ACADEMIC POLICY MANUAL
APPLIES TO ALL MEDICAL STUDENTS ENROLLED
DURING THE 2020-21 ACADEMIC YEAR AND AFTER
Medical students who entered Stritch School of Medicine prior to
July 2020 may be subject to the provisions of the Academic Policy Manual in effect at the time of
their matriculation or as specified in official correspondence from the Office of the Dean.
Contact the Office of Student Affairs for more information.
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Table of Contents
NOTICE OF NON-DISCRIMINATION POLICY ............................................................................................... 5
RIGHTS RESERVED ..................................................................................................................................... 5
MISSION STATEMENT ............................................................................................................................... 7
INTRODUCTION ........................................................................................................................................ 7
Accreditation
Student Responsibility
Access to and Disclosure of Student Records
TECHNICAL STANDARDS ........................................................................................................................... 12
Essential Abilities and Characteristics Required for Completion of the M.D. Degree
REGISTRATION .......................................................................................................................................... 15
Requirements for New and Current Students
Tuition and Fee Payment
COMPLIANCE ............................................................................................................................................ 16
GRADUATION REQUIREMENTS ................................................................................................................. 16
General Requirements
United States Medical Licensing Examination (USMLE)
Step 1
Step 2 CK (Clinical Knowledge) and Step 2 CS (Clinical Skills)
Length of Time to Complete Graduation Requirements
CURRICULUM REQUIREMENTS ................................................................................................................. 19
Year 1 and Year 2
Year 3 and Year 4
Topics in Clinical Medicine - Vertically Integrated Courses
Bioethics and Professionalism
Selective Required Sub-Internship
Electives
COMPETENCY REQUIREMENTS ................................................................................................................. 22
Competencies
Competency Evaluation and Assessment Review Committee
Academic Review and Intervention Committee
Student Promotion Committee
ACADEMIC CALENDARS AND SCHEDULES ................................................................................................. 23
Examinations
PERMANENT RECORDS ............................................................................................................................. 24
Permanent File Contents
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FERPA Compliance
Transcript of Grades
Use of Anonymous Student Data
CLINICAL SCHEDULING .............................................................................................................................. 25
Clerkship Track
Workweek
On-Call
Transportation Voucher Post-Call
GRADES..................................................................................................................................................... 26
Latin Honors at Graduation
Grading System
Grade Reporting
Class Rank
Conflict of Interest
Petition for Review of Grade Assigned
PROBATION AND NOTICE ......................................................................................................................... 29
Notice
Probation
FAILURES AND REMEDIATION ................................................................................................................... 29
Year 1 and Year 2
Remediation of Single Failure
Remediation of Multiple Failures
Assignment of an Incomplete Grade
Assignment of a U Grade
Remediation of a U Grade
Assignment and Remediation of Meets With Concern Competency Evaluation
Assignment and Remediation of Does Not Meet Competency Evaluation
Year 3 and Year 4
Unsatisfactory Performance or Academic Failure
Assignment of a U Grade
Remediation of a U Grade
Assignment of an F Grade
Remediation of an F Grade
Remediation of Multiple Failures
Assignment and Remediation of Meets With Concern Competency Evaluation
Assignment and Remediation of Does Not Meet Competency Evaluation
ATTENDANCE ............................................................................................................................................ 35
Year 1 and Year 2
Unexpected/Emergency Absences from Required Activities
Non-Emergent Absences from Required Activities
Year 3 and Year 4
Absences
Unexpected/Emergency Absences
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Non-Emergent Absences
No Class Days
On Call During No Class Days
Special Notes
LEAVE OF ABSENCE ................................................................................................................................... 38
General Policies and Procedures
Health Related Leave
Special Academic Programs
Other Absences
VOLUNTARY WITHDRAWAL, DISMISSAL, AND APPEAL PROCEDURES ...................................................... 40
Voluntary Withdrawal
Dismissal
Appeal Procedures
PROFESSIONAL BEHAVIOR ........................................................................................................................ 41
Expectations for Medical Students
Health Insurance Portability and Accountability Act of 1996
Conduct Procedures for Academic Dishonesty and Unprofessionalism
Student Wellness
Student Mistreatment and Harassment
DRESS CODE, APPEARANCE, AND SCRUB ATTIRE ...................................................................................... 45
General Dress Standards
Preclinical
Clinical
Identification Badges
White Coat
Scrub Attire
RELATED POLICIES ..................................................................................................................................... 47
Non-Academic Policies
Stritch Student Handbook
Patient Protected Health Information
Bloodborne Pathogens Exposure Control Plan
Information Technology Services Policies & Guidelines
Copyright Resources
Bursar Office Policies
Satisfactory Academic Progress Requirement for Financial Aid
Medical School Administration
AWARDS AND HONOR SOCIETIES ............................................................................................................. 47
Loyola Awards
Other Awards
Honor Societies
POLICY ON DIVERSITY AND INCLUSION..................................................................................................... 50
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APPENDICES .............................................................................................................................................. 51
Appendix A: Process for the Assessment of Applicants in Meeting Technical Standards
Appendix B: Process for the Assessment of Students in Meeting Technical Standards Should
Disability Become Evident/Problematic Post-Matriculation
Appendix C: General Disability Documentation Guidelines
Appendix D: Drug Screening Policy
Appendix E: Student Promotion Committee
NOTICE OF NON-DISCRIMINATORY POLICY
Loyola University Chicago admits students without regard to their race, color, religion, sex, age,
sexual orientation, gender identity, national or ethnic origin, ancestry, disability, marital status,
parental status, military/veteran status, or any other characteristic protected by applicable law to all
the rights, privileges, programs, and other activities generally accorded or made available to
students at the school. Loyola University Chicago does not discriminate on the basis of race, color,
religion, sex, age, sexual orientation, gender identity, national or ethnic origin, ancestry, disability,
marital status, parental status, military/veteran status, or any other characteristic protected by
applicable law in the administration of its educational policies, admissions policies, scholarship and
loan programs, and athletic and other school-administered programs, or in any aspects of its
employment of faculty and staff. If you have questions about this policy or believe you have been
discriminated against because of your race, color, religion, sex, age, sexual orientation, gender
identity, national or ethnic origin, ancestry, disability, marital status, parental status,
military/veteran status, or any other characteristic protected by applicable law, please contact the
EthicsLine reporting hotline at (855) 603-6988 or submit a report online at www.luc.edu/ethicsline.
Questions regarding Title VI of the Civil Rights Act of 1964 (“Title VI”) may also be referred to Tobyn
L. Friar, Director of Financial Assistance, Sullivan Center, Suite 190, who can be reached at (773) 508-
8636 or [email protected], or the Department of Education’s Office for Civil Rights.
Questions regarding Section 504 of the Rehabilitation Act of 1973 (“Section 504”) related to the
Stritch School of Medicine can be directed to the Director of the Academic Center for Excellence and
Accessibility, HSD Campus, Building 120, Room 255, who can be reached at (708) 216-8166.
Questions regarding Section 504 may also be referred to Shawna Cooper-Gibson, Assistant Provost
for Student Academic Services, Sullivan Center, Suite 255, who can be reached at (773) 508-7067 or
RIGHTS RESERVED
Loyola University Chicago Stritch School of Medicine reserves the right to change, at any time, without
notice, the policies and procedures announced in this manual, technical standards, graduation requirements,
fees and other charges, curriculum, course structure and content, and other such matters as may be within
its control, notwithstanding any information set forth in this manual. The medical school and university
reserves the right to refuse to admit or readmit any student at any time should it be deemed necessary in the
interest of the student or of the medical school and university to do so and to require the withdrawal of any
student at any time who fails to give satisfactory evidence of academic ability, earnestness or purpose, or
active cooperation in all requirements for acceptable scholarship. This manual is for informational purposes
only and shall not be construed as creating a contract between Loyola University Chicago Stritch School of
Medicine and any student.
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Approved December 18, 2006
Updated August 2008
Revision approved January 12, 2009
Updated May 2009
Revisions approved July 2011
Updated July 2012
Revisions approved July 2013
Revisions approved July 2014
Revisions approved May 2015
Revisions approved June 2017
Updated July 2018
Updated July 2019
Updated June 2020
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MISSION STATEMENT
Loyola is committed to scholarship and the education of medical professionals and biomedical scientists.
Our school, including its faculty, trainees and staff are called to go beyond facts, experimentation, and
treatment of disease to prepare people to lead extraordinary lives and treat the human spirit in an
environment that encourages innovation, embraces diversity, respects life, and values human dignity.
INTRODUCTION
The Academic Policy Manual provides students with information regarding the academic policies,
regulations, and procedures of the school and university and applies to all students registered in Loyola
University Chicago Stritch School of Medicine (Stritch). Failure to comply with and/or remediate in accord
with policies will normally result in actions to change the student's academic status as authorized by the
Stritch School of Medicine.
For non-academic policies, regulations, procedures, and services of the school and university, please see the
Loyola University Chicago Stritch School of Medicine Student Handbook.
Accreditation
Loyola University Chicago Stritch School of Medicine is accredited by the Liaison Committee on Medical
Education.
Student Responsibility
It is the responsibility of each student to acquire an active knowledge of all the policies and regulations set
forth in this manual. It is the responsibility of each student to also monitor their academic performance and
progress through the curriculum; this includes reviewing grades soon after they are posted.
Students who need additional interpretation, require assistance in handling a potential problem, or
encounter a situation that is not covered by this manual or the other policies cited in this document are
encouraged to contact the Office of Student Affairs.
Stritch faculty, administration, and staff communicate with students primarily via school email. Students
have a responsibility to check their Stritch email frequently and not less than daily.
Access to and Disclosure of Student Records
FERPA Rights. The Family Educational Rights and Privacy Act of 1974 (FERPA), as amended, specifically
addresses the rights of students as they pertain to their education records. Education records are those
records which directly relate to the individual student currently or formerly in attendance and are
maintained by Loyola University Chicago (Loyola). The following information serves as Loyola’s
annual notification of the students' rights and provides links to valuable resources to help members of the
Loyola community better understand their responsibilities under FERPA.
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Important Notice:
As of January 3, 2012, the U.S. Department of Education's FERPA regulations expand the circumstances
under which your education records and personally identifiable information (PII) contained in such records
— including your Social Security Number, grades, or other private information — may be accessed without
your consent. First, the U.S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education,
or state and local education authorities ("Federal and State Authorities") may allow access to your records
and PII without your consent to any third party designated by a Federal or State Authority to evaluate a
federal- or state-supported education program. The evaluation may relate to any program that is
"principally engaged in the provision of education," such as early childhood education and job training, as
well as any program that is administered by an education agency or institution. Second, Federal and State
Authorities may allow access to your education records and PII without your consent to researchers
performing certain types of studies, in certain cases even when we object to or do not request such
research. Federal and State Authorities must obtain certain use-restriction and data security promises from
the entities that they authorize to receive your PII, but the Authorities need not maintain direct control over
such entities. In addition, in connection with Statewide Longitudinal Data Systems, State Authorities may
collect, compile, permanently retain, and share without your consent PII from your education records, and
they may track your participation in education and other programs by linking such PII to other personal
information about you that they obtain from other Federal or State data sources, including workforce
development, unemployment insurance, child welfare, juvenile justice, military service, and migrant student
records systems.
1. Loyola students have the right to inspect and review their education records within 45 days from the
day the University receives a request for access.
