirements of each

of the longitudinal themes: Health, Care and Society; Evidenced Based Health Care; Nutrition;

Clinical Skills; and LaGrange Medical Informatics. In the summer of the first year, students

from combined degree programs may be required to complete specific program components.

Students must take USMLE Step 1 prior to the first day of the Clinical Bridge Block. Students

MUST take the Clinical Bridge Block (CBB) in order to qualify for the third year. The CBB

allows students to improve their clinical skills and introduces procedures and protocols

necessary in the 3

Year required clerkship rotations.

The 3

year consists of required clerkships in Family Medicine, Internal Medicine, Neurology,

Obstetrics & Gynecology, Pediatrics, Psychiatry, Surgery and Scholarly Endeavors, additional

educational requirements, such as longitudinal themes, determined by the Year 3-4 committee and

approved by UME Council.

The 4

Year consists of ten periods of four weeks each. There are twelve (12) weeks of required

rotations, ten (10) weeks of electives, and eight (8) weeks of vacation/ flex time. Students can

take up to twelve (12) weeks of one specialty area for academic credit within the sixteen weeks

GENERAL PRINCIPLES AND POLICIES

of electives. Students taking more than twelve weeks in one specialized area of study must use

vacation. Such activities will show on their official transcript, but no academic credits will be

assigned for them.

Required 4

Year clerkships are at least two that the student may select from three options:

Critical Care, Emergency Medicine and an Acting Internship in the student’s choice of Family

Practice, Medicine, Pediatrics, Surgery or Ob/Gyn. Teaching to Learn/Learning to Teach is

required.

To do away rotations during the fourth year, a student must be in good academic standing. If a

student has been placed on academic concern, warning or probation, they are not in good

academic standing. Students on non-academic probation are also not eligible for away rotations.

Away clerkships and electives are not permitted during the final period. Students cannot take

two courses / clerkships at the same time.

All students must complete forty (40) hours of approved Service Learning activities over the

four years of medical school. The Office of Community Outreach and Medical Education is

responsible for designing and approving qualified experiences and monitoring student progress.

G. Personal Identity, Personal Safety and Public Safety Requirements

The Registrar will verify all college transcripts and match pictures at time of application with

those taken at matriculation. All background checks and other Association of American Medical

Colleges (AAMC) data on file will be evaluated. Any students with discrepancies will be

required to demonstrate consistency to remain at the College.

To comply with New York State law, Occupational and Safety Administration requirement and

policies of Albany Medical College, all students must provide proof of immunity to certain

diseases, have an annual physical or health assessment and all students interacting with patients

must be respirator fit-tested. Only students who comply with these requirements will be allowed

to attend class and participate in simulation or on a clinical rotation. All students must pass the

Albany Medical Center Health and Safety Module and the HIPAA Module required of all

employees yearly. Failure to do so will result in being removed from clinical rotations or

prevented from attending class. In compliance with New York State Education Policy 129 A,

students must not participate in any reckless activities, which may include but not be restricted

to any activities that would endanger the physical or mental health of others. Any student

accused of such activity will be investigated and disciplined. No student may be involved in

activities that force students to drink alcohol or take drugs. If these activities are proven the

students involved will be dismissed.

CLASSROOM RULES AND REGULATIONS

Students found to be abusing alcohol or drugs will be required to have an Administrative

Psychiatric evaluation and be required to be evaluated and followed by the Committee on

Physician Health of the New York State Medical Society (CPH). Lack of compliance will result

in dismissal.

H. Social Media Warning for Learners

Social Media is not an appropriate vehicle for clinical pictures or discussions relating to medical

school patients, faculty, staff, or other students. Any violations will result in an Honor Code

and/or a Disciplinary Hearing.

I. Appropriate Dress while a Student at Albany Medical College

The medical school does not have a uniform dress code. However, it is expected that in the first

two years students wear their white coats for any standardized patient exercises that replicate

true clinical encounters. When patients are present in the classroom during the first two years, it

is not necessary to wear a white coat, but students are expected to dress professionally (business

casual.). When students go to the clinics or the hospital to see patients, they must comply with

the Albany Medical Center professional dress standards.

II. CLASSROOM RULES AND REGULATIONS

A. Scheduling in Years 1 & 2

1. All lectures and other educational exercises must begin exactly on time whether the

entire class is present or not. As a matter of courtesy to faculty and to fellow

students, it is expected that students arrive for educational sessions at the appointed

time and not leave the session before the appointed time.

2. If an instructor is more than ten (10) minutes late for an educational session, the

students may assume the session is canceled unless prior notice has been given that

indicates that the instructor will be late.

3. Lectures must end ten (10) minutes before the next educational exercise, free period

or lunch period.

4. Any conferences, demonstrations, seminars, etc. that last more than one hour should

allow a ten (10) minute break for each fifty (50) minutes of teaching.

EDUCATIONAL OFFERING DESCRIPTION REQUIREMENTS

5. There cannot be more than twenty-eight (28) scheduled educational hours in a given

week per student. One hour for lunch must be officially scheduled every day. Every

student’s schedule must contain at least one unscheduled one-half day per week. Any

deviations must be approved by the Office of Medical Education and communicated

to the students prior to the experience.

6. Review sessions that are not formally part of a course schedule need to be scheduled

with the concurrence of students and faculty. Student workloads and theme schedules

must be considered. A representative of the Office of Medical Education or their

designee must approve the review session schedule.

B. Learning Format in Years 1 & 2

1. It is recommended that a system of Category I and Category II teaching be adopted

for all preclinical themes. Category I teaching is straight lecture teaching of new

material to the entire class. Category II teaching is any other format using non-

lecture approaches, e.g., small group sessions, conferences, labs, clinics, or audio-

visual or computer self-instruction exercises.

2. No theme shall have more than 50% of its student contact hours exclusive of

examinations devoted to Category I teaching.

3. The mix of Category I and Category II teaching on a given day should reflect an

attempt to limit lectures to no more than four (4) 50-minute Category I lectures.

4. Theme Leaders may require attendance at all small group sessions. Attendance at full

class lectures will not routinely be required, however, a Theme Leader can request

required attendance for patient or community panels. To require attendance, the

Theme Leader must meet with the Assistant Dean for Years 1&2 and the Vice Dean

for Academic Administration to gain approval. When attendance is required in any

curricular offering, students must sign in.

C. Syllabus Material, Lecture Support Resources

Students will view the Syllabus and all lecture materials on their computers. Students will be

able to take notes on the supplied course materials (Power point slides, etc.) using a OneNote or

PDF annotator supplied by AMC.

III. EDUCATIONAL OFFERING DESCRIPTION REQUIREMENTS

EDUCATIONAL OFFERING DESCRIPTION REQUIREMENTS

On or before the starting day of each theme or clerkship, all students will be provided with the

following information electronically:

1. *Statement of goals and objectives of the theme or clerkship rotation

2. *Outline of format (i.e., starting and ending times, when and where taught, hours and

days taught as well as subject materials for lectures, conferences, labs, clinical rounds and

other types of teaching).

3. For clerkships, the number and type of patient to be followed will be clearly outlined as

will the student’s responsibility in patient care (observation, patient assessment, etc.)

4. List of audio-visual and self-teaching material (if any).

5. Required and recommended texts

6. Examination schedule that includes when and where an exam is given (two lecture halls

are suggested for exams in preclinical courses). The exam schedule should specify the

material that will be tested.

7. Type of exams that will be administered, i.e., objective questions, lab practical exams,

objective structured clinical examination (OSCE), grading on ward, etc.

8. Estimate of relative portion of the grade derived from each kind of teaching exercise or

experience, i.e., basic explanation of how final grades are determined.

9. *Criteria for grade calculations, including grading rubrics, if available.

10. Professionalism attitudes and behaviors can be determinants of all final grades in the

preclinical and clinical years. Professionalism issues can be the cause of a failing grade

11. Mechanism for student request for review of a grade for all course offerings.

*Goals and objectives, course format and grade determination should be presented and discussed

at the beginning of every theme or clerkship.

Lecture material will be supplied to students electronically as part of their electronic syllabus.

Faculty will provide the office of medical education with electronic versions of their

presentation and supplementary materials in a timely manner allowing students to have the

material no later than the day before any lecture. Visiting Professors should also supply such

material before lectures, if possible, or provide their material at the time of the presentation.

GRADING AND EXAMINATION GUIDELINES

IV. GRADING AND EXAMINATION GUIDELINES

A. Grading

Final grades permitted are: EH (Excellent with Honors), E (Excellent), G (Good), M

(Marginal), and U (Unsatisfactory). Several academic offerings will be graded P (Pass) or F

(Fail). The grade of I (Incomplete) may be assigned if a student has not completed all

requirements at the time of course or clerkship end date. The Office of Student Records will be

notified of the I grade (Incomplete). Within two (2) weeks of receipt of an I grade; the student

must have a plan approved by the course or clerkship director and the appropriate Assistant

Dean that will allow completion of requirements. Failure to develop an approved plan within

two (2) weeks, or failure to complete the requirements based on such a plan, will result in the

assignment of a grade of Unsatisfactory (U). No student can carry more than one Incomplete in

Year 1 or four weeks of Incomplete in Year 2. Circumstances requiring more Incomplete

coursework will necessitate the student taking a Leave of Absence, returning for the next

academic year. Depending on the situation, the Promotions Committee will either have the

student repeat the full year or begin the year at the point the student took the Leave of Absence.

B. Examination Scheduling

1. All examinations/quizzes and other evaluation exercises in the preclinical years that are

worth 5% or more of the final grade must appear on the official curriculum block

schedule. Any evaluation session must be planned as part of the theme planning protocol

with the oversight of the Office of Medical Education. Any evaluation session in Health,

Care and Society or Evidence Based Health Care must be authorized by the Office of

Medical Education after consultation with the Theme Leader of the theme that is being

presented at the time of the exam.

2. Any major examination in Years 1 & 2 (e.g., midterm or final) must be noted on the

official curriculum block schedule and preceded by either a study day or a weekend.

Major examinations in Years 3 & 4 must be noted in the clerkship’s orientation and

syllabus. Exams in Years 3 & 4 need not be preceded by a study day, but no student

should be on call the night before a scheduled exam.

3. No examinations or quizzes should be scheduled on the day of, or the day following

Diwali, Yom Kippur, Rosh Hashanah, Good Friday, Easter Sunday, Eid al-Fitr, Eid al-

Adha or the first two days of Passover. Other religious holiday considerations will be

made by the joint consideration of the Vice Dean and the Associate Deans (see Section

XI).

GRADING AND EXAMINATION GUIDELINES

4. Examinations as they appear on the official theme or clerkship schedule cannot be

changed by class vote.

5. No student (Year 1-4) shall be excused from taking a required evaluation session unless

permission has been obtained from the Theme Leader or Clerkship Director and the

Assistant Dean for Year 1-2 or Year 3&4.

a. Compelling reasons, such as illness or death in the family, can necessitate a

change in the examination time on the day of an exam.

b. Permission to take an examination on other than the scheduled time must be

sought before the day of the exam for any reason other than a compelling reason.

c. In cases where there is ample time to reschedule an exam due to an acceptable

long- term commitment (e.g., wedding, etc.), students should take the exam

before, rather than after, the official administration date, when possible.

d. All rescheduled exams must not conflict with other theme or clerkship

responsibilities. All rescheduled exams must be scheduled as close to the original

exam date as possible. In the first two years, the exam should be given before or

after scheduled classroom activities of the following theme.

e. Exams that are delayed must be taken as soon as possible without affecting other

academic efforts. Extenuating circumstances may require the postponement of an

exam thereby leading to a grade of Incomplete until the test is completed and

graded. Incomplete grades must be made up within two (2) weeks unless special

consideration has been granted by the Vice Dean for Academic Administration

after conferring with the Assistant Deans.

C. Examination / Evaluation Protocol

1. Examinations will be initiated by the Office of Medical Education.

2. Examinations delivered by computer will have a defined beginning and an end. (The

length of an exam will be specified. Students will only have that amount of time to take

the exam no matter when they start within the time the exam is “opened”). Students will

be assigned a specific time and place to take every examination. An examination can be

completed only during the assigned time.

GRADING OF REQUIRED CLINCAL ROTATIONS

3. During an examination, students may ask questions that clarify typographical errors.

There will be no discussion of the spirit or meaning of test question options.

4. Breaks should be taken only to go the restroom and to attend to other medical needs. No

communication between students is allowed during the exam.

5. NBME customized subject exams will be administered according to the NBME protocol.

D. Examination Results for Themes/Required Clerkships

1. Grades on interim exams should be distributed as soon as possible after the examination

and no longer than three (3) school days after the examination is given.

2. Final course grades must be delivered as soon as possible to the Office of Student Records

from which they will be distributed, and no more than ten (10) days after the end of a

preclinical theme and four (4) weeks after the end of a rotation or elective.

3. The distribution of grades will be reviewed yearly by the UME Council. (See section IV

for clerkship grade distribution)

4. Posting of examinations and answers:

a. For preclinical courses, after all students have taken the examination, a copy of the

examination with correct answers may be made available by Theme Leader or the

Assistant Dean for Years 1&2. The exam should be reviewed on a secure browser.

b. When an NBME customized exam or Shelf exam is administered there will be no

review of the test.

5. Preclinical Grade Review: Students can appeal or contest a Theme grade. The student

should speak with the Theme Leader and the Assistant Dean for Years 1&2. If the student

is dissatisfied, the student can request a meeting of the Dean’s Committee (Vice Dean for

Academic Administration, Associate Dean for Curriculum, the Associate Dean for

Community Outreach and Medical Education, the Associate Dean for Graduate Medical

Education and the Associate Dean for Graduate Studies). The Vice Dean will schedule

the meeting and invite the Theme Leader and the Assistant Dean for Years 1&2. After the

meeting the Deans will determine if any change in grade is appropriate.

V. GRADING OF REQUIRED CLINCAL ROTATIONS

GRADING OF REQUIRED CLINCAL ROTATIONS

1. For required clinical rotations the Clerkship Director will submit to the Office of Student

Records both a letter grade (EH, E, G, M, U) and a numerical grade. The numerical grade

will not appear on the AMC Student Evaluation.

2. Grade distributions for required clerkships should fulfill the following criteria: the fraction

of grades above the “Good” (G) level should be between one-sixth (1/6) and one-third

(1/3) of the class. No more 10% of the class should receive grades of “Excellent with

Honors” (EH). The distribution will be reviewed yearly by the UME Council.

3. All students must receive mid-clerkship feedback that specifies their strengths,

weaknesses, and then receive coaching. Students identified as being in academic difficulty

or having a serious problem in any area represented on the Professional Profile by the

mid-point of a required rotation or elective should develop a formal corrective plan with

the clerkship director.

4. For each required clinical rotation, there will be a written rotation description which will

include information pertaining to goals and objectives of that rotation, the number and

type of patients to be seen and followed, how learning will be assessed and how the

rotation grade will be determined, as well as the procedure for requesting of review of a

grade (see section II).

5. In the fourth year, all required clerkships and course offerings must be taken under the

direct supervision of the full-time faculty of the medical college. Learning to Teach must

be taken at Albany Medical College. Students receiving grades of “U” or “I” for third year

rotations must correct these deficiencies before the start of the fourth year unless they

request a waiver in writing to the Vice Dean for Academic Administration.

6. Fourth year off-campus (‘away’) electives should be planned with the assistance of the

student’s faculty advisor and/or Advising Dean. A student must be in good academic

standing in order to gain approval for off-campus electives. The appropriate forms are

available in the Office of Student Records. All off-campus electives must be approved by

the student’s Advising Dean at least four (4) weeks prior to the date on which the elective

is to begin. The student must obtain the application form from the program or VSAS.

Affiliation agreements should be signed. All necessary fees, documents, and approvals

from the off-campus program need to be obtained prior to final approval by Albany

Medical College. No more than twelve (12) weeks of elective credit may be in the same

specialty.

7. Students taking required 3

Year or 4

Year clerkships at approved distant sites must be

offered alternative assignments for longitudinal themes that can be completed during the

period of that clerkship. The alternative assignments (e.g., web-based active participation,

GRADING OF REQUIRED CLINCAL ROTATIONS

web-based assignments, reading, paper, etc.) must be developed by the longitudinal

Theme Leaders, must have the same educational objectives as the assignment at AMC,

and must be made clear in the Clerkship syllabus. These assignments should be completed

and reviewed by the longitudinal theme leader so that students are given feedback on their

work before the end of the period.

8. Students who receive grades of “U” or “I” for 4

Year elective courses must correct these

deficiencies in accordance with the recommendation of the administrative instructor and

the Promotions Committee. Remedial action may include repetition of all or part of the

course work, possibly requiring withdrawal from another elective.

9. For all rotations or courses during Years 3 & 4 students cannot miss more time than can

be made up during the rotation or course. The Clinical Clerkship Directors or Elective

Preceptors will contact the Assistant Dean for Years 3 & 4 regarding time a student

missed from the experience that is in excess of that which could be made up during the

experience. In instances when a student misses more time than can be made up during the

educational experience a remediation plan will be developed. All absences are subject to

approval of the Clerkship Director or Course Director and must be made up.