Students of Loyola University Chicago have the right to inspect and review their education records within 45
days from the day that Loyola receives the student's request for access. If a student wishes to review parts
of their education record that are not directly available to them through LOCUS (LUC student portal) or
MyLumen (SSOM student portal), the following procedures should be followed:
1. Submit a written, signed request to the director of the department maintaining the record being
requested
2. Identify the record(s) to be inspected
3. State to whom the record is to be released, and
4. Indicate the purpose of the request
The university official will make arrangements for access and notify the student of the time and place where
the records may be inspected. If the records are not maintained by the University official to whom the
request was submitted, that official will advise the student of the correct official to whom the request
should be addressed.
The academic and administrative offices of the university maintain records that are unique to their
relationship with individual students. These offices and records maintained by these offices include, but are
not necessarily limited to the following:
Bursar's Office: Student account files and Perkins loan information.
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Departments and Colleges: Academic advising records, admission files, including MCAT, ACT, SAT
and TOEFL scores, and high school and college transcripts and other scholastic records.
Financial Assistance: Financial assistance application files, student federal work-study information,
scholarships and Stafford loan information.
Intercollegiate Athletics: Injury reports, scholarship contacts, performance records, height and
weight information.
Registration and Records: Permanent record of academic performance (grades, transcript, including
supporting documents), course schedules, transfer credit articulation.
Residence Life: Residential life and housing services files.
Student Life: Student activity files, student disciplinary files, multi-cultural programs and services
files, and intramural sports files.
Student Services: Career planning and placement files, international program files, services files,
and learning assistance services files.
Undergraduate Admission and other admission offices: Admission files on prospective students.
University Library: Circulation records.
Please note that the Stritch School of Medicine maintains its own admissions, registrar and student affairs
offices and keep records similar to those listed for the same central university offices.
2. Loyola students have the right to request the amendment of their education records that they believe
are inaccurate or misleading.
A student may request, in writing, that Loyola amend a record that he or she believes is
inaccurate, misleading, or otherwise in violation of the student's privacy rights under FERPA. The
student should write the university official responsible for the record (see above), clearly identify the part of
the record the student wants changed, and specify why the record should be changed. If the University
decides not to amend the record the student will be notified in writing of the decision. The student will be
advised of the right to a hearing regarding the request for amendment. Additional information regarding the
hearing procedures will be provided to the student when he or she is notified of the right to a hearing.
3. Loyola students have the right to consent to disclosures of personally identifiable information
contained in their education records, except to the extent that FERPA authorizes disclosure without
consent.
Consent to disclose personally identifiable information must contain the following information:
1. The specific information to be released;
2. The purpose for the release;
3. The Identity of the person to whom the information is being released; and
4. Student’s signature and date signed.
Permission to release may also be granted in the form of a transcript or verification of education request.
One exception which permits disclosure of personally identifiable information contained in your education
records without your consent is disclosure to school officials with legitimate educational interests. A school
official is a:
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Person employed by the university in an administrative, supervisory, academic or research, or
support staff position, including campus police and security personnel and health staff;
Person or company with whom the university has contracted as its agent to provide a service in lieu
of using university employees or officials (such as an attorney, auditor, or collection agent,
temporary staffing agencies and outsourced vendors);
Person serving on the Board of Trustees;
Student serving on an official committee, such as a disciplinary or grievance committee, or assisting
another school official in performing his or her tasks.
A school official has legitimate academic or educational interests if the official needs to review an education
record in order to fulfill his or her professional responsibilities for the university.
Outsourced vendors are those parties helping the university provide students access to services relating to
their education. For example, the bookstore will be provided with course schedules to assist students with
procuring textbooks and other course materials.
Upon request, the university may disclose a Loyola University student's education records, without consent,
to officials of another postsecondary education institution in which the student has applied or seeks to
enroll, or is already enrolled, if the disclosure is for purposes of the student’s enrollment or transfer.
4. Loyola students have the right to refuse to permit the university to disclose "Directory Information."
Directory Information is information contained in an education record that would not generally be
considered harmful or an invasion of privacy if disclosed. Loyola has designated the following personally
identifiable information as public (“directory”) information; the student’s:
Name
Residency Match Information
Address(es)
Telephone number(s)
School e-mail address
Photograph
Major and minor field(s) of study, including the college, division, department, institute or program in
which the student is enrolled
Dates of attendance
Grade level, e.g., M1, M2, M3, M4
Enrollment status, e.g., undergraduate or graduate, full-time or part-time
Date of graduation
Degree(s) received
Honors or awards received, including selection to a dean's list or honorary organization
Participation in officially recognized activities and sports
Weight and height where the student is a member of athletic teams
Directory Information will never include the following:
Race
Gender
Social Security Number (or a part thereof)
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Grades
GPA
Country of Citizenship
Religion
Loyola students have the right to have the release of their Directory Information blocked. The Directory
Information Block Request Form (PDF) is available to make this request of the Office of Registration and
Records. A FERPA block remains in effect until the student removes it or notifies the Office of Registration
and Records in writing that the Directory Information Block is to be removed.
Please note the following impact of placing a Directory Information Hold on your record:
Loyola receives many inquiries for Directory Information from a variety of sources outside the
institution, including friends, parents, relatives, prospective employers, the news media and honor
societies. Having a Directory Information Hold on the student's record will preclude release of such
information, even to those people;
Loyola officials must inform the requestor of information that, “Loyola University Chicago Stritch
School of Medicine has no record of the named individual being a student at our institution.” A non-
disclosure block applies to all elements of directory information on your record. Loyola does
not apply a non-disclosure hold to individual directory information items;
The University assumes no liability as a result of honoring your request. Loyola assumes no
responsibility to contact you for subsequent permission to release the hold.
5. Loyola students have right to file a complaint with the U.S. Department of Education, Family Policy
Compliance Office, concerning alleged failures by the university to comply with the requirements of
FERPA.
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202-5901
Inquiries about the use of directory information or any other FERPA related matter should be directed to the
Director of the Office of Registration and Records, Loyola University Chicago Stritch School of Medicine, by
phone (708-216-3222) or by e-mail ([email protected]u).
ONLINE RESOURCES
Family Policy Compliance Office (FPCO)
FERPA General Guidance for Students (from FPCO)
FERPA Regulations (from FPCO)
U.S. Department of Education
FERPA Rights
o The Right to Inspect One's Educational Records
o The Right to Request an Amendment to One's Record
o The Right to Consent to Release of One's Record
o The Right to Refuse the Release of One's Directory Information
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o The Right to File a Complaint with the U.S. Department of Education
Frequently Asked Questions
TECHNICAL STANDARDS
Essential Abilities and Characteristics Required for Completion of the MD Degree
Introduction
The MD degree is a broad undifferentiated degree attesting to general knowledge in medicine and the basic
skills required for the practice of medicine. Essential abilities and characteristics required for completion of
the MD degree consist of certain minimum physical and cognitive abilities and sufficient mental and
emotional stability to assure that candidates for admission, promotion, and graduation are able to complete
the entire course of study and participate fully in all aspects of medical training. The Stritch School of
Medicine (SSOM) intends for its graduates to become competent and compassionate physicians who are
capable of entering residency training (graduate medical education) and meeting all requirements for
medical licensure. The avowed intention of an individual student to practice only a narrow part of clinical
medicine, or to pursue a non-clinical career, does not alter the requirement that all medical students take
and achieve competence in the full curriculum required by the faculty. For purposes of this document, and
unless otherwise defined, the term "candidate" means candidates for admission to medical school, as well
as current SSOM medical students who are candidates for retention, promotion or graduation. SSOM’s
broad-based education draws upon the Jesuit tradition, which emphasizes the full development of students
through rigorous academic programs and through opportunities for leadership in the service of others.
The School of Medicine has a societal responsibility to train competent healthcare providers and scientists
who demonstrate critical judgment, extensive knowledge and well-honed technical skills. Although students
learn and work under the supervision of the faculty, students interact with patients throughout their
medical school education. Patient safety and wellbeing are therefore major factors in establishing
requirements involving the physical, cognitive, and emotional abilities of candidates for admission,
promotion, and graduation. The essential abilities and characteristics described herein are also referred to
as technical standards. They are described below in several broad categories including: observation;
communication; motor function; intellectual-conceptual, integrative, and quantitative abilities; and social
and behavioral skills. Candidates must adhere to universal precaution measures and meet safety standards
applicable to inpatient and outpatient settings and other professional activities. Individuals whose
performance is impaired by use of alcohol or other substances are not suitable candidates for admission,
retention, promotion or graduation.
Delineation of technical standards is required for the accreditation of U.S. medical schools by the Liaison
Committee on Medical Education (LCME). The following abilities and characteristics are defined as technical
standards, are requirements for admission, retention, promotion, and graduation. Candidates and current
students who have questions regarding the technical standards or who believe they may need to request
reasonable accommodation(s) in order to meet the standards are encouraged to contact the Academic
Center for Excellence and Accessibility.
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Technical Standards
I. OBSERVATION: Candidates must be able to acquire information from demonstrations and participate in
experiments of science, including but not limited to such things as dissection of cadavers; examination of
specimens in anatomy, pathology, and neuroanatomy laboratories; and microscopic study of
microorganisms and tissues in normal and pathologic states. Candidates must be able to accurately acquire
information from patients and assess findings. They must be able to perform a complete physical
examination in order to integrate findings based on this information and to develop an appropriate
diagnostic and treatment plan. These skills require the use of vision, hearing, and touch or the functional
equivalent.
II. COMMUNICATION: Candidates must be able to communicate effectively and efficiently with patients,
their families, health care personnel, colleagues, faculty, staff, and all other individuals with whom they
come in contact. Candidates must be able to obtain a medical history in a timely fashion, interpret non-
verbal aspects of communication, and establish therapeutic relationships with patients. Candidates must be
able to record information accurately and clearly; and communicate effectively and efficiently in English
with other health care professionals in a variety of patient settings.
III. MOTOR FUNCTION: Candidates must, after a reasonable period of training, independently possess the
capacity to perform physical examinations and diagnostic maneuvers. They must be able to respond to
clinical situations in a timely manner and provide general and emergency care. These activities require some
physical mobility, coordination of both gross and fine motor neuromuscular function and balance and
equilibrium.
IV. INTELLECTUAL-CONCEPTUAL, INTEGRATIVE, AND QUANTITATIVE ABILITIES: Candidates must be able to
assimilate the detailed and complex information presented in the medical student curriculum. They must be
able to learn through a variety of modalities including, but not limited to, classroom instruction; small group,
team and collaborative activities; individual study; preparation and presentation of reports; simulations and
use of computer technology. Candidates must be able to memorize, measure, calculate, reason, analyze,
synthesize, and transmit information. They must recognize and draw conclusions about three-dimensional
spatial relationships and logical sequential relationships among events. They must be able to formulate and
test hypotheses that enable effective and timely problem-solving in diagnosis and treatment of patients in a
variety of clinical settings and health care systems.
V. BEHAVIORAL AND SOCIAL ATTRIBUTES: Candidates must demonstrate the maturity and emotional
stability required for full use of their intellectual abilities. They must accept responsibility for learning,
exercising good judgment, and promptly complete all responsibilities attendant to their curriculum and to
the diagnosis and care of patients. Candidates must display characteristics of integrity, honesty, attendance
and conscientiousness, empathy, a sense of altruism, and a spirit of cooperation and teamwork. They must
understand the legal and ethical aspects of the practice of medicine and function within both the law and
ethical standards of the medical profession. Candidates must be able to interact with patients and their
families, health care personnel, colleagues, faculty, staff, and all other individuals with whom they come in
contact in a courteous, professional, and respectful manner. The candidate for the MD degree must accept
responsibility for learning, and exercise good judgment. Candidates must be able to contribute to
collaborative, constructive learning environments; accept constructive feedback from others; and take
personal responsibility for making appropriate positive changes. Candidates must have the physical and
emotional stamina and resilience to tolerate physically taxing workloads and function in a competent and
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professional manner under highly stressful situations, adapt to changing environments, display flexibility,
and manage the uncertainty inherent in the care of patients and the health care system. In accord with the
Jesuit educational tradition of SSOM, students must be genuinely able to take into account the spiritual
needs and faith tradition of patients and to call upon the resources of chaplains as members of the
healthcare team.