10. All Clerkships must have a written policy that demonstrates how students can make up

educational experiences. The Clerkship Director must have a policy that clearly describes

how to make up missed educational experiences. It must state how the time will be made

up, for example, by taking extra night call duty or weekend duty. Time off during clinical

rotations, whether required or elective, must be approved by the Clerkship Director or

Elective Course Director. At the end of the rotation or elective, if any requirement(s) have

not been met, a grade of Incomplete (I) should be submitted and the Assistant Dean for

Years 3&4 should be notified.

11. The approved AMC Student Evaluation Form and Comments sections will be completed

for all required rotations and electives. The completed evaluations will be submitted

within four (4) weeks after the completion of the clerkship experience. The registrar will

notify the Department Chair and the Dean if grades are not submitted within four (4)

weeks.

12. Professionalism attitudes and behaviors can be a determinant of all final clerkship grades.

13. The “Comments” section of the AMC Student Evaluation Form will be divided into two

parts, these being the “Summary” and “Advisement” sections. The Summary comments

should be the overall assessment of the student including strengths and any persistent

weaknesses. The summary comments will be quoted in the MSPE. The Advisement

comments are meant for the use of the student and advisor in planning future growth,

GRADING OF REQUIRED CLINCAL ROTATIONS

study and education goals. Such comments, especially when recurrent, may be used in the

MSPE.

14. Each department is required to develop appropriate criteria for assessing students to

ensure the evaluation truly reflects the outcome objectives of the rotation.

15. Students may appeal a Clerkship grade. The appeal must be made in writing directly to

the Clerkship Director. The Clerkship Director may: recalculate the numerical grade,

review the final examination or clinical examination grade, or clarify comments or input

from preceptors or residents on the clinical rotation. The Clerkship Director does not have

to show the student all their evaluation sheets but must summarize the contents. Students

should not meet with Clerkship Preceptors or residents to question evaluations without the

approval of the Clerkship Director. All disputes regarding grades should be mediated /

coordinated by the Clerkship Director. If a student is dissatisfied with the results of the

discussions with the Clerkship Director, then he/she may request that the department chair

review the issue. This request must be in writing. If a student still is dissatisfied, the

student must detail their dissatisfaction in a letter to the Dean’s Committee composed of

Vice Dean for Academic Administration, Associate Dean for Curriculum, the Associate

Dean for Community Outreach and Medical Education, the Associate Dean for Graduate

Medical Education, and the Associate Dean for Graduate Studies within one month after

grades are distributed. The Vice Dean will arrange a forum that includes, the Clerkship

Director, the Chair of the department, the Assistant Dean for Years 3&4, and the other

members of the Deans Committee. The Committee will be chaired by the Vice Dean for

Academic Administration or his/her designee. All parties may present their positions and

discuss the issues. The meeting will result in a final grade determination. Furthermore, a

student who has exhausted all these procedures to appeal a clinical grade and is still

dissatisfied has the right to put a letter stating their dissatisfaction with the grade into their

official academic file.

16. Each department, through its Education Committee and working in conjunction with the

AMC Undergraduate Medical Education Council shall endeavor to identify those areas of

clinical performance and knowledge acquisition considered essential to the education of

every physician which are included in the curriculum of that rotation. Methods to assess

performance in such areas either by grade or by meeting of a minimum standard should be

devised. In like manner, the AMC Undergraduate Medical Education Council should

work to enumerate skills and areas of knowledge acquisition essential to the education of

a physician and assign to departments and rotations such specific areas of training deemed

appropriate to that medical specialty.

17. All students must pass an Albany Medical College Clinical Skills Exam to graduate. The

Clinical Skills Exam will be administered at the end of the third year. Students who do not

CLERKSHIP NIGHT DUTY SCHEDULING

perform to acceptable level will be required to remediate and demonstrate competency in

core clinical skills.

VI. CLERKSHIP NIGHT DUTY SCHEDULING

All clerkship call schedules must comply with ACGME work hours rules while reflecting NY

State 405 regulation. No more than eighty (80) hours a week should ever be scheduled. Students

should not be required to perform patient care or graded educational activities without proper

rest.

VII. 4TH YEAR NON-CLINCIAL ELECTIVES

AMC currently offers several credit-bearing, non-clinical elective experiences in the fourth year

of the curriculum. There is a cap of 4 credits of non-clinical electives.

1. Communication between the student and the Course Director should begin at least two

(2) weeks before the course start date, during which the student should be provided with

a general overview of the course, course goals & objectives, expected course activities,

and course expectations. Acceptable communication includes e-mail correspondence or a

conference call.

2. The Course Director should have a mechanism in place to check-in with the student

midway through the rotation so that there is an opportunity to comment and provide

feedback on the student’s progress toward the expected goals for the rotation. For

example, students could be asked to provide written weekly updates to the Course

Director, submit a first written draft of a written product for review, or meet virtually

online or in person to discuss their progress.

3. Students must complete the elective course requirements in the same timeframe for

which they are officially registered for the course. No credit will be awarded for work

submitted after the end of the Period for which the student is registered.

4. Students who submit written final products that are below expectations should be given a

formal grade of Incomplete and be provided comments back and allowed to re-write and

re-submit the work. If upon re-submission, the work is still below expectations, the

Course Director may, depending on the circumstances, either award a grade of Fail or

continue to work with the student on revision until the work meets expectations.

5. Visiting students will not be accepted for non-clinical electives

EVALUATION OF EDUCATIONAL OFFERINGS

VIII. EVALUATION OF EDUCATIONAL OFFERINGS

A. Student Evaluations Requirements

1. The Class Vice President will oversee the Student Evaluation process for his or her class.

The Class Vice President is responsible for designing and editing the evaluation tool with

the input of the Assistant and Associate Deans, for developing a student committee to

participate in the evaluation process, and for reviewing the results of the Student

Evaluations.

2. The Student Evaluation Committees will be chaired by the class Vice-President and is

responsible for designing and reviewing the student evaluations of the Theme and

Clerkships evaluations with input from the Assistant and Associate Deans and the Theme

Leaders and Clerkship Directors.

3. Evaluation of required themes/clerkships by every student is mandatory. An evaluation is

to be completed by every student shortly after the final examination. Final grades will be

withheld from those students who fail to complete the evaluation. The student’s grade is

released automatically upon completion of the evaluation.

4. The Student Evaluation Committee for each class will meet annually with each

Theme/Clerkship leader to present a report based on the data from the student evaluations.

A Curriculum Assessment Team representative will be present at each student evaluation

meeting. The Theme Leaders and Clerkship Directors are expected to reflect upon the

Student Evaluation as part of their annual Theme or Clerkship End-of- Year Report.

B. UME Council Assessment of Curriculum Requirements

1. The Curriculum Assessment Team (CAT) is a subcommittee of the UME and will review

every component of the curriculum on a triennial basis. The UME must approve the

schedule for assessments proposed by the CAT each year. These individual course

reviews will be based on Student Evaluations, Annual Course reviews, data from the GQ,

and scores on the USMLE and other data sources deemed relevant to a thorough review.

The Chair of the CAT will present the draft CAT report for each Theme, Clerkship,

Acting Internship or Course on the schedule for discussion, revision and approval by the

UME. These reports will highlight strengths and weaknesses of particular courses and will

include commendations and recommendations for changes. The Assistant Deans for Years

1&2 or Years 3&4 and their Workgroups will support and monitor progress on

CLASS RANK

recommendations made in the UME-approved CAT reports and will provide an update on

summary of progress made annually.

2. For Themes and Clerkships not on the CAT schedule for review during a particular

academic year, any problems identified by the Student Evaluation Committee, the Annual

Course Review, or by the Associate Dean for Medical Education will be brought to the

first to the 1

and 2

Year Workgroup (comprised of the Theme Leaders) or to the Third-

and Fourth-Year

Workgroup (comprised of the Clerkship Directors). These groups are

convened monthly by the Assistant Dean for 1

and 2

Year and by the Assistant Dean

for 3

and 4

Year, respectively. The working groups will review the issues raised and

make recommendations to the UME if action is needed that changes the curriculum in any

substantive way. The Assistant Deans, who sit on the CAT, are responsible for reporting

recommendations of the Workgroups to the CAT.

3. The CAT will perform an overall curriculum assessment on an annual basis. The purpose

of this is to ensure that the 4-year curriculum is meeting the overall program objectives

and that there are appropriate methods of assessment in place. This overall curriculum

assessment will be done by a careful review of the Curriculum Database and Patient Logs

to identify any objectives which are not being represented adequately in the curriculum

(missing), which are overly represented (too much redundancy), or which are under-

represented (in need of mindful redundancy). Student Evaluations, Annual Course

reviews, USMLE data, GQ data and other data sources deemed necessary for a thorough

review will help identify areas of inadequacy that need to be addressed.

4. Faculty, Theme Leaders and Clerkship Directors must cooperate with the requests of

CAT. Noncompliance will not be tolerated. Noncompliance will be reported to

Departmental Chairs and the Dean as a component of the annual faculty evaluation

process.

IX. CLASS RANK

The Combined Promotions Committee uses class rank to determine which students will receive

letters of commendation in Year 1 and Year 2 and to assign a tertile for the MSPE. The Vice

Dean for Academic Administration may notify students in lower 20% of the class about their

being required to pursue a USMLE preparation course and the timing of USMLE administration.

X. REMEDIATION

CHANGE IN STUDENT STATUS

When a student is required to perform remedial work for a Theme or a Clerkship, and has

successfully completed that work, the AMC transcript will reflect the original word grade (e.g.,

Unsatisfactory or Marginal) followed by a “P” for “Pass”; e.g., U/P or M/P.

XI. CHANGE IN STUDENT STATUS

Any change of status, such as Leave of Absence, Deceleration, or Withdrawal, (as defined

below) must first be approved by a student’s Advising Dean and/or the Vice Dean of Academic

Administration. All requests for a status change must be accompanied by an AMC Status

Change Request Form, which is provided by the student’s Advising Dean. Upon completion, the

student must submit the form to the Registrar’s office for final approval.

A. Leave of Absence

Students are expected to follow a continuous course of study at Albany Medical College.

However, a student may wish or need to interrupt his or her study temporarily. Students may

request, or be required, to take a Leave of Absence (LOA).

A student who wishes or needs to interrupt study temporarily because of personal circumstances,

such as physical or mental illness or injury, academic circumstances, or to engage in research or

other degree programs may request a personal LOA. In the case of illness or injury, a student

may be granted a medical LOA with the approval of their Advising Dean and/or the Vice Dean

of Academic Administration, on the written recommendation of a physician. A letter stating their

readiness to return to class will be required. Students requesting to engage in research or to

participate in a graduate degree program must provide documentation to their Advising Dean.

i. Leave of Absence Process

To request a LOA, the student must meet with their Advising Dean and/or the Vice Dean of

Academic Administration, explain the reasons for the proposed leave and propose the start and

end dates of the leave. If the they both find the student to be eligible and approve the request,

the student must complete the AMC Status Change Request Form with their Advising Dean.

Upon completion, the student must submit the form to the Registrar’s office for final approval.

A student who does not request a personal LOA but does not participate in the academic

program they were admitted to, or whose request for a personal leave is denied and does not

enroll in courses, will be considered to have withdrawn from the school effective as of their last

date of recorded academic activity.

Albany Medical College reserves the right to place a student on a LOA when, on the

recommendation of an Administrative Psychiatric Evaluation, the Advising Dean and/or the

CHANGE IN STUDENT STATUS

Vice Dean of Academic Administration determines that the student is a danger to themselves or

others because of a serious medical or psychiatric problem.

ii. Leave of Absence Policies

1. A student may be granted a LOA for a maximum of one year with possible extension for

one additional year. Any approved leave will be for a specified period and during this

period the student will not be considered to be enrolled.

2. A student on a LOA is not eligible for financial aid, including loans; and in most cases,

student loans are not deferred during periods of non-enrollment.

3. A student on a LOA in a given academic program may not fulfill any degree or curricular

requirements in the same academic program during the time on leave.

4. A student on a LOA is still eligible to use any AMC facilities normally available to

enrolled students, including the library.

5. A student on a LOA may continue to be enrolled in AMC Health Insurance by making

arrangements through the Office of Student Affairs. Coverage is not automatic. In order to

secure continuous coverage from AMC, enrollment in this plan must be requested prior to

the beginning of the term in which the student will be on leave or, if the leave commences

during the term, within thirty (30) days of the date when the leave is approved.

6. A student on a LOA must notify the Registrar in writing of his or her intention to return at

least thirty (30) days prior to the documented end date of the approved leave. In addition,

if the returning student wishes to be considered for financial aid, he or she must submit

appropriate financial aid applications to the school’s Financial Aid Office to determine

eligibility.

7. Prior to returning to AMC, all students must satisfy all stipulations for return outlined on

the AMC Status Change Request Form.

8. Any additional changes to a student’s LOA (e.g., extension, change of circumstances)

must be approved by the student’s Advising Dean and/or the Vice Dean of Academic

Administration. Once approved, a new AMC Status Change Request Form must be

submitted to the Registrar’s Office.

9. A student on a LOA who either does not notify the Registrar at least thirty (30) days prior

to the documented end date of the leave that they are returning from, or does not return at

the end of the approved leave, or does not request and receive an extension from their

TUITION REFUND POLICY

Advising Dean or the Vice Dean of Academic Administration, will be administratively

withdrawn from the Albany Medical College.

iii. Extended Curriculum Leave of Absence

A medical student in good standing, with permission from their Advising Dean and/or the Vice

Dean of Academic Administration, may choose to interrupt their program to pursue other

academic endeavors (MPH, research, etc.) and take an Extended Curriculum LOA.

The general policies governing all LOA’s are described above. Once approved, the student must

provide a completed AMC Status Change Request Form to the Registrar’s Office for final

approval. This paperwork will include the specific start and end dates of the academic program,

and the student is expected to get approval from their Advising Dean before any changes to this

plan can be made.

iv. Academic Leave of Absence

Any student that the Combined Promotions Committee has determined shall repeat any

academic year due to not satisfying curricular requirements will be granted an Academic LOA

until the start of the next academic year. The general policies governing all LOA’s are described

above. An AMC Status Change Request Form must be completed for an Academic LOA.

B. Withdrawal

If a student decides not to continue studies at Albany Medical College, it is the student’s

obligation to officially withdraw through the Registrar’s Office. To officially withdraw, the

student must do so in writing to the Registrar, either via email sent from the student’s AMC

email account, or via a signed letter. In addition, the student is required to also notify their

Advising Dean, the Vice Dean for Academic Administration, and their appropriate Assistant

Dean. The effective date of the withdrawal will either be the last date of academic activity (as

determined by the Advising Dean) or the date of the letter, whichever is later. In the event that

the student is not on campus or is physically unable to complete the form, the student must

request alternate arrangements from the Registrar’s Office.

XII. TUITION REFUND POLICY

A student may be eligible for a full or partial refund of tuition based on the number of days past

the term start date that they withdraw. The Table below details the refund policy.

Tuition Refund Policy for MD, PA, NA and Graduate Students

Effective Date of Withdrawal

Tuition Credited %

Tuition Liability %

Prior to term start

100

THANKSGIVING HOLIDAYS

Day 1-7

100

Day 8-14

Day 15-21

Day 22-28

Day 29-35

Day 36-42

Day 43-49

Day 50-56

Day 57-63

Day 64+

100

Please note, non-attendance of classes does not classify as an official withdrawal and does not

relieve the student of the financial obligation or entitle the student to a refund. Under certain

circumstances students who take a leave of absence may opt not to take the refund but rather

have the funds used toward the payment for the semester in which they return. If a student decides

not to officially return from leave of absence, the

money can be refunded.

XIII. THANKSGIVING HOLIDAYS

AMC Year 1, Year 2, Year 3, and Year 4 students have Thanksgiving Day, Friday, Saturday and

Sunday as vacation days.

XIV. MATCH DAY RESPONSIBILITIES

Graduating students do not need to report to their clerkship on Match Day. No examinations

should be administered on Match Day or the day after Match Day. Students do not have to return

to their clinical rotation after the noon Match Day Event. Students should not be expected to

take call either on the evening of Match Day or Saturday or Sunday following the match.

Students resume normal clerkship schedules on the Monday following the match.

XV. SCHEDULE CHANGES FOR RELIGIOUS REASONS

Students must put their requests for schedule changes in writing. They must submit the request

to the Assistant Dean for Year 1&2 or the Assistant Dean for Year 3&4, as appropriate. The

Assistant Dean will review the request and determine the most efficient way to accommodate the

student while fulfilling curricular requirements.

XVI. CPR - TRANSCRIPT

USMLE POLICIES

All AMC student transcripts will reflect completion of the basic cardiopulmonary resuscitation

(CPR) experience and an advanced cardiac life support requirement (ACLS).