The above standards are a means to fulfill our obligation to give medical students a comprehensive medical
education, rooted in common knowledge, skills, competencies and behaviors, which is the prerequisite for
entry into specialized post graduate training programs. It is possible that SSOM’s adherence to these
standards may disqualify some students, including some with disabilities. If the candidates are unable to
fulfill the essential functions of the academic training program, they are not appropriate candidates for
admission, matriculation, or graduation. Students who have been accepted for admission to SSOM are
required to acknowledge that they understand and can meet the minimum technical standards required to
complete the curriculum.
There are two sets of circumstances when issues regarding disabilities might arise:
1. Pre-enrollment. In compliance with the ADA, SSOM makes no pre-admission inquiry regarding disability.
In general, students with disabilities are identified or self-identify before enrollment in order to qualify for
the possibility of accommodation(s). Once identified, students must submit documentation requesting any
reasonable accommodation and submit to an evaluation process (see Appendix A) to determine whether
and which accommodations are deemed reasonable and consistent with the technical standards of SSOM.
2. Post Matriculation. Students who wish to request reasonable accommodations post matriculation are
expected to notify the Director of the Academic Center for Excellence and Accessibility regarding their
requests in order to begin the Technical Standards evaluation process (see Appendix B). Candidates must be
aware that approval for, and the provision of, reasonable accommodations at SSOM does not mean that
similar accommodations would be granted elsewhere or by national licensing review boards.
Ability to Meet the Technical Standards
SSOM intends for its students and graduates to become competent and compassionate physicians through
an undifferentiated medical degree and who are capable of entering residency training (graduate medical
education) while meeting all requirements for medical licensure. Criminal background checks and drug
testing may be conducted as part of the process of admission, participation, promotion, and/or graduation.
Equal Access to the SSOM Educational Program
SSOM provides reasonable accommodations for all qualified individuals with disabilities who apply for
admission to the MD degree program and who are enrolled as medical students. Otherwise qualified
individuals will not be excluded from admission or participation in the School of Medicine's educational
programs and activities based solely on their status as a person with a disability.
Should, despite reasonable accommodation (whether the candidate chooses to use the accommodation or
not), a candidate or student’s existing or acquired disability interfere with patient or peer safety, or
otherwise impede the ability to complete SSOM’s undifferentiated UME program and advance to
graduation, residency, training, or licensure, the candidate may be denied admission, or may be separated,
discontinued, or dismissed from the program.
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It is the responsibility of a candidate with a disability, or a candidate who develops a disability, who requires
accommodations in order to meet these technical standards, to self-disclose to the Academic Center for
Excellence and Accessibility and request accommodations. Candidates must provide documentation of the
disability and the specific functional limitations during the registration process with the Student Disability
Services. Candidates who fail to register with Academic Center for Excellence and Accessibility or who fail to
provide necessary documentation shall not be considered to be claiming or receiving accommodations
under the federal or state disability laws. Students are held to their performance, with or without
accommodation. No candidate will be assumed to have a disability based on poor performance alone.
Accommodations are not applied retroactively, and a disability-related explanation will not negate poor
performance.
The offices of the Dean and the Vice Dean for Medical Education works in consultation with the Academic
Center for Excellence and Accessibility and the Technical Standards Review Committee to determine and
coordinate approved accommodations, disability documentation remains confidential.
REGISTRATION
New students must:
complete forms that include biographical information, legal residency, proof of U.S. citizenship or
permanent residency or a current two-year grant of Deferred Action for Childhood Arrivals (DACA)
from the U.S. Citizenship and Immigration Services at the time of application, and education history
obtain a student identification card
complete a Criminal Background Investigation Consent Form through the American Medical College
Application Service (AMCAS)
complete the matriculation and registration process
provide payment of tuition and fees to the Bursar by the end of orientation week
Current students are required to keep their contact information up to date with the university. Current
students who have renewed their two-year grant of DACA must present their updated Employment
Authorization Document. The registration and cancellation of specific elective courses must be in
accordance with the policies and procedures outlined in the Elective Course Catalog.
Tuition and Fee Payment
All tuition, required fees, and hospitalization insurance payments are due and payable by the end of Friday
of the first week of classes for M2, M3, and M4 students and the Friday of orientation week for M1
students. Failure to make payments or financial arrangements according to the above schedule will result in
a late fee and may result in the student being denied participation in educational activities, including
removal from enrollment in all courses and no credit for that period.
All indebtedness to the university (tuition, fees, and fines) must be discharged in order to be eligible for
graduation.
Bursar policies: https://www.luc.edu/bursar/
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Financial Aid Office policies: https://ssom.luc.edu/finaid/
COMPLIANCE
Local, state, and federal agencies and regulations mandate student participation in training sessions,
certification programs, or clearance activities. Other sessions are required by Loyola to enable students to
learn about specialized software used in patient care settings or other skills. Sessions are typically scheduled
in coordination with registration activities and new academic year orientations. These requirements may
vary from year to year.
The roster of such activities and e-learning modules is published annually and may include topics such as the
following or others that will be announced:
Basic Life Support
Clinical Staff Annual Mandatories (safety, compliance, HIPAA, and patient safety)
Clinical Tools
Criminal history records background check
EPIC Electronic Medical Record
Evidence-Based Medicine
OSHA (Occupational Safety and Health Administration)
Veterans Administration Hospital registration and background check
Drug Screening
Students must fulfill all requirements that are offered through e-learning modules, workshops, or through
other participation formats to remain in good standing.
GRADUATION REQUIREMENTS
General Requirements
A candidate for the degree of Doctor of Medicine must:
successfully complete at least four academic years as a regularly matriculated student
demonstrate to the Student Promotions Committee successful fulfillment of all academic, clinical,
and school requirements for the degree
demonstrate professional and ethical behavior
post a passing score for United States Medical Licensing Examination (USMLE) Step 1 by the final
month of the Year 3 curriculum
sit for Step 2 CK and CS by the start of the final semester of enrollment and post a passing score for
USMLE Step 2 CK and CS no later than two months before the end of the student's Year 4 calendar
to avoid delay of graduation and to ensure participation in the ceremony
provide evidence that all elective weeks required to graduate are entered on their academic
schedule no later than one month prior to graduation and all other graduation requirements must
be met no later than one month prior to graduation to avoid delay of graduation and to ensure
participation in the ceremony
comply with all the requirements and policies of the medical school and university
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discharge all indebtedness to the university
be present at the conferring of the degree unless specifically excused
United States Medical Licensing Examinations (USMLE)
USMLE is a national licensing exam that is administered in three parts or steps by the National Board of
Medical Examiners (NBME). Step 1 is taken at the end of Year 2 and Step 2 usually is taken in Year 4.
Complete information regarding these exams can be found at the USMLE website. Step 3 is taken during the
intern year of residency and is not a graduation requirement.
Tests are administered at USMLE test centers contracted by the National Board of Medical Examiners.
Students should consult USMLE publications regarding registration deadlines, fees, test administration
procedures, score reporting procedures, and re-examination policies.
Step 1
Students in good standing are required to take USMLE Step 1 before the official calendar start date of
the Year 3 calendar (pending performance on a required NBME self-assessment exam, provided by
SSOM near the end of that academic year, this date may be changed).
Students’ readiness to sit for USMLE Step 1 will be evaluated by ACE and OSA based upon performance
in courses and the mandatory NBME practice exam(s) provided (or approved) by SSOM. Practice exams
are required in March/April (with the entire M2 class) and one to two weeks before a student sits for
the actual USMLE Step exam. Failure to sit for the two mandatory practice exams will result in a
professionalism competency concern on your record.
Students identified by ACE and OSA who do not meet the recommended level of performance will be
reviewed and advised on a case-by-case basis to define an appropriate preparation plan and timing of
their Step 1 exams. Scoring guidelines are distributed by the Academic Center for Excellence and
Accessibility.
Students with INC or unremediated F grades from Year 2 are required to satisfactorily complete those
courses prior to sitting for Step 1.
Students who are required to remediate Year 2 courses and do so successfully must take Step 1 no later
than 6 weeks after the start date on the Year 3 calendar (pending performance on a required self-
assessment exam) in order to be promoted to Year 3.
Students not achieving recommended scores on the required self-assessment exam will be reviewed
and advised on a case-by-case basis by the Office of Student Affairs in consultation with the Academic
Center for Excellence and Accessibility to define an appropriate preparation plan and timing of their
USMLE Step 1 exam.
Academic progress may be delayed to allow adequate Step 1 preparation time at the discretion of the
Academic Review and Intervention Committee in consultation with the Student Promotion Committee.
Students who fail USMLE one or more times are subject to review by the Academic Review and
Intervention Committee.
Students who must retake USMLE Step 1 are subject to a change in their Year 3 schedule to provide a
study block and are required to meet with the Office of Student Affairs and the Academic Center for
Excellence to establish a preparation plan for a second attempt. Normally, students begin their re-take
preparation in the clerkship block following receipt of score results and no later than December 31
st
of
their M3 year. No clerkship or coursework is scheduled during the study block. Preparation for a second
attempt is typically no longer than 6 weeks. If, due to extenuating circumstances, you wish to request an
extension, you must petition the Associate or Assistant Dean of Students to review.
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Students who are not successful on a second attempt will meet with ACE and OSA to determine a study
plan for a third attempt. Students are expected to complete their retake preparation in the clerkship
block following receipt of score results. Preparation for a third attempt is no longer than six months, and
students are not enrolled in clerkships/coursework during this time. If, due to extenuating
circumstances, you wish to request an extension, you must petition the Associate or Assistant Dean of
Students for review. Students who are preparing for their third attempt will not be eligible to register for
coursework until exam scores are received.
Students who must prepare for a second or third attempt will most likely have to delay their completion
date and Match participation year.
Stritch limits students to three attempts to sit for Step 1. Failure of a third attempt on USMLE Step 1
results in an academic dismissal from SSOM.
Students who do not pass Step 1 by the end of the Year 3 curriculum are not permitted to enroll in Year
4.
No more than the equivalent of one academic year of time off cumulatively may be taken for the purpose of
studying for second and third USMLE re-examinations. Failure to follow this timeline will lead to a referral to
the Student Promotions committee and may lead to dismissal due to failure to progress in the curriculum.
Step 2 CK (Clinical Knowledge) and Step 2 CS (Clinical Skills)
Students should take Step 2 CK and CS after successful completion of all required Year 3 courses
(pending performance on a required NBME self-assessment exam provided by SSOM near the end of
the academic year, this date may be changed).
Students’ readiness to sit for Step 2 CK and CS will be evaluated by ACE and OSA based upon
performance in clerkships, the mandatory NBME practice exam(s) provided by SSOM, and the
Ambulatory Skills Assessment Exam. Students who do not meet the recommended level of
performance will be reviewed and advised on a case-by-case basis to define an appropriate
preparation plan and timing of their Step 2 exams. Scoring guidelines are distributed by the
Academic Center for Excellence.
Students who wish to sit for Step 2 CS prior to the end of Year 3 courses will need to submit a
petition to the Associate or Assistant Dean of Student Affairs for review. Students who are approved
for an earlier test date may not sit prior to May 1
st
of Year 3 (or with more than 8 weeks remaining
in required M3 clerkships).