XVII. USMLE POLICIES

All students must pass the USMLE Step 1 and USMLE Step 2CK to graduate and participate in

the Residency Match. Gaps in medical education due to USMLE delays and failures may be

problematic when it comes to a successful Match in the fourth year. Delays should only be

considered if the student is at risk of not passing the exam.

A. USMLE Step 1

All students must pass USMLE Step 1 in order to advance and progress to the 3

Year

curriculum. All rising 3

Year students must sit for the USMLE Step 1 exam prior to beginning

the Clinical Bridge Block. All students pursuing required projects for special admissions

programs and students pursuing for-credit electives during the summer between 2

and 3

Year

must sit for the USMLE Step 1 prior to participating in these endeavors.

Extenuating circumstances that prevent a student from taking USMLE Step 1 on time must be

reported in a written request for permission to delay the exam that is submitted to the Vice Dean

for Academic Administration. Students who delay taking USMLE Step 1 will thereby delay the

start of the 3

year. This would necessitate participation in the Clinical Bridge Block, then

taking additional time to prepare for the USMLE Step 1 examination. To exercise this option,

the student would need both to sit for the examination by October 1 and to receive a passing

score prior to joining a 3

year clerkship rotation. Please note, this necessitates a decelerated 3

and 4

Year schedule, resulting in a one-year delay to graduation. Students who do not have a

passing USMLE Step 1 score by October 1 will need to go on an academic leave of absence.

Students failing USMLE Step 1 on the first attempt must meet with their Advising Dean and

develop a written plan that must be signed by the student and the Advising Dean and approved

by the Vice Dean for Academic Administration. Students who receive a failing score on USMLE

Step 1 while they are on a clerkship will be withdrawn from the clerkship. For a student to

resume the clerkship track schedule, they must retake the exam by September 1 and earn a

passing score. Again, this option would result in a decelerated 3

and 4

Year schedule and a

one-year delay in graduation.

Students who fail to obtain a passing Step 1 score by October 1 will be required to change status

from deceleration to a leave of absence (LOA). These students MUST receive a passing score

on USMLE Step 1 no later than April 30

of the following calendar year. Students passing

USMLE Step 1 by April 30

must return to take the Clinical Bridge Block even if the student

USMLE POLICIES

has taken it before to refresh their clinical skills prior to starting clinical clerkships. Students

who do not pass USMLE Step 1 by April 30

will be referred to the Promotions Committee for

dismissal.

B. USMLE Step 2CK

All students must pass USMLE Step 2 CK to meet graduation requirements and must have a

passing score to be certified for the NRMP residency match. All students are encouraged to take

the USMLE Step 2 CK before the end of the second period of the fourth year, as further delay

will result in incomplete ERAS applications early in the interview season.

Students may take USMLE Step 2 CK only after completing the entire 3

Year. Any request for a

variance from this policy must be made in writing and approved by their Advising Dean and the

Vice Dean for Academic Administration.

Students going on a leave of absence to do research or to study for an advanced degree before

returning to do the 4

Year must take USMLE 2 CK prior to going on leave. Requests to alter

this sequence must be made in writing and approved by their Advising Dean and the Vice Dean

for Academic Administration. Students who delay taking USMLE Step 2 CK for any reason

must take the exam before the next academic year in which they would be a fourth-year student.

There must be a written plan developed with their Advising Dean laying out a timeline. Failure

to sit for the exam or failure to receive a passing score allowing them to join the next graduation

class may result in the student being administratively withdrawn.

Students who receive a failing USMLE Step 2 CK score will be withdrawn from the rotation to

which they are assigned and will be placed in a credit-bearing study period. The student must

meet with their Advising Dean and develop a written plan signed by the student and the

Advising Dean. The plan must be approved by the Deans’ Committee, composed of the Vice

Dean for Academic Administration, Associate Dean for Curriculum, the Associate Dean for

Community Outreach and Medical Education, the Associate Dean for Graduate Medical

Education, and the Associate Dean for Graduate Studies. Because a Step 2 CK score is

necessary for certification to participate in the NRMP Match, any student wishing to remain in

the Match should take the exam within four (4) weeks of receiving a failing score. Any

deviation from this protocol must be approved by the Deans’ Committee. Each Advising Dean

will monitor timing and curriculum requirements of each of their students to determine whether

the student will need to decelerate, thereby resulting in a one-year delay to graduation. Students

failing USMLE Step 2 CK must retake the exam and have received a passing score to be

certified to participate in the Match.

Students failing USMLE Step 2 CK on the second attempt must go on a leave of absence until

the exam is retaken and a passing score is posted. Once a passing score is posted, the student

CURRICULAR ADJUSTMENT FOR MATERNITY OR PATERNITY LEAVE

may return to school as a 4

Year student on a decelerated schedule, taking up to two years to

complete the fourth-year curriculum. Students must take and pass the exam in no more than

one year after the date of notification that they failed a second time. Students who fail after the

third attempt, or do not take the exam for the third time within a year will be referred to the

Promotions Committee for dismissal.

XVIII. CURRICULAR ADJUSTMENT FOR MATERNITY OR

PATERNITY LEAVE

Students may request an official leave of absence for maternity or paternity, utilizing the leave of

absence protocol found in the Rules for Promotions Committee document. This may be for a

whole year or part of a year. Students may negotiate curricular time adjustments with their

Advising Dean and the Assistant Dean for Year 1&2 or the Assistant Dean for Year 3&4, as

appropriate. It is possible to arrange to take any year over two years as one method of

accommodation. Each case will be considered individually.

XIX. HONOR CODE CONSIDERATIONS

A. Requirements

Students are expected to take the examination in the assigned room except to accommodate

learning disabilities or other specific circumstances approved by the Dean’s Committee

composed of the Vice Dean for Academic Administration, Associate Dean for Curriculum, the

Associate Dean for Community Outreach and Medical Education, the Associate Dean for

Graduate Medical Education, and the Associate Dean for Graduate Studies. It is expected that

the students have already committed to the principles of the Honor Code. Before each exam,

students may be reminded that the code is in effect.

1. Conditions for practical exams should be such that only one student views an exam

specimen at a time.

2. A member of the faculty or a designee of the Office of Medical Education is responsible

for supervising the collection of any written exams. NBME Shelf Exams are proctored in

accordance with the rules required by the NBME.

3. In all years (1-4), it is the faculty’s responsibility, with the aid of the Office of Medical

Education, to arrange for a specified examination location which offers students an

appropriate environment for taking exams in either a written or computer-based format.

ADMINISTRATIVE PSYCHIATRY REVIEW

4. Electronic exams will be delivered in multiple versions of the exams (with questions in

different order)

XX. ADMINISTRATIVE PSYCHIATRY REVIEW

An Administrative Psychiatric Review may be required to continue in the Undergraduate

Medical Education program for one of the following reasons:

1. Academic performance may be influenced by emotional, psychological or social issues

that may need to be addressed in order to ensure completion of the requirements for the

M.D. degree.

2. There may be occasions when a student’s professional demeanor or personal behaviors

and activities may raise serious questions about the individual’s ability to pursue a career

in medicine.

The psychiatric evaluation must be performed by a Board-Certified Psychiatrist. The individual

being reviewed must understand that the evaluation is not a confidential medical record but

rather a summative report that is utilized to determine a plan of action necessary to allow the

individual to successfully complete the course of study. The summative report becomes part of

the student’s confidential academic record. Failure to undergo an administrative review may

result in dismissal from the Medical School.

XXI. AMC STUDENT HEALTH AND PSYCHOLOGICAL SERVICES:

NON-INVOLVEMENT IN ACADEMIC ASSESSMENT OR PROMOTION

Medical students on clinical rotations should not be assigned to faculty whose primary practice

roles include the AMC Student Health Clinic and/or the AMC Student Psychological Services.

The clinical faculty in these service areas may not serve on the Promotions Committee or in

Advising Dean roles in the medical school.

As well, members of AMC Clinical Departments who provide patient care, clinical assessments,

treatments, and/or mental health care for medical students will not participate in the academic

evaluation of students for whom they are providing treatment or for whom they have provided

treatment in the past, including psychiatric or psychological evaluations.

In situations where an unexpected overlap of roles develops, the clinical faculty member must

recuse themselves from any and all evaluator roles with that student. Additionally, students may

request from either the Clerkship Director or Clerkship Coordinator, a change of preceptor if

FINANCIAL AID ELIGIBILITY REQUIREMENTS BASED ON SATISFACTORY

ACADEMIC PERFORMANCE

they feel there is a potential conflict of interest or where a conflict of roles may potentially arise

regarding their own personal medical treatment providers.

XXII. FINANCIAL AID ELIGIBILITY REQUIREMENTS BASED ON

SATISFACTORY ACADEMIC PERFORMANCE

The Albany Medical College is required by law to ensure that students receiving financial aid are

making satisfactory academic progress in their degree programs. Satisfactory academic progress is

outlined in Section ID above and the “Albany Medical College Guidelines for Promotions

Committees.” If the Promotions Committee determines that a student does not meet these

minimum standards, s/he will be ineligible to receive financial aid assistance. The progress of

each student who is working towards a degree will be monitored by the appropriate promotions

or progress committee and their Advising Dean. Note that any student on Leave of Absence or

Extended Curriculum is not eligible for financial aid from Albany Medical College.

A student who does not satisfactorily complete all program requirements for a given year may be

permitted to remediate as outlined in the Policy for Remediation within the Albany Medical

College Guidelines for Promotions Committee. During the period of remediation, the student

will remain eligible for financial aid. If a student does not successfully complete remediation, the

student will be considered for dismissal. Students may also be dismissed without the possibility

of remediation. The student will continue to receive financial aid while appealing a dismissal

decision. Once dismissal is official, all financial aid will be terminated.

Maximum financial aid eligibility for medical students is six (6) years, unless the student is

pursuing an additional degree or their time to graduation is negotiated due to rare and exceptional

circumstances. Funding beyond the maximum timeframes will be provided only if negotiated

and approved by the Dean or the Dean’s designee.

Advanced degrees outside of the medical college do not qualify for financial aid funding through

Albany Medical College. A student who has completed degree requirements, with the exception

of ACLS and the National Boards, will not be eligible for financial aid funding.

XXIII. AMC FINANCIAL AID OFFICE INSTITUTIONAL SCHOLARSHIP

PROCEDURES

A. Albany Medical College MD Tuition Policy

All Albany Medical College MD students pay full tuition for each semester that they are

enrolled in the College.

ACCESS TO STUDENT RECORDS

B. Albany Medical College MD Institutional Aid Policy

1. Students who repeat an academic year are eligible to receive an AMC institutional

scholarship to cover up to one half of the repeated year’s tuition charges. (ZRAID = AMC

Remediation Aid)

2. Students who do not repeat an academic year but are enrolled for more than four (4) years

(eight semesters) are eligible to receive an AMC institutional scholarship to cover all but

$5,000 for their final (fifth year) of study. (ZAAID = AMC Administrative Fee Aid)

3. Students who repeat an academic year but are enrolled for more than five (5) years (ten

semesters) are eligible to receive an AMC institutional scholarship to cover all but $5,000

of the tuition charges for their final (sixth year – semesters 11 and 12) of study. (ZAAID

= AMC Administrative Fee Aid)

4. Students in the MD/PhD program pay full medical school tuition for the first two years of

medical school. During years of PhD program participation, the student is eligible to

receive an AMC institutional scholarship that covers tuition, AMC (single) health

insurance, and institutional fees costs. Upon completion of the requirements for the PhD

Program, the student is eligible for an AMC institutional scholarship that covers 100% of

the tuition costs for the final two years of medical school. (ZMAID = AMC MD/PhD

Scholarship)

5. Students who do not repeat an academic year but who are enrolled for more than four (4)

years (eight semesters) and students who repeat an academic year but are enrolled for

more than five (5) years (ten semesters) are eligible to request from the Vice Dean of

Academic Administration an AMC institutional scholarship to cover up to 100% of

tuition costs for their final year(s) of study. (ZXAID = AMC Completion Aid).

XXIV. ACCESS TO STUDENT RECORDS

1. Course faculty will be able to access all course, theme, and clerkship grades.

2. The student’s total file will be available to the Vice Dean for Academic Administration,

the Associate Dean for Curriculum, the Associate Dean for Student Services, the

Assistant Dean for Graduate Studies, and the Chair of the Promotions Committee of the

Undergraduate Medical School program.

3. Faculty and Faculty Advisors will need permission from the Vice Dean or the student to

access anything other than course-related data.

ALBANY MEDICAL COLLEGE GUIDELINES FOR PROMOTIONS COMMITTEES,

DISCIPLINARY HEARING PANELS, & APPEALS COMMITTEE

4. After graduation and for purposes of letters of recommendations students must sign

permission for record accessibility. They may designate the whole file or particular parts

of the file.

XXV. ALBANY MEDICAL COLLEGE GUIDELINES FOR PROMOTIONS

COMMITTEES, DISCIPLINARY HEARING PANELS, & APPEALS

COMMITTEE

A. Introduction

The Faculty of Albany Medical College has a responsibility not only to its students but also to

the public that its students will eventually serve. A basic part of that responsibility is to see that

our students perform in a manner consistent with the most appropriate standards of scholarship

and professional behavior accepted by society and the medical profession. It is sometimes

necessary for the Faculty to consider instances in which students appear not to meet an

appropriate level of professional competence or performance, whether due to inadequate

scholastic achievement or unprofessional behavior. These guidelines have been established so

that such students may be treated fairly and judged in a consistent manner. The ultimate

responsibility for decisions affecting the status of any student has been delegated by the Albany

Med Health Systems Board of Directors to the Academic Governing Council. The UME Council

has, in turn, delegated that responsibility to standing and ad hoc committees of the Faculty, such

as Promotions Committees, Disciplinary Hearing Panels, the Student Honor Committee, the

Associate Deans Honor Committee, and the Committee on Student Appeals. The Committee on

Student Appeals is a subcommittee of the Academic Governing Council.

B. Synopsis of Grading System and Guidelines for Promotions Committees

1. Student grades should be forwarded to the Student Records Office no later than seven (7)

days after the end of a course (Theme) in Years 1 and 2 and no later than four (4) weeks

after the end of a required course, rotation, or elective in Years 3 and 4. A mandatory

faculty evaluation of student overall performance, including evaluation of professional

competence demonstrated by academic achievement, attitude, integrity, and ethical

conduct, will be recorded for students in the third and fourth medical school years.

Evaluation of professional behaviors will be included in assignment of grades.

2. Evaluations of professional behavior in the first and second medical school year,

including but not limited to attitude, integrity and ethical conduct, may be forwarded to

the Promotions Committee by faculty conducting courses in these years of the curriculum.

These evaluations become part of the student’s record. Evaluations are available for

ALBANY MEDICAL COLLEGE GUIDELINES FOR PROMOTIONS COMMITTEES,

DISCIPLINARY HEARING PANELS, & APPEALS COMMITTEE

review in accordance with regularly established procedures. Students will receive, in their

AMC mailbox, each final grade and evaluation that is recorded in Student Records.

3. Final grades permitted are: EH (Excellent with Honors), E (Excellent), G (Good), M

(Marginal), and U (Unsatisfactory). Several academic offerings will be graded P (Pass) or

F (Fail). The grade of I (Incomplete) may be assigned if a student has not completed all

requirements at the time of course or clerkship completion. A grade of I must have Prior

approval of the Dean’s Office designee. The Office of Student Records will be notified of

the Incomplete grade. Within two (2) weeks of receipt of an Incomplete grade, the student

must have a plan approved by the course or clerkship director that will allow completion

of requirements. The plan must be registered in the Office of Student Records. Failure to

develop an approved plan within two (2) weeks, or failure to complete the requirements

based on such a plan, will result in the assignment of a grade of Unsatisfactory (U).

4. A student who does not take an examination in a course without permission from the

proper authority, as outlined in the document entitled “Rules of Classroom Activities”,

will receive a grade of U for the examination.

5. When a final grade of U has been submitted, remediation may be permitted as outlined in

Policy for Remediation.

6. The class rank of all students will be computed based on numerical grades received in all

courses and clerkships. Class rank will be based on the original final grades a student

received and NOT grades received through repetition of a course or clerkship. When

remedial work has been required for a Theme or a Clerkship, and has been successfully

completed, the AMC transcript will reflect the original word grade (Unsatisfactory or

Marginal) followed by a “P” for “Pass”; e.g., U/P or M/P. A student’s class rank and

numerical grades will be protected by the Administration in the same manner that all

grades are protected.

C. Operation of Promotions Committee

1. The Promotions Committee members shall, generally, be drawn from among the course

directors, clerkship directors, and departmental education coordinators for the appropriate

years. Members of the Academic Governing Council may serve on the Promotions

Committee only if they are themselves course or clerkship directors. The Dean, or the

Dean’s designee, shall appoint the Chairman, Vice Chairman, and members of each

Promotions Committee. Neither the Chairman nor the Vice Chairman need be a course or

clerkship director. Non-voting ex officio members will include the Vice Dean for

Academic Administration, Associate Dean for Curriculum, Associate Dean for Student

Affairs, and the Advising Deans.