Students must sit for Step 2 CK and CS by December 31
st
of Year 4 or prior to the start of the final
semester and post a passing score for USMLE Step 2 CK and CS no later than two months prior to
graduation in order to be eligible to participate in the commencement ceremonies. Non-compliance
with this timeline may result in delayed graduation and ineligibility to participate in the graduation
ceremony.
Students with unremediated F or INC grades are normally required to satisfactorily complete those
courses prior to sitting for Step 2 CK and CS.
Stritch limits students to three attempts each to pass Step 2 CK and Step 2 CS. Failure of a third
attempt on USMLE Step 2 CK or CS results in an academic dismissal from SSOM.
Students who do not pass Step 2 CK and CS on the first two attempts may petition the Office of
Student Affairs for an extension of time not to exceed six months and three total attempts to fulfill
this requirement. An extension of time is granted based on the structure and potential efficacy of
the proposed study plan.
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Students are advised to consult the USMLE website to determine score reporting dates for the test date
selected.
Length of Time to Complete Graduation Requirements
Students must complete a minimum of four academic years. Students are expected to graduate after four
consecutive academic years of enrollment except when a student is:
granted an approved LOA due to documented health problems or personal tragedy;
approved to pursue an educational or research experience outside of the standard four consecutive
year medical school curriculum; or
advised by ARIC or the Student Promotion Committee to alter their academic schedule.
CURRICULUM REQUIREMENTS
The curriculum consists of required core courses and clerkships, electives, academic requirements (case
papers and clinical rounds), and topics in medicine offered through vertically integrated courses (see Topics
in Clinical Medicine – Vertically Integrated Courses).
Year 1 and Year 2
Year 1 and Year 2 each consist of two semesters of 20 calendar weeks, including 18 weeks of classes.
Specific course information can be found on the Loyola University Medical Education Network (LUMEN)
website.
Required Year 1 courses:
Behavioral Medicine & Development
Function of the Human Body
Health System Sciences
Host Defense
Host Pathogens
Molecular Cell Biology & Genetics
Patient Centered Medicine 1
Structure of the Human Body
Topics in Clinical Medicine 1
Required Year 2 courses:
Mechanisms of Human Disease I and II
Patient Centered Medicine 2
Pharmacology and Therapeutics I and II
Attendance at two Ethics Grand Rounds
Topics in Clinical Medicine 2
Students must take and pass all required courses offered in the pre-clerkship curriculum at Stritch and
record a grade according to the regular schedule and school calendar. Proficiency exams are not offered for
the purpose of exempting a student from any graduation requirement.
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Students who are away from the preclinical curriculum may be required to complete a PCM1 or PCM2
refresher course before reentering the curriculum. This will be determined by the PCM2 course director in
collaboration with the Associate Dean for Student Affairs or designate.
Year 3 and Year 4
Year 3 includes 44 weeks of required clerkships and four weeks of research or clinical electives. Year 4
includes 12 weeks of required clerkships and 30 weeks of elective time. At least 12 weeks of required and/or
elective coursework must be completed in the final semester of enrollment. This may not be reduced by
elective credits accrued in earlier semesters of enrollment. Specific course information can be found on the
LUMEN website.
Students must comply with the teaching site’s standards, rules, regulations, administrative practices, and
policies.
Year 3 curriculum:
Family Medicine Clerkship
Medicine Clerkship
Obstetrics & Gynecology Clerkship
Patient Centered Medicine 3
Pediatrics Clerkship
Psychiatry Clerkship
Surgery Clerkship
Neurology Clerkship
Clinical or research electives (see Electives)
Attendance at two Ethics Grand Rounds (four total required in Years 2 and 3 combined)
Completion of an Ethics Case Analysis Paper
Topics in Clinical Medicine 3 - Successful completion of vertical curriculum as specified below with a
final comprehensive examination for vertically integrated curricular topics (see Topics in Clinical
Medicine – Vertically Integrated Courses section)
Year 4 curriculum:
Critical Care Subinternship selective
Ward Subinternship selective
Emergency Medicine Clerkship
Clinical or research electives (see Electives)
Topics in Clinical Medicine – Vertically Integrated Courses
Certain topics (e.g., preventive medicine, radiology, end of life care) are taught throughout the first three
years of the curriculum in multiple courses and clerkships. Each topic is designated a Vertically Integrated
Course (VIC) and is reported on the Stritch transcript under one required course heading: Topics in Clinical
Medicine (TCM).
Acquisition of knowledge, skills, and professional attitudes and behaviors is evaluated as part of the
course/clerkship examination(s) in which the material is presented and by a final comprehensive exam given
after all of the individual components of a VIC are completed. Each VIC and the TCM is graded as Pass/Fail.
Attaining a Pass in TCM is required for graduation and to do so, a student must receive a Pass in each
individual VIC. Failure on any component of an exam or exams necessitates taking and passing a make-up
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exam. Failure on a make-up examination requires remediation as deemed appropriate by the specific VIC
Course Director.
Bioethics and Professionalism
Students are required to successfully complete the following components:
attend four Ethics Grand Rounds
submit an Ethics Case Analysis Paper due in the Spring of Year 3 and receive a passing grade
Selective Required Sub-Internship
Students who desire to meet one of the Sub-Internship requirements in the Year 4 curriculum through an
extramural elective sub-intern clerkship may apply to do so by meeting the following requirements:
A petition must be filed at least 60 days prior to the start date to have the external Sub-internship
fulfill the clinical portion of the SSOM Sub-internship requirement.
Only one of the two required sub-internship experiences may be completed externally.
Only the clinical portion of the required Sub-Internship may be completed externally. The Stritch
sub-internship simulations, OSCEs, and final examination must be completed and passed to meet
the required curriculum requirement.
Students will be responsible for the sub-internship orientation material, lecture-discussion sessions,
and completion of the SSOM Sub-I online modules.
Contact the sub-internship course coordinator for details.
Electives
The current curriculum requires completion of a minimum of 26 weeks of electives, most of which must be
completed within the 34 weeks available in the Year 3 and Year 4 curriculum.
Part-time elective credit policy, Class of 2020 only: No more than three (3) elective weeks earned in
Year 1 and Year 2 may be applied toward graduation.
Part-time elective credit policy, beginning with the Class of 2021: Students are allowed to apply a
maximum of four weeks of part-time elective credit from M1 and M2 years (combined) to fulfill
elective requirements. Students are also limited to a maximum of four weeks of part-time elective
credit from M3 and M4 year (combined) to apply towards graduation requirement totals. Thus, the
maximum part-time elective credit allowed is eight weeks (up to four weeks from M1/M2 years and
up to four weeks from M3/M4 years).
Electives taken in Years 1-2-3 must be intramural.
Year 4 electives may be intramural or extramural, but the maximum number of extramural weeks
permitted to be applied toward the MD degree is 12 weeks.
The majority of electives in Year 4, 16 weeks of the 26 weeks minimum, must be at least four (4)
weeks in length.
Students must be enrolled in at least 12 weeks of full-time required and/or elective clerkships in the
final semester of enrollment before graduation.
Students are limited to eight (8) weeks of credit in internationally-based global health electives and
individually designed electives (i.e., an elective not listed in Stritch's or another US allopathic medical
school's elective catalog).
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Elective approval is granted within guidelines whose primary purpose is to confine the educational program
to sites at which coursework can be regulated as to content, orientation, and from which meaningful
evaluation of student performance can be obtained from an appropriate faculty member. Complete policies,
regulations, and rationale regarding a student's preparation of their elective program, its content, and the
registration procedures are published in Stritch’s Elective Course Catalog.
In conferring the MD degree, Loyola University Chicago is obligated by various licensing agencies to certify
that students meet certain program requirements, including the very important one of time in residence.
Such certification is obviously invalid if a significant amount of the elective educational experience occurs
outside the surveillance of our faculty. The primary reasons for these constraints arise from our institutional
accountability to licensing and accreditation agencies and our concern with appropriate cost
reimbursement.
Students must comply with the teaching site’s standards, rules, regulations, administrative practices, and
policies. Electives must be registered and cancelled in accordance with the policies and procedures outlined
in the Elective Course Catalog.
COMPETENCY REQUIREMENTS
Competencies
Stritch School of Medicine requires medical students to develop competency in eight areas of performance
to the level expected of new physicians entering graduate medical education programs.
Students are broadly trained and prepared to undertake graduate medical education training and choose
careers in academic medicine, community medicine, and/or research. Faculty members are committed as
teachers, mentors, and role models to support the development of these student competencies:
Medical Knowledge
Patient Care
Interpersonal and Communication Skills
Practice-Based Learning and Improvement
Professionalism
System-Based Practice
Interpersonal Collaboration
Personal and Professional Development
Stritch School of Medicine Goals and Objectives provides a detailed description of these competencies.
Competencies are evaluated in all Stritch courses and students are required to successfully meet
competency standards to be eligible for promotion and graduation.
Competency Evaluation and Assessment Review Committee
The Competency Evaluation and Assessment Review Committee (CEARC) reviews the school's competency-
based learning objectives for each course and clerkship and utilizes student performance data with respect
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to the specified learning objectives to target, develop, and calibrate assessment instruments for each of the
eight required competencies.
Academic Review and Intervention Committee
The Academic Review and Intervention Committee (ARIC) is responsible for monitoring student performance
on examinations and evaluations of competencies, small group activities, and clinical experiences to identify
students who require observation, intervention, and/or remediation. An action plan based on individual
needs will be designed and monitored by the committee in collaboration with the student. ARIC will report
to the Student Promotion Committee.
Student Promotion Committee
The Student Promotion Committee (SPC) is responsible for overseeing and enacting the policies regarding
the academic and professional standards of all medical students and their programs toward graduation.
The SPC reviews student academic performance and competency status after each semester and after
USMLE Step 1 and Step 2 examinations. In addition, the committee review will determine a student’s
academic status as he/she progresses through the curriculum and approve them for advancement and
eventually graduation.
The committee makes recommendations regarding:
promotion, probation, repeat of coursework, suspension, withdrawal or termination of a student for
academic or professional concerns;
determination of satisfactory progress;
monitoring and advising on required remediation programs as developed by ARIC or
course/clerkship directors concerning SSOM competencies and academic progress; and
determination of whether a student has fully satisfied the requirements for a medical degree.
The committee seeks to support and develop students’ academic and professional competence and
strengthen the overall academic environment toward successful degree completion.
See Appendix E.
ACADEMIC CALENDARS AND SCHEDULES
Official academic calendars and course/clerkship schedules for each curricular year are published on SSOM
website. The academic calendar sets the beginning and ending dates of each enrollment term and specifies
approved vacation periods and no-class days. The course/clerkship schedule provides a daily list of class
sessions and times. Changes are normally not made to the calendar or schedule once the term has started
except for unforeseen exigencies and only with the approval of the Office of Educational Affairs in
collaboration with the Office of Registration and Records.
Examinations
The Office of Registration and Records publishes an examination schedule at the start of each semester. It is
the student's responsibility to confirm the exact time, place, and format of all announced exams. Students
are obligated to take examinations on the days and times specified on the course/clerkship schedule and by
the course/clerkship administration.