ALBANY MEDICAL COLLEGE GUIDELINES FOR PROMOTIONS COMMITTEES,

DISCIPLINARY HEARING PANELS, & APPEALS COMMITTEE

2. The Promotions Committee shall meet monthly or as needed.

3. The Chair of the Promotions Committee will communicate adverse actions to students

promptly after each meeting.

D. Adverse Actions

1. Academic Concern: A letter of academic concern may be based upon an INTERIM

unsatisfactory performance, i.e., a single interim U grade or two or more interim M grades

at the end of any regular examination period, or it may be based on a FINAL M grade in a

first- or second-year course. This letter should indicate sources of additional help

including counseling and/or, in appropriate cases, a psycho-educational evaluation, and

encourage the student to take advantage of same. A copy of this letter will be sent to the

student’s Advising Dean and will become a part of the student’s record.

2. Academic Warning: A letter of academic warning may be based upon two (2) FINAL

grades of M in courses, or upon a final grade of M and an interim grade of U or upon

INTERIM grades of U in two (2) or more courses or a grade of M in any clerkship. This

letter will indicate that the student is in academic jeopardy and that continued

performance at that level could lead to the student being placed on Academic Probation.

The letter should indicate the meaning of academic warning and urge the student to seek

extra help including, as appropriate, counseling and/or a psycho-educational evaluation. A

copy of the letter will be sent to the student’s Advising Dean and will become a part of the

student’s record.

3. Academic Probation: A letter of Academic Probation may be based on one or more

FINAL grades of U or Grades below G in courses representing more than twenty percent

(20%) of credit in either of the first two years or grades below G in more than two

clerkships. This letter will indicate what remedial actions are necessary to be removed

from probation. A copy of the letter will be sent to the student’s Advising Dean and will

become a part of the student’s record. When a student has been identified as performing at

an unsatisfactory or at a sustained marginal academic level, the Promotions Committee

will determine whether the student should be dismissed, required to repeat the year, or

continue in the curriculum with remediation. Probationary status, unless removed by the

Promotions Committee, will continue until the end of the academic year, at which time

the Promotions Committee should make one of the following determinations:

a) That the student, having continued to do unsatisfactory work in one or more

courses, should repeat the academic year.

ALBANY MEDICAL COLLEGE GUIDELINES FOR PROMOTIONS COMMITTEES,

DISCIPLINARY HEARING PANELS, & APPEALS COMMITTEE

b) That the student, having continued to do unsatisfactory work in one or more

courses, should be dismissed.

c) That the student, having achieved satisfactory grades in all courses, should be

removed from probation and promoted to the next academic level.

4. Non-academic Concern, Warning or Probation: The Status of Non-academic Concern,

Warning or Probation shall be based on reports relating to attitude, integrity and ethical

conduct, or other measures of professional conduct. The Promotions Committee will issue

a letter of non-academic status after determining the severity and pattern of unprofessional

behavior. The Committee may also recommend to the Dean or the Dean’s designee that

such behavior be investigated for possible disciplinary action which may include

dismissal. The Committee may require the student to undergo an Administrative

Psychiatric Evaluation.

Students who have been on Academic or Non-academic probation must receive permission from

the Promotions Committee to do away electives.

E. Appeal of Repetition or Dismissal Decisions

When the Promotions Committee determines that a student must repeat an academic year, or be

dismissed, that student shall be notified in writing and shall have ten (10) business days in which

to present, in writing to the Promotions Committee, reasons why its determination should not be

carried out. During this period, the student may request a personal conference with an Ad Hoc

subcommittee of the Promotions Committee. Such request shall be submitted to the Chair in

writing. In such cases, a subcommittee of three regular members of the Promotions Committee

will be appointed by the Chair. The Chair, as appropriate, will be guided by the involvement of

the individual members of the Promotions Committee in the matters at hand when selecting the

members of the Subcommittee. The Subcommittee will report its findings to the Promotions

Committee for consideration during Promotions Committee deliberations. There will be no

hearing before the entire Promotions Committee. The Promotions Committee will rule on the

appeal no later than its next regularly scheduled meeting. The final determination of the

Promotions Committee shall be forwarded for implementation to the Office of the Dean or

Dean’s Designee. After notification of the final determination by the Promotions Committee, the

student may request in writing that the case be reviewed by the Committee on Student Appeals.

F. Promotion to the Next Year

Upon completion of each academic year students who have successfully completed all academic

requirements will be considered for promotion to the next year or for graduation.

Remediation of Unsatisfactory (U), Fail (F), and Marginal (M) grades:

ALBANY MEDICAL COLLEGE GUIDELINES FOR PROMOTIONS COMMITTEES,

DISCIPLINARY HEARING PANELS, & APPEALS COMMITTEE

1. Remediation of either an Unsatisfactory (U), Fail (F), or Marginal (M) grade may be

accomplished, at the discretion of the Promotions Committee responsible for the year of

study, by reexaminations or other required remedial work to be determined by such

Promotions Committee. The opportunity to remediate may be granted only by action of

the Promotions Committee. Students in the first two years may be granted the opportunity

to remediate no more than two (2) grades of F and/or U that in aggregate represent no

more than eight (8) credits. In the third and fourth years a student may be granted the

opportunity to remediate an M grade in no more than two (2) clerkships. In the third and

fourth years, more than two (2) M’s or a U grade will result in the Promotions Committee

considering repetition of the year or dismissal. In any of the preceding scenarios, the

Promotions Committee may choose not to offer remediation if it considers the deficiency

to be one that is not amenable to remediation.

2. Guidelines for the administration of reexamination. In the first two years, the remediation

of a course/theme will require a written examination that may include a Practicum. The

reexamination will be comparable in form and degree of difficulty to that administered in

the course/theme. In the first year a student may not be reexamined earlier than three (3)

weeks after the end of classes. If a student is required to remediate two courses/themes, a

second three-week period is allocated for this purpose. In the second year, the

corresponding reexamination waiting period will be two (2) weeks. Remediation and

reexamination shall take precedence over any other summer plans a student shall have

made. A student shall be entitled to no more than one (1) opportunity to be reexamined in

any one course/theme. The student must achieve a score that would have resulted in a

grade of “good” on the original examination. If the student is successful upon

reexamination, his or her transcript will show the original grade/pass (e.g., “U/P”). In the

third and fourth years, the means by which remediation may be appropriately achieved

will be determined by the Promotions Committee in collaboration with the student’s

Clerkship Director upon consideration of the nature and extent of the deficiency. Students

may be asked to take an exam over or repeat any portion(s) or all components of a

clerkship. The students may be required to repeat the entire clerkship. Upon completion of

the remedial work, the transcript will show the original grade/pass (e.g., “U/P”).

3. Students receiving final grades below Good (G) or Pass (P) in courses representing more

than twenty percent of the academic activity based on credits, during the first two years,

must either be dismissed, required to repeat the year in its entirety or declared to be in

sustained marginal performance and hence eligible for remediation by reexamination. In

the clerkship years, any permitted remediation of any grade below G must be

accomplished as described in section B above.

ALBANY MEDICAL COLLEGE GUIDELINES FOR PROMOTIONS COMMITTEES,

DISCIPLINARY HEARING PANELS, & APPEALS COMMITTEE

4. A student receiving any final grade of Unsatisfactory or Fail will not be promoted unless

the grade is remediated. The U or F grade must be remedied by reexamination in the first

two years or repetition of the clinical experience in the clinical years.

5. Removal from sustained marginal performance status may only be accomplished as

described for remediation of U or F grades described above. In the first two years, the

course or courses in which reexaminations will be taken, will be determined by the

Chairman of the Promotions Committees and the course directors of the courses in which

the student obtained a U, F, or M. Reexamination will be allowed in no more than two (2)

courses. Failure to remediate U and M grades successfully will necessitate repetition of

the year in its entirety, if permitted by the Promotions Committee. In years three and four

a student may only remediate one U grade, if permitted by the Promotions Committee.

6. A student repeating a year in its entirety: (1) will be dismissed upon receipt of a grade of

U or F; (2) if in the first two years, may be granted the opportunity to remediate up to two

M’s totaling no more than twenty percent of credits; and (3) will be dismissed upon

failing to pass any remedial experience. In addition, a student repeating the third or fourth

year in its entirety: (1) will be dismissed upon receipt of a grade of U or F or more than

one grade of M; and (2) maybe granted an opportunity to remediate one M grade.

7. Students matriculated for the M.D. degree at Albany Medical College will not be

permitted to repeat more than one of the four academic years in order to graduate.