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Students may be excused from an examination for the following reasons:
serious illness, which must be documented by a note addressed to the Associate Dean for Student
Affairs from Loyola’s Student Health Service
emergency situation, which must be reported to the Associate Dean for Student Affairs or designate,
citing evidence for granting an authorized absence, who approves the absence in consultation with
the Course/Clerkship Director
The Associate or Assistant Dean for Student Affairs and the Course/Clerkship Director (or Coordinator) will
determine the date and time of the rescheduled exam. The Associate Dean or Assistant Dean for Student
Affairs have final authority on setting new date. Exams must be rescheduled immediately upon the student’s
return to class in cases of sudden illness or emergency situations. The student will get an email from the
Course/Clerkship Coordinator confirming date and time of the rescheduled exam. The student is required to
respond to the coordinator within 24 hours of this email. Unauthorized absence from an examination
generally results in a score of zero for which the consequence is normally failure of the course.
Changes in exam schedule for other personal reasons, except as noted above, are not normally made.
For further details on the SSOM attendance policy, see pages 35 – 36 and 42.
PERMANENT RECORDS
Permanent File Contents
A student’s permanent file as maintained in the Office of Registration and Records contains the following
documents:
Admission application
Registration information
Stritch transcript (unofficial copy added after graduation)
Transcripts from all post-secondary schools from which a degree was awarded or evidencing
successful completion of a program required for admission to Stritch
Grades and written evaluations, including competency assessments and narrative comments
USMLE score reports (electronic version only)
Notations of awards for academic achievement
Status and name changes
Photograph
Other important correspondence addressed to the student
Medical School Performance Evaluation (MSPE), also called the Dean's Letter
FERPA Compliance
Letters of recommendation, including those sent as part of the application for admission to Stritch and those
submitted to support the residency application process, are not kept in the student's permanent file.
Disclosure of the student's permanent academic records to anyone other than recognized school officials
with a legitimate need to know must have prior written consent of the student. Requests for information
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and letters of consent to release these records from the student are maintained in accord with FERPA
guidelines.
The Family Educational Rights and Privacy Act of 1974 (FERPA) protects the confidentiality of these records.
Refer to the Access to and Disclosure of Student Records section or contact the Office of Registration and
Records for further assistance.
Directory information is normally released without your prior consent upon request unless there is a written
request on file with the Office of Registration and Records to withhold your directory information.
Transcript of Grades
The precautions the Office of Registration and Records takes in issuing transcripts are intended to protect
the student's right to privacy:
Transcripts may be issued upon written request of the student.
Only official transcripts are issued by the Office of Registration and Records.
All financial obligations to the university must be met prior to issuance of a transcript.
Only the record of the work done and grades earned while registered at Loyola University Chicago
Stritch School of Medicine is included on the official transcript.
USMLE scores and class rank are not listed on the official transcript.
Those original records and documents submitted as evidence of completion of education
requirements at institutions other than SSOM submitted as part of the application to Stritch do not
appear on the official transcript and cannot be released or copied.
Use of Anonymous Student Data
The Faculty and Administration of Loyola Stritch School of Medicine strive to continuously improve the
curriculum and student experience. As such, we study the educational process and outcomes of students.
When medical student records are used to improve the curriculum or other student programs, they are
coded so that students are not identified and therefore students are protected from the loss of privacy and
confidentiality. Information used to assess an educational process or outcome include demographic
information, application materials, educational assessments and evaluations and other outcomes. Results of
these analyses may be shared with faculty and administrators during improvement processes, scholarly
presentations or publications. Any questions regarding privacy or confidentiality of student records may be
made to the registrar.
CLINICAL SCHEDULING
Clerkship Track
Students are assigned by lottery to a track that determines the sequence in which they take required clinical
courses, commonly referred to as clerkships, and electives. Information about the clerkship track system and
the policies that govern the lottery process are published separately and distributed to M2 and M3 students.
Departments also conduct lotteries that determine a student’s teaching site assignment. All required
clerkships must be taken at Loyola University Medical Center or a site designated by Stritch for that
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clerkship. Students must comply with the assigned teaching site’s standards, rules, regulations,
administrative practices, and policies.
Workweek
Clinical and educational work hours are direct and indirect supervision and oversight of clinical and
educational activities related to patient care, which do not include reading/studying time spent away from
the clinical site, on any required clerkship or elective at Loyola University Medical Center or affiliated site.
The intent of these guidelines is to ensure that the student arrives at their clinical site adequately rested,
ready to participate in the care of patients that demonstrates their responsiveness to patient needs that
supersedes self-interest. Clinical Educational activities must follow these guidelines:
Students are limited to no more than 80 hours/week, including all call activities averaged over a
four-week period, including educational activities.
At least one day (24 hours in duration) in seven free of all clinical and educational activities, when
averaged over four weeks.
At least a 10-hour time period between all daily duty periods and after in-house call to allow
adequate time for rest, personal activities, and study.
Student well-being includes the opportunity for students to access medical and dental care, including mental
health care, at times that are appropriate to their individual circumstances. Students must formally submit a
request to the Clerkship Director or designee and be provided with time away from their clerkship as
needed to access care, including appointments scheduled during their working hours.
Any amendment to Stritch's guidelines will be announced should national review of workweek standards
occur or local review within Loyola determine that a change is necessary.
On-Call
The objectives of in-house and on-call activities include learning and knowing how a hospital functions
differently at night as opposed to normal daytime hours, caring for patients not primarily assigned, learning
how to communicate with colleagues about their care, and recognizing and treating acutely ill patients who
require emergent hospital admission.
In-house call must not be more than every fourth night of continuous on-site duty, including in-house call,
and must not exceed 24 consecutive hours. Students must have at least 14 hours free of clinical work and
education after 24 hours of in-house call. In rare circumstances a student may voluntarily remain on the
clinical site to participate in the care of a single severely ill or unstable patient, provide humanistic attention
to the needs of a patient or family or to attend educational events. If any of these occur, they must be
counted toward the 80-hour maximum weekly limit.
Transportation Voucher Post-Call
Any student who considers him/herself too tired or fatigued to drive home safely and is unable to obtain
other alternative transportation should call a taxi. Reimbursement for a round trip between the clerkship
site and student's local address and back to the clerkship site for the next clerkship day is provided through
Stritch. The student should promptly submit the original fare receipt to the Vice Dean for Medical
Education’s office at Stritch for processing a reimbursement.
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GRADES
Final grades are determined by the individual courses and clerkships using methods appropriate to the skills
and knowledge they evaluate. These can include multiple choice and written exams, objective structured
clinical exams (OSCEs), student projects and presentations, laboratory exercises, small group problem-
solving sessions, and clinical floor performance. Students can be evaluated in up to eight areas of
performance and behavior, which are called competencies. Students must meet the minimal requirements
in each of the competency areas evaluated in order to successfully pass a course or clerkship (see
Competency Requirements). Students must complete end of course and clerkship evaluations by the
indicated deadlines or they will receive a “Meets with Concerns” listing for professionalism for the course(s)
in question.
Latin Honors at Graduation (through the Class of 2021)
Students achieving a grade average based on grades earned through the end of March in their final year,
equivalent to 3.5, 3.7, and 3.9 on a four-point scale, are recommended respectively for the graduation
honors of cum laude (with honor), magna cum laude (with high honor), and summa cum laude (with
highest honor).
Latin Honors at Graduation (beginning with the Class of 2022)
SSOM awards the following Latin Honors to students at graduation: cum laude (with honor), magna cum
laude (with high honor), and summa cum laude (with highest honor). Latin Honors are determined based on
student grades in required courses and clerkships through the end of March of the student’s final year. Due
to the M1/M2 pass/fail grading scale that came into effect with the Class of 2022, beginning with this class,
SSOM will award Latin Honors on the following scale:
Summa Cum Laude – Students academically ranked in the top 5% of their graduating class
Magna Cum Laude – Students academically ranked in the top 6-10% of their graduating class
Cum Laude – Students academically ranked in the top 11-20% of their graduating class
Students’ academic rank will be calculated based on the sum of the final numerical course scores that the
student receives for each required course and clerkship, weighted by the number of clock hours assigned to
the course or clerkship.
Due to the lack of standardized grading and numerical scores for electives, elective grades will not factor
into the Latin Honors calculation.
Grading System
H
Honors
HP
High Pass
P
Pass
P++
Pass (Pass/Fail courses only)
P*
Remediated Pass
U
Unsatisfactory
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F
Failure
INC
Incomplete
WD
Withdrawn (this grade can only be given prior to final exams when a student has officially
withdrawn or been granted a leave of absence.)
Grade Reporting
Year 1 and Year 2 grades are reported to the Office of Registration and Records within two weeks
(excluding official holidays) of the final examination or scheduled class session.
Year 3 and Year 4 grades are reported to the Office of Registration and Records within 30 days
(excluding official holidays) of the final examination or scheduled class session.
All grades earned in properly registered courses are recorded on the student's official transcript.
Written evaluations that accompany a letter grade documenting overall performance become part
of a student’s permanent record. Students are expected to review these evaluations.
If a student is assigned a U for a grade, they can receive no higher than a P as a final grade.
Class Rank
Because SSOM does not officially calculate or use GPA, we do not record a specific class rank. Instead all
students in a class are segregated into thirds according to academic performance. This is computed only
after all grades have been collected at the conclusion of Year 3 and is usually announced in August but no
later than September of Year 4. A final class rank is recomputed prior to graduation using grades collected
through period 11C (March of Year 4) for the purposes of determining Latin Honors for graduation.
Class rank is not posted on the official transcript and may only be released by the school with the
written authorization of the student.
Transfer students receive a class ranking based only on their work at Stritch.
P++, U, and INC grades are not used in computing class rank.
Class rank is used, with other variables, to determine final categories for the Medical School
Performance Evaluation (MSPE of Dean’s Letters).
Class rank is also used, with other variables, to determine Alpha Omega Alpha (AΩA) status.
Note: Beginning with the Class of 2022, Years 1 and 2 will be graded on a Pass or Fail basis. Grades of
Unsatisfactory or Incomplete may also be applied as needed.
Conflict of Interest
Any clinical faculty member who serves as a healthcare provider for a student cannot be assigned to that
same student as a faculty supervisor during their clerkship. Exceptions can be made for emergency health
situations. It is the primary responsibility of that faculty member (and student) to contact the clerkship
director to request a different faculty member be assigned to that student as their clinical clerkship
supervisor.
Likewise, any family member or relative of the student cannot serve as the evaluative supervisor of a
student on a required clerkship or elective. It is the primary responsibility of that faculty member (and
student) to contact the clerkship director to request a different faculty member be assigned to that student
as their clinical clerkship supervisor.
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Petition for Review of Grade Assigned
A student who wishes to request review of the final grade received in a course/clerkship/elective may do so
by submitting a written petition to the Course/Clerkship/Elective Director with a copy to the Associate Dean
for Student Affairs. Petitions must specifically state the reason for requesting a review and must be
submitted within two months of the date the grade was posted.
A student who is dissatisfied that the response did not address the concerns stated may request a review of
his/her appeal to the Course Director (Year 1 courses, Year 2 courses, and PCM 3) or to the department chair
of the clerkship/elective (Year 3 and Year 4) within one month of receipt of the original response to the
petition. In Years 3 and 4, a final petition to the Vice Dean for Medical Education must be limited to concerns
relating to the violation of school policy, course's stated grading procedure, or that an unjust decision was
rendered. Petitions filed longer than two months following posting of the grade in question are not heard.
PROBATION AND NOTICE
Any student who is no longer in good standing shall be placed on academic notice or probation for a
specified period recommended by ARIC to the Student Promotion Committee. The student will be notified in
writing of the notice or probationary status, both when it starts and when it ends. Probation status will not
be removed until improvement has been demonstrated by the student.
Notice
The following guidelines apply to academic notice. A student is put on notice by:
failing a course, clerkship, or elective;
failing to achieve required competency levels during one course, clerkship or elective;
failing to maintain acceptable academic, ethics or professional behavior; or
failing USMLE Step 1 or 2; and/or
Please note: Notice status is not placed on a student’s academic transcript.