G. Committee on Student Appeals

1. The Committee on Student Appeals shall consider appeals from students of sanctions

imposed by the Academic Governing Council, the Promotions Committee, the interaction

of the Student Honor Committee and the Dean pursuant to the Student Honor Committee

recommendations, or a Disciplinary Hearing Panel. The Committee on Student Appeals

may, in its sole discretion, decide whether to hear the appeal and, if so, whether to hear it

in depth as provided in paragraph C immediately below or conduct a formal hearing. At a

minimum, however, the Committee shall consider the student record as well as any

relevant substantive information the student may offer within his or her appeal request.

2. The Committee shall be a subcommittee of the Academic Governing Council, appointed

by and serving at the pleasure of the Dean, and shall be composed of five (5) members of

that Council, and chaired by one of these members as designated by the Dean. In order to

provide the appropriate continuity in the deliberations of this standing committee, there

will be no fixed terms for its members. Membership shall, however, be reviewed annually

by the Dean and the Vice Dean for Academic Administration.

ALBANY MEDICAL COLLEGE GUIDELINES FOR PROMOTIONS COMMITTEES,

DISCIPLINARY HEARING PANELS, & APPEALS COMMITTEE

3. A diligent effort shall be made to schedule a meeting of the Committee on Student

Appeals not less than three (3) nor more than twelve (12) business days following actual

receipt of the student’s request for an appeal.

4. The Committee on Student Appeals shall not conduct its business in an adversarial

fashion. If the Committee exercises its discretion to hear the appeal in depth, it shall

consider only the written material submitted by the student, written documentation from

the Promotions Committee, the student record, and in some cases additional information

collected by the Committee in connection with any formal, non- adversarial hearing it

may convene, or any personal appearance by the student or any other person(s) the

Committee or its designee(s) may decide to interview. The Committee may only consider

the following questions to guide its deliberations:

a) Were the requisite sanction procedures followed appropriately up to the time of

the appeal? Is there any potentially useful evidence that had not been available for

consideration?

b) Was the sanction imposed in good faith and neither arbitrary, capricious nor

clearly unreasonable?

5. On appeals from actions of the Promotions Committee, the Committee on Student

Appeals shall report within 24 hours, in writing, the results of its determination to the

Vice Dean for Academic Administration for implementation. The Vice Dean shall notify

the student involved.

6. On appeals from actions of the Academic Governing Council, Student Honor Committee,

or Disciplinary Hearing Panel, the Committee on Student Appeals shall report within 24

hours, in writing, the results of its determination to the Vice Dean for Academic

Administration or the Dean’s designated representative and the student(s) involved.

7. If it has considered the appeal in depth, the Committee on Student Appeals shall report

separately on each of the three questions it is to consider (Items C1, 2, 3) and may

confirm the prior action or recommend to the Dean or the Dean’s designee a rehearing of

the case by the initiating body, a modification of the determination, or a modification of

any sanctions imposed.

8. The Dean shall then make final and binding disposition of the matter concerning

Academic Governing Council actions, Student Honor Committee actions, and

Disciplinary Hearing Panel actions.

ALBANY MEDICAL COLLEGE GUIDELINES FOR PROMOTIONS COMMITTEES,

DISCIPLINARY HEARING PANELS, & APPEALS COMMITTEE

H. Disciplinary Hearing Panels

There will occasionally be incidents or reports of conduct on the part of a student occurring

outside the academic realm or usual purview of Albany Medical Center that cannot be resolved

through interaction of the Promotions Committee or the Student Honor Committee and that may

raise serious questions about the fitness of the student to continue in the study and eventual

practice or teaching of medicine. Such matters shall first be referred to the Dean or the Dean’s

designee, who shall undertake an investigation, with which the student shall be required to fully

cooperate, and thereafter recommend appropriate action. If that recommendation is for dismissal,

or if the Dean or the Dean’s designee considers the matter of sufficient moment, the Dean or the

Dean’s designee may convene a disciplinary hearing panel to consider all aspects of the matter.

The subject student is entitled to a hearing before a Disciplinary Hearing Panel (DHP) under

these circumstances in order to present his or her case. The student must make a written request

for a DHP hearing within five (5) business days of such recommendation or be deemed to have

waived it.

The DHP shall consist of seven (7) members as follows: three (3) faculty members of the

Academic Governing Council, three (3) other faculty, and the President of the Student Council.

If a quorum of five (5) faculty members of the DHP is not available, the Dean may appoint ad

hoc members for a meeting. If the President of the Student Council is unable to attend a

meeting, the Vice President of the Student Council may substitute. The Dean shall appoint a

Chair from the membership for each case.

Faculty members of the DHP shall serve three-year terms with two members being replaced each

year. In order to establish this rotation, the Committee shall initially have two (2) faculty

members serving one-year terms, two (2) serving two-year terms, and two (2) serving three-year

terms. No member of the Committee may serve more than two (2) consecutive terms.

In order to derive sufficient information upon which to base a recommendation, the DHP may

interview the student and any other person appropriate to the matter at hand.

The DHP hearing shall be conducted in most cases according to the following general

guidelines, which shall be subject to adjustment at the reasonable discretion of the Chairman.

1. A reasonable attempt shall be made to notify the student in writing by personal delivery or

by certified mail to his or her last local address as shown in the records of the College that

the DHP will conduct a hearing. The notice shall contain a full and fair summary of the

information or changes against the student, sufficient to enable the student to formulate a

response, as well as notice as to the date, time and location of the hearing.

ALBANY MEDICAL COLLEGE GUIDELINES FOR PROMOTIONS COMMITTEES,

DISCIPLINARY HEARING PANELS, & APPEALS COMMITTEE

2. A diligent effort shall be made to schedule the hearing not less than seven (7) nor more

than twenty-one (21) business days following personal delivery or certified mailing of the

notice.

3. The notice of the hearing shall (through sending the student these guidelines) inform the

student of the following:

a) The student has the right to be present at the hearing and is, in fact, is expected to

be present.

b) The student may be accompanied at the hearing by legal counsel (one person) and,

in addition, by his or her faculty advisor. The legal counsel may confer with and

advise the student but may not interfere with or participate in the proceedings. The

student’s counsel shall not interview witnesses.

c) The College may have legal counsel present to confer with and advise the

Committee and College personnel, but such counsel may not interfere with the

proceedings and shall not interview witnesses.

d) A record or transcript will be made of the hearing and the student has the right to

review such record or to obtain a copy or copies of such record upon payment of

the cost of its reproduction.

e) The student has the right to present such evidence, testimony, affidavits, exhibits,

and witnesses as are relevant to the stated purposes of the hearing or to the charges

upon which the recommendation for the hearing was based.

f) Prior to the hearing, the student has the right to review his or her official Student

Record as defined by applicable law and any additional material upon which the

recommendation for the hearing has been based. Copies of items in the student

record and copies of other pertinent materials may be obtained by the student upon

payment of the reproduction costs.

4. Upon completion of the evidentiary portion of the hearing, the DHP shall proceed in

executive session to determine the validity of the charge(s) and to recommend to the Dean

appropriate action, as decided by simple majority vote. A minority report may, if desired,

also be presented to the Dean. The minutes of the DHP in executive session shall not

constitute part of the record of the hearing. Only the vote reached in such a session shall

be included in the record. If a request is made for a minority report to the Dean, that fact,

too, shall be included.

ALBANY MEDICAL COLLEGE GUIDELINES FOR PROMOTIONS COMMITTEES,

DISCIPLINARY HEARING PANELS, & APPEALS COMMITTEE

5. The recommendation of the DHP shall be transmitted in writing within 72 hours of the

adjournment of the executive session of the hearing to the Dean and to the student(s)

involved. The letter of notification to the student shall inform him or her of the right to

apply in writing within seven (7) days to the Chairman of the Committee on Student

Appeals for permission to appeal the decision of the DHP. Failure to submit such

application within the specified time period shall constitute a waiver of the student’s right

to further appeal.

I. Interim Actions

At any time during the preliminary investigation process, the hearing process or the appeals

process, the Dean or the Dean’s designee may suspend or remove a student from normal

academic activities if such action is deemed to be in the interest of maintaining the normal

function and atmosphere of the College. Such suspension or removal shall automatically be

reviewed at the time of the next proceeding in any case and a recommendation for its

continuation or termination made to the Dean.

Upon recommendation of any of the individuals or committees listed below, the Dean or the

Dean’s designee may require appropriate educational, psychometric, psychiatric, or medical

evaluation of a student in order to help determine his or her academic, behavioral, or emotional

fitness for continuation as a medical student:

1. The Vice Dean for Academic Administration

2. The Associate Dean for Student Affairs

3. A Promotions Committee

4. The Disciplinary Hearing Panel

5. The Committee on Student Appeals