Probation
The following guidelines apply to academic probation. A student is placed on probation by:
failing one course, clerkship, or elective while on academic notice status;
failing to achieve required competency levels for a course while on academic notice status;
failing to maintain acceptable academic, ethics or professional behavior while on notice; fails USMLE
Step 1 or 2CK or CS more than once; or
committing an egregious professional breach requiring immediate assignment of probation without
having been on Notice.
After the student has completed the required course(s) and/or competency and/or retake of the
appropriate national examination, the SPC will again review the academic record of the student who is on
academic probation. The SPC will determine if the student will be reinstated to good standing. A student
cannot graduate while on academic probation.
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Please Note: a student’s performance may be determined by SPC to be subpar enough to justify probation
status immediately without a previous “notice” status. In such cases the student will be notified.
FAILURES AND REMEDIATION
A student who has failed a course, clerkship, elective, or board exam, may be placed on academic probation
by the Student Promotion Committee. The student is required to engage in an academic advisement process
through the Office of Student Affairs and the Academic Center for Excellence in collaboration with the
student advisor and/or Course/Clerkship/Elective Director when appropriate. Such a process also might be
suggested by the Academic Review and Intervention Committee.
A remediation plan for students who have failed is developed by the appropriate parties according to policy
guidelines. Engaging in the proposed recommendations made by the Academic Review and Intervention
Committee is considered mandatory by the Stritch deans and faculty. The Student Promotion Committee
will review students’ adherence to the remediation process as well as the remediation outcome in deciding
if a student will be promoted to the next academic year.
Year 1 and Year 2
Remediation of a Single Failure
Students with one final course grade of F must attempt to pass a make-up examination offered by the
course prior to the start of the next academic year. The Course Director, in consultation with the Associate
Dean for Education, is responsible for producing an examination that is rigorous enough to assure that the
student has achieved competency in the material. The remediation examination schedule is determined by
the Office of Student Affairs and the Academic Center for Excellence in consultation with the Course
Director according to the time lines shown below. A student with a failing grade below 60% may be denied
the opportunity to remediate the failure by an end of year exam and may instead be required to repeat the
course. The Course Director may make recommendations to the Student Promotion Committee, who will
review the request and decide whether or not summer remediation is an option.
A Year 1 remediation exam is scheduled at the end of the academic year and must be completed at
least one week prior to the start of the next academic year. The schedule is set to allow the student
a study period and the exam must be taken according to the date specified by Stritch.
A Year 2 remediation exam is scheduled to allow the student ample time to complete the course
and prepare to take the USMLE Step 1. Students with an unremediated F or INC grade(s) from Year 2
are required to satisfactorily complete those courses prior to sitting for Step 1.
Students needing to remediate a course should expect to alter their summer schedules based on input from
the Course Director, Office of Student Affairs, and Academic Center for Excellence.
Prior to sitting for a remediation examination, a student should engage in a supervised review period under
the direction of the Course Director and the Academic Center for Excellence. Remediation exams are not
offered mid-year due to their potential disruption of focus on courses in progress during the next semester.
The following remediation conditions apply:
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An F grade successfully remediated by passing a make-up examination can only be converted to a P*
grade. The P* grade is defined on the Stritch transcript key as a Remediated Pass.
A student must have earned a P (or higher) or P* in every course attempted to be eligible for
promotion to the next curriculum level.
A single F grade not successfully remediated by passing a make-up examination requires repetition
of the entire course.
A student required to repeat a course must do so at Loyola and is not eligible to participate in any
courses offered at the next level while repeating a course.
While a course repeat normally takes place during the next academic year, the student may request,
or Stritch may require, that the student take a leave of absence to seek learning or personal
assistance, or engage in remedial work, prior to attempting to repeat the failed course.
Stritch strongly recommends that a student repeating a course also audit other courses for which a
P* or marginal P grade was received in order to sustain readiness for taking the USMLE.
The transcript of a student who must repeat a course will permanently show the original F grade.
A student who fails the same course a second time is dismissed without the opportunity for
remediation by administrative action of the Stritch School of Medicine.
A student is not allowed more than one repeat year. After repeating any portion of the M1 year, a
student is not allowed to repeat any portion of the M2 year. In such a situation the student will be
dismissed from Stritch.
Remediation of Multiple Failures
A student who fails four or more courses in any one academic year during Year 1 or Year 2 of the curriculum
is not permitted to remediate any of these failures and the student is terminated from enrollment. Grades
of U and INC are not counted under this rule.
If a student fails five courses in Year 1 and Year 2 of the curriculum combined, then no remediation of the
fifth course is allowed, irrespective of whether the earlier failures were remediated, and the student is
dismissed.
A student with three or fewer final course grades of F in a given year must attempt to pass make-up
examinations offered by the course prior to the start of the next academic year. The Course Director is
responsible for producing an examination that is rigorous enough to assure that the student has achieved
competency in the material.
The remediation examination dates are determined by the Office of Student Affairs and the Academic
Center for Excellence in consultation with the Course Director according to the timelines shown below:
Year 1 remediation exams are scheduled at the end of the academic year and must be completed at
least one week prior to the start of the next academic year. The schedule is set to allow the student
a study period prior to each exam and the exams must be taken according to the date specified by
Stritch.
Year 2 remediation exams for failed courses are scheduled no later than mid-July following the end
of Year 2 in order to allow sufficient time for the student to prepare to take the USMLE Step 1 no
later than 6 weeks from the start date on the Year 3 calendar. Please note: remediation for failed
M2 courses cannot be done before the end of the spring semester of the M2 year.
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Students with unremediated F or INC grades from Year 2 are required to satisfactorily complete
those courses prior to sitting for Step 1.
Students needing to remediate courses should expect to alter their summer schedules based on input from
the Course Director, Office of Student Affairs, and Academic Center for Excellence.
Prior to sitting for remediation examinations, a student should engage in a supervised review period under
the direction of the Course Director and the Academic Center for Excellence. Remediation exams for failed
courses are not offered mid-year due to their potential disruption of focus on courses in progress during the
next semester.
The following remediation conditions apply:
A student must have earned a P (or higher) or P* in every course attempted to be eligible for
promotion by the Student Promotion Committee to the next curriculum level.
F grades successfully remediated by passing a make-up examination can only be converted to P*
grades.
The P* grade is defined on the Stritch transcript key as Remediated Pass.
A student must successfully remediate by make-up exam all but one of the three initially failed
courses to earn the opportunity to repeat the one course not successfully remediated through the
make-up exam opportunity. Failing more than one course remediation during summer remediation
will lead to automatic dismissal for the SSOM.
A student who must repeat one or two courses must do so at Loyola and is not eligible to take any
courses offered at the next level while repeating a course.
While this repeat normally takes place during the next academic year, the student may request or
Stritch may require that the student take a leave of absence to seek learning or personal assistance
or engage in remedial work prior to attempting to repeat the failed courses.
Stritch strongly recommends that a student repeating a course or courses also audit courses for
which a P* or marginal P grade was received in order to sustain readiness for taking the USMLE.
The transcript of a student who must repeat course(s) permanently shows the original F grade.
A student who fails the same course a second time is automatically dismissed by administrative
action of the Stritch School of Medicine.
Assignment of an Incomplete Grade
An INC grade is only given prior to a final exam upon recommendation of the Course Director and
approval of the Associate Dean for Student Affairs, usually in cases of illness, emergency, or personal
tragedy.
INC grades should be removed within two weeks from the end of the course or in accord with an
alternate plan approved by the Course Director and Associate Dean for Student Affairs.
A student without an approved alternate plan who has not cleared the INC grade before the start of
the next academic year will have the INC grade converted to an F grade.
Assignment of a U Grade
A U grade may be reported if a student fails a competency component other than medical knowledge. The
student has one opportunity to remediate this grade. The remediation is appropriate to the failed
component(s) of the course as follows:
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unsatisfactory performance in required assignments or small groups;
unsatisfactory performance of those responsibilities assigned to the student with respect to patient
care (clinical performance);
not meeting expected competencies;
behavior that is judged by the student’s immediate supervisory faculty to be inappropriate,
disruptive, or, in any way, deleterious to the learning environment;
documentation by supervisory faculty of inappropriate behavior to the Course/Elective Director,
who then notifies the student in writing and meets with the student regarding the assignment of the
U grade in the course/elective.
Remediation of a U Grade
The U grade should be remediated within the time frame identified by the Course/Elective Director
in consultation with the ARIC. Upon prior written petition from the student or the Associate Dean
for Student Affairs, additional time may be granted to remove the U to avoid conflict with another
upcoming exam or course in progress, or other serious reason.
The U grade can only be converted to a P or F grade. The department may recommend or require
additional remedial work prior to offering the student an opportunity for clearing the U grade. No
academic credit is given for remedial work.
Only one remediation opportunity is offered to remove a U grade. The remediation should be
appropriate to the portion of the coursework in which the student’s performance was
unsatisfactory. A student will automatically be dismissed if he does not successfully remediate the
portion of the course.
A U grade in a course requires evaluation of the student’s progress by ARIC, which may lead to
action by the Student Promotion Committee, including placing the student on academic probation.
Assignment and Remediation of Meets with Concern Competency Evaluation
Students who receive a Meets with Concern assessment in one or more competencies in one or more
courses are subject to review by the Academic Review and Intervention Committee with input from the
appropriate Course Director(s) to determine if a remediation process is necessary.
Assignment and Remediation of Does Not Meet Competency Evaluation
A Does Not Meet assessment in any course competency other than medical knowledge WILL result in a U
grade for that course. (A Does Not Meet assessment for the medical knowledge competency results in an F
grade.) A plan to address these deficiencies is determined by the Academic Review and Intervention
Committee (ARIC) and the Student Promotion Committee with input from the appropriate Course
Director(s) to determine the form and format of the remediation.
Year 3 and Year 4
The Student Promotion Committee will review students’ performances in all officially registered Year 3 and
Year 4 electives and clerkships, and all competency evaluations to determine eligibility for degree
completion.
Unsatisfactory Performance or Academic Failure
If a student's performance on exams, papers, projects, OSCE or clinical performance is unsatisfactory, the
Clerkship Director may report a U or F grade depending on the severity of the deficiency.
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Assignment of a U Grade
A U grade is reported if a student fails the clinical performance portion or receives an overall fail on the
performance or competency components evaluated. The student has one opportunity to remediate this
grade. The remediation is appropriate to the failed component(s) of the course for the following reasons:
unsatisfactory performance in examinations or other required assignments;
unsatisfactory performance of those responsibilities assigned to the student with respect to patient
care (clinical performance);
not meeting expected competencies;
behavior that is judged by the student’s immediate supervisory faculty to be inappropriate,
disruptive, or, in any way, deleterious to the delivery of proper and humane medical care;
documentation by supervisory faculty of inappropriate behavior to the Course/Elective Director,
who then notifies the student in writing and meets with the student regarding the assignment of the
U grade in the course/elective.
Remediation of a U Grade
If clinical performance was satisfactory, but other components were failed, the student is expected
to remediate the relevant components and, usually, at least half of the clinical component. The
Clerkship/Elective Director and/or the Student Promotion Committee may require or recommend
additional remedial work, including additional clinical experience beyond half of the
course/clerkship/elective.
If clinical performance was unsatisfactory, the student must repeat no less than half and, in some
cases, the entire clerkship/elective, including exams, papers, and projects even if these components
were originally passed.
The U grade should be remediated within three months from the date the U grade was posted.
Upon prior written petition from the student or the Associate Dean for Student Affairs, additional
time may be granted to remove the U to avoid conflict with another upcoming exam or course in
progress, or other serious reason.
The U grade can only be converted to a P or F grade. The department may recommend or require
additional remedial work prior to offering the student an opportunity for clearing the U grade. No
academic credit is given for remedial work.
Only one remediation opportunity is offered to remove a U grade. The remediation should be
appropriate to the portion of the coursework in which the student’s performance was
unsatisfactory. Unsuccessful remediation is an automatic dismissal.
A U grade in a course or clerkship requires evaluation of the student’s progress by ARIC, which may
lead to action by the Student Promotion Committee, including placing the student on academic
probation. Two U grades in Years 3 or 4 will necessitate interruption in clerkship progression until
remediation is complete.
No academic credit is given for remedial work.
Assignment of an F Grade
An F grade is reported if a student fails the remediation attempt.
An F grade is reported if a student is terminated from the clerkship for severely poor clinical
performance portion or receives an overall fail on the performance.
Termination of clinical performance automatically results in an F grade for the entire
clerkship/elective and is referred to the Student Promotion Committee for appropriate action
according to the Academic Policy Manual, including placing the student on academic probation.
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Remediation of an F Grade
In all instances of a failure, the student is required to complete the remediation under the supervision of
faculty designated by the Clerkship/Elective Director. In the case of a failed extramural elective, the
appropriate medical school department in consultation with the Student Promotion Committee determines
a suitable remedial experience. Remediation of a failed clinical course/clerkship/elective may result in
delayed graduation and/or modification of the remainder of the student's academic program.
If the student successfully remediates, the Clerkship/Elective Director reports a grade change from F to P*
(passed by remediation) for exam remediation and other components of the course/clerkship/elective. If the
student does not successfully remediate, an F grade is reported and the student is dismissed due to
academic failure by administrative action of the Stritch School of Medicine.
Remediation of Multiple Failures
Students may not receive a P* or F grade in more than two required or elective clerkships. If an F grade is
reported for a third required or elective clerkship, the student is automatically dismissed by administrative
action of the Stritch School of Medicine.
Assignment and Remediation of Meets with Concern Competency Evaluation
Students who receive a Meets with Concern assessment in one or more competencies in one or more
courses/clerkships/electives are subject to review by the Academic Review and Intervention Committee and
the Student Promotion Committee with input from the appropriate Course/Clerkship/Elective Director(s) to
determine if a remediation process is necessary.
Assignment and Remediation of Does Not Meet Competency Evaluation
A Does Not Meet assessment in any course/elective/clerkship or any competency WILL result in a U grade
for that course. A plan to address these deficiencies is determined by the Academic Review and Intervention
Committee (ARIC) and the Student Promotion Committee with input from the appropriate Course
Director(s) to determine the form and format of the remediation.
ATTENDANCE
Year 1 and Year 2
Students have the professional responsibility to participate in and interact with faculty in scheduled course
sessions during Year 1 and Year 2, including laboratories, lectures, and other learning activities.
Attendance is mandatory in Patient Centered Medicine courses, clinical courses, and any other course or
course component for which attendance is announced as required, such as small group sessions and
objective structured clinical examinations (OSCEs).
Unexpected/Emergency Absences from Required Activities
Examinations or other required academic activities missed due to illness or other legitimate, serious,
extenuating reasons may be made up only if the Assistant Director for Student Affairs, Course Director, and
Course Coordinator have received notice of the absence, in advance if non-emergent or as soon as possible
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if emergent, and granted permission for an excused absence. Absence due to illness requires written
documentation from the Student Health Service submitted to the Office of Student Affairs.
Non-Emergent Absences from Required Activities
Petitions for approved absences for serious but non-emergent reasons from activities in which attendance is
mandatory (i.e. examinations) must be submitted in writing to the Assistant Director for Student Affairs, at
least thirty days prior to the start of the event for which the absence is requested. The Assistant Director
for Student Affairs may decide to share the petition with the Course Director in order to determine if the
excused absence may be granted. A student must have a serious reason for an excused absence or request
for a change in an exam date. The petition should detail the nature of the conflict and available supporting
documentation should be attached (e.g., copy of a jury summons or invitation to present a poster). A
petition for permission to be absent is a request, requires review, and is not automatically approved
simply by submission. In granting permission, the logistics and feasibility of rescheduling the missed
academic activity are weighed and the student is notified of the decision. Approval to reschedule an
examination specifies a date later than the original test date on which the test must be taken. An
examination cannot be rescheduled to a date earlier than the original exam date.
Non-emergency absences not requested at least thirty days in advance of the event may not be able to be
accommodated and may be denied.
Year 3 and Year 4
Attendance is mandatory in Patient Centered Medicine courses, clerkships, electives, and any other
course/clerkship/elective components where attendance is announced as required (see No Class Days and
Absences).
Students are eligible for regularly scheduled vacation periods according to the official academic
calendar.
Additional discretionary time off may also be possible within the student's schedule as stipulated in
the published policies of the clerkship track system.
M3 and M4 students must complete an Application for Discretionary Time in my LUMEN in advance
for approval of any one week period during which they wish to not be enrolled in full-time courses.
Complete policies governing availability of discretionary time in Year 3 and Year 4 are published in
the Stritch Elective Course Catalog. In general, students should not take more than eight weeks off
beyond the regularly scheduled vacation break weeks allowed in Year 3 and Year 4.
Absences
Any length of absence from any required activity or course/clerkship/elective component may need to be
made up at the discretion of the Course/Clerkship/Elective Director according to the form and/or format
specified by the department.
Unexpected/Emergency Absences
During Year 3 and Year 4, any unexpected absence due to illness or other serious emergency requires
prompt notification by the student to the Associate Dean or Assistant Dean for Student Affairs and to the
Course/Clerkship/Elective Director. This notification constitutes a request for an excused absence due to a
legitimate extenuating reason. The Office of Student Affairs alerts the course/clerkship/elective department
and/or director of the absence if the student is unable to do so.
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Examinations or other required academic activities that are missed may be made up only if the Associate
Dean for Student Affairs has granted permission for the absence. Illness requires written documentation
from the Student Health Service.
Non-Emergent Absences
Petitions for approved absences for non-emergent reasons are reviewed by the Course/Clerkship/Elective
Director and/or Coordinator, and a decision is made to approve the request or not. In some cases, the
Associate or Assistant Dean for Student Affairs may be consulted before a decision is made. The student
must have a serious reason for an excused absence in Year 3 and Year 4 (e.g., wedding of a sibling or
research presentation). Should a student have a serious reason for wishing to take a day or two off, a
written petition must be submitted at least 30 days prior to the start of the course/clerkship/elective in
which the absence would occur.
The petition detailing the nature of the conflict should be sent to both the Course/Clerkship/Elective
Director and the Coordinator. Supporting documentation should be attached (e.g., copy of a jury summons)
to the petition, which requires review and is not automatically approved simply by submission. By
notifying the relevant school offices at least one month in advance of the start of the rotation, the student’s
clerkship specialty service and call schedule is considered and adjusted to minimize the effect of any days
off. The student is notified of the decision by the Course/Clerkship/Elective Director or the Office of Student
Affairs. Non-emergency absences not requested at least a month in advance of the start of the clinical
course cannot be accommodated.
No Class Days
Students are excused from courses, clerkships, and electives on the days listed below. Students should refer
to the official academic calendar for the dates that these holidays are scheduled at Stritch each year. Clinical
students could be on duty or on call during weekends following or preceding a No Class Day.
Martin Luther King Day observance
Match Day (M4 students only)
Good Friday* through Easter Sunday inclusive
Memorial Day*
July 4
th
Independence Day* or recognized holiday
Labor Day*
Thanksgiving Day through that Sunday inclusive (clinical students are not on-call the day before
Thanksgiving but are expected to be on duty)
*If a clinical student is on-call the day prior, he/she is excused by 10:00 pm.
On-Call During No Class Days
Students on required subinternships at Loyola University Medical Center or affiliated sites could be on-call
on No Class Days (except Thanksgiving Day through that Sunday) if it is their scheduled turn on-call and, in
the opinion of the Clerkship Director, taking call is in the best interest of patient care and educational intent.
Special Notes
The St. Luke Celebration occurs in October on dates announced in the official academic calendar. Class
schedules during this week may be modified to permit special events that mark this Loyola tradition.
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St. Albert’s Day is observed in the fall and dates are published in the official academic calendar. Students
participating or attending may do so according to Stritch's announced attendance guidelines.
On holidays designated by the Veterans Administration Hospital that are not on the official Stritch
academic calendar as No Class Days (Columbus Day, US Presidents Day, Veterans Day), students assigned to
that site must attend with their assigned service.
Students who need additional interpretation of the attendance policies are asked to contact the Office of
Student Affairs.
LEAVE OF ABSENCE
General Policies and Procedures
All leave of absence (LOA) requests must be submitted in writing to the Associate or Assistant Dean for
Student Affairs and normally approved in advance of the proposed starting date. Usually, a student must be
in good academic standing, have no outstanding U or F or INC grades on his/her transcript, and have
satisfied all graduation requirements normally expected for the student's level of training before the request
is granted.
Requests for a leave of absence not covered by the various leave categories described below are considered
on an individual basis by the Associate or Assistant Dean for Student Affairs and may be reviewed by the
Student Promotion Committee.
A LOA typically may not exceed one calendar year in length except as described below. Students are
expected to graduate after four consecutive academic years of enrollment except when a student is:
granted an approved LOA due to documented health problems or personal tragedy;
approved to pursue an educational experience outside of the standard four consecutive year
medical school curriculum;
approved to pursue a research experience outside of the standard four consecutive year medical
school curriculum;
Parental leave language.
The Academic Policy Manual and graduation requirements in effect for the reinstated student's new
graduating class will apply to the student for the balance of their enrollment at Stritch.
Students may be required to vacate their assigned locker and mailbox, as well as make disability insurance
premium payments directly to the vendor. Depending on the timing of the LOA, students may not be eligible
for the university’s hospitalization insurance plan during the leave. Students on leave may be eligible to
retain other student services upon payment of the usual fees. Details are available in the Bursar Office.
Health-Related Leave
LOA requests for illness must be submitted in writing to the Associate Dean for Student Affairs together with
a letter from a physician caregiver that:
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stipulates the existence of a medical condition of such nature that a leave of absence is
recommended;
specifies that an appropriate course of therapy will be instituted;
identifies the supervising physician; and
indicates that a progress report authorized by the student will be submitted prior to reinstatement.
Additional supporting documentation may be required depending on the circumstances.
A LOA for health-related reasons may be approved for periods up to one year. The Associate or Assistant
Dean for Student Affairs, in consultation with the Student Promotion Committee, may extend a health LOA
in unusual circumstances upon written request of the student.
The student should submit in writing a formal petition to resume medical training to the Associate or
Assistant Dean for Student Affairs preferably at least four months in advance of the anticipated date of
return. In all cases of approved leaves of absence for health-related reasons, the student is not permitted to
return to class unless the physician caregiver also has certified in writing to the Associate or Assistant Dean
for Student Affairs that the student is capable of resuming a full course load in medical school.
Special Academic Programs
A leave of absence also may be approved for the following activities:
study for an advanced degree in scientific areas related to medicine, for example, MD/PhD program;
research activities related to medicine, but not necessarily directed toward an advanced degree;
study in specialized areas not available at the Stritch School of Medicine and not necessarily directed
toward an advanced degree; or
to engage in a Stritch approved remediation study plan for course, clerkship, elective, or USMLE
remediation.
Students must submit a proposal describing the purpose and goals of the leave. Approval is given only if the
value of the proposed program is considered unique and sufficient to outweigh the disadvantages of
interruption of the regular medical curriculum. Decisions for leaves in this category are reviewed by the
Associate Dean for Student Affairs in consultation with the Student Promotion Committee if necessary. The
decision in these cases also is influenced by logistical constraints associated with translocation of students
from one graduating class to the succeeding one.
Students petitioning for LOA between Year 3 and Year 4 are required to sit for USMLE Step 2CK prior to the
start of the requested leave time.
Students accepted into Loyola's MD/MS or MD/MA degree programs normally may be granted up to a one-
year leave. Students accepted into the MD/PhD dual-degree program and making satisfactory academic
progress may be granted successive one-year leaves of absence upon the recommendation of the MD/PhD
Steering Committee to enable the student to complete the PhD requirements.
Student transitions in enrollment between the Stritch School of Medicine MD degree program and the
Loyola Graduate School PhD program are detailed in the Timeline for MD/PhD Students, available in the
MD/PhD office at the health sciences campus.
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If the Graduate School or the MD/PhD Steering Committee notifies the student and Stritch that the student
is not making satisfactory progress toward completion of the MA, MS, or PhD graduate degree, then the
Associate Dean for Student Affairs in consultation with the Student Promotion Committee determines
whether the LOA granted by the Stritch School of Medicine should by continued or revoked. If the leave is
revoked, the student is expected to resume full time medical training toward the MD degree on or before
the beginning of the next academic semester at Stritch according to the course start dates for the student's
level of enrollment, or voluntarily withdraw from the Stritch School of Medicine within one month of the
leave's revocation. In either case, there is an annotation on the medical school transcript regarding the
revocation of the leave.
Other Absences
Prolonged absences in excess of normal discretionary time and regularly scheduled holidays and vacations
for reasons other than those stated above are not normally approved. Specifically, requests are not
approved for the following reasons:
pursuit of a non-medically related program or unstructured activity;
employment;
preparation for the first time taking of USMLE exams (pending performance on a required NBME self-
assessment exam provided by SSOM near the end of the academic year which might require that the
date be changed);
self-study;
time off solely to consider alternative career options;
residency interview travel;
other activities not related to the completion of the MD degree requirements.
Written requests for leaves of absence for reasons not covered in this Academic Policy Manual are
considered on an individual basis by the Associate Dean for Student Affairs and may be reviewed by the
Student Promotion Committee.
VOLUNTARY WITHDRAWAL, DISMISSAL, AND APPEAL
PROCEDURES
Voluntary Withdrawal
Withdrawal from the Stritch School of Medicine requires the student to secure permission from the
Associate or Assistant Dean of Student Affairs. The student is responsible for executing the withdrawal form,
financial aid exit interview, meeting all financial obligations to the university and Stritch, and return of all
university and school property, including keys, library materials, parking card, equipment, and photo
identification badge. Students also must vacate their assigned locker and mailbox. If these procedures are
not followed, the student is not in good standing or eligible for tuition refund, if any.
Students who request a voluntary withdrawal do so with the full knowledge that the Stritch School of
Medicine is under no obligation to consider a readmission application.
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Dismissal
Students who do not satisfactorily fulfill the requirements for promotion and graduation contained in the
Academic Policy Manual may be subject to temporary suspension or dismissal. A student who is dismissed
has the right to appeal the action to dismiss or otherwise change enrollment status. PLEASE NOTE: A
dismissed student is required to immediately return his or her student ID badge(s) to the SSOM Office of
Registration and Records.
Appeal Procedures
Students have the right to appeal an action to dismiss or otherwise change enrollment status. The student's
petition must be submitted to the Vice Dean for Medical Education in writing within 30 days of receipt of the
letter of dismissal or enrollment status change. The Student Appeal Board normally convenes within a
month to hear a petition received. The student is informed in writing of the date, time, and place of the
hearing. The student may represent themselves and/or ask members of their peer group and/or a Loyola
faculty member - any ally - to accompany them to the meeting. Allies may speak on behalf of the student if
the student wishes. Legal counsel is not present at the hearing; and no photography, videotape, or
audiotape recording is permitted. The Student Appeal Board considers student appeals on a case-by-case
basis. The recommendation of the Student Appeal Board is forwarded to the Dean for review and approval.
The Dean or designate notifies the student in writing of the final decision by email.
If a student is dissatisfied with the action of the Student Appeal Board and the Dean, he/she may submit a
petition for a final appeal to the University through the Provost. This appeal petition must be in writing and
received by the Provost within 30 days of notification by the Dean. The Provost or designee reviews the
appeal. Under Loyola University Chicago's due process norms, a student’s appeal to the Provost must be
limited to concerns relating to the violation of an official University or medical school policy or procedure or
that an unjust decision was rendered.
The Provost or designee informs the student in writing of the appeal procedure and outcome of the appeal.
Students are not entitled to any additional appeals within the University.
PROFESSIONAL BEHAVIOR
Expectations for Medical Students
Stritch School of Medicine students are expected to grow in the knowledge, skills, attitudes, and behaviors
expected of individuals who are training to become physicians. Our mission requires respecting all
individuals, creating and maintaining a positive learning environment, and consciously adhering to model
standards of behavior and interaction that are consistent with our institution’s Catholic and Jesuit heritage.
Our students are assumed to be of high moral character, expected to conduct themselves in a professional
manner, and behave as socially responsible citizens in keeping with the professional norms of medicine.
Students also are expected to maintain high ethical standards and practice academic honesty in all of their
educational endeavors. These actions are echoed in our competencies - eight areas of performance and
behavior that students must successfully meet in order to be eligible for promotion and graduation.
Competencies are assessed in all courses and are components of the evaluation process.
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To maintain a learning environment where individuals are encouraged and expected to perform to high
standards, certain behaviors are considered unprofessional and unacceptable including but not limited to:
accepting assistance from or giving assistance to another student during an exam or in the
preparation of any graded material;
plagiarism;
inappropriate access to, misuse of, or theft of academic related information or records;
inappropriate access to, misuse of, or theft of medical information or records, including electronic
medical records;
sabotaging another student’s laboratory experiment;
misusing another person’s signature;
falsifying academic grades or clinical evaluations, research data and/or results;
physical and verbal intimidation, bullying, or harassment;
lying, cheating, and fabricating information;
harassment (both sexual and non-sexual), patterns of sexual innuendo, obscenity, and defamation;
discriminatory actions based on race, gender, ethnicity, sexual orientation, and religion or other
status protected by law.
The following statements are expectations for all students at the Stritch School of Medicine.
Professionalism is considered in determining satisfactory academic progress. Failure to meet these
expectations is grounds for consideration of dismissal. These guidelines are not exhaustive, but represent
the kind of conduct and professional behavior that is mandatory in the educational and clinical environment.
Conducting oneself in a manner that is appropriate for the learning and patient care environments
with suitable dress and grooming;
Practicing academic honesty in all examinations, course, clerkship, and elective assignments;
Being punctual and reliable in meeting obligations for courses and clerkships, including timeliness on
rounds, lectures, and small-group experiences; meeting on-call requirements; seeking permission
for any required days off; and providing proper notification for absence due to illness or true
personal emergency;
Telling the truth at all times, but especially concerning patient care matters, such as correctly
reporting history, physical, laboratory, and other examination findings. Responding to a question
with “I don’t know” when that is the truth, is always the best answer;
Behaving in a collegial way that enhances the ability of others to learn or care for patients. Verbal or
physical abuse of other students, employees, faculty, and healthcare professionals; sexual
harassment; a pattern of offensive comments; and other improper and disruptive behaviors are
unprofessional and unacceptable;
Using the highest standards of professional, ethical, and moral conduct and conscientiously caring
for patients under all circumstances associated with their illnesses;
Relating in a proper and professional manner to patient families, especially under the always
emotional and often tragic circumstances of a patient’s illness;
Refraining from any action or conduct that may be considered unprofessional or unethical or
embarrassing or detracting in any manner from the reputation of our school, faculty, and students.
These professionalisms expectations are relevant to both students and student organizations.
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Health Insurance Portability and Accountability Act of 1996
The Health Insurance Portability and Accountability Act of 1996 (HIPAA) is a federal law that provides for the
protection and privacy of personal health information. The Privacy Rule and the Security Rule of this law
affect health care providers, including students enrolled in clinical education activities. The Privacy Rule of
the HIPAA defines protected health information as:
“…information, including demographic data, that relates to the individual’s past, present, or
future physical or mental health or condition; the provision of health care to the individual; or
the past, present, or future payment for the provision of health care to the individual; and, that
identifies the individual or for which there is a reasonable basis to believe it can be used to
identify the individual.”
All Stritch students must follow the HIPAA Privacy Rules and Guidelines when participating in clinical
educational activities. Compliance with these rules and guidelines includes, but is not limited to, maintaining
confidentiality of paper and electronic health records and protected health information.
All students are required to complete HIPAA training. In addition to program-specific training, all students
are required to complete any additional training mandated by the clinical facility where their clinical
education is occurring.
When a concern is raised that a student has violated the confidentiality and privacy of patient information,
the concern is addressed through the formal disciplinary process of the Stritch School of Medicine.
Conduct Procedures for Academic Dishonesty and Unprofessionalism
All allegations of academic dishonesty must be documented and submitted to the Associate Dean for
Student Affairs within a reasonable period of time after the alleged incident. The Associate Dean for Student
Affairs will the take the following actions:
1. notify the student(s) in writing of the allegation and documentation;
2. request a written response; and
3. inform the student(s) of the review process and appeal procedures to be followed.
Upon receipt of all pertinent materials, the Associate or Assistant Dean for Student Affairs notifies the Vice
Dean for Medical Education, relevant Course/Clerkship/Elective Director(s), and relevant teaching
department(s) of the allegations and provides all the submitted information. The Vice Dean for Medical
Education or designee determines if there appears to be sufficient substance to the allegations to proceed
with a hearing.
In the event of a hearing, the Vice Dean for Medical Education or designate will take the following actions:
select senior faculty members not involved in the case to be part of an ad hoc committee composed
of three to seven members;
chair and convene the committee within 30 working days of receipt of the written allegations and
student(s) response;
notify the student(s) of the date/time of the hearing as the student(s) has the right to be present
and accompanied by a peer or faculty member if the student(s) so desires (no legal counsel,
photography, audiotaping, or videotaping is permitted); and
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invite other faculty and staff to serve ex-officio on the committee, and student witnesses to
participate in the hearing as necessary.
The decision and recommendations of the ad hoc committee are presented to the Dean for approval. The
student(s) is promptly notified in writing by the Dean or designate of the outcome of the hearing and the
Dean’s decision.
The student(s) has the right of an appeal of the decision to the Student Appeal Board within 30 days of the
Dean's notification. A student who is dissatisfied with the action of the Student Appeal Board may submit a
petition for a single appeal to Loyola University Chicago through the Provost within 30 days of the Student
Appeal Board's recommendation. All decisions of the Dean and the Provost are documented in the student's
official academic file. In the event allegations are dismissed, no actions are recorded in a student's official
academic file. PLEASE NOTE: Stritch reserves the right to seize a student’s ID badge(s) due to academic
dishonesty and/or unprofessional behavior until the school deems it appropriate to return the item(s) to the
student.
Student Wellness
As future physicians, medical students have a responsibility to maintain their own health which includes
preventing or addressing acute or chronic disease, including mental illness, disabilities, and occupational
stress. When a student’s wellness is compromised so then is the safety and effectiveness of the medical care
she or he provides. “When failing physical or mental health reaches the point of interfering with a
physician’s ability to engage safely in professional activities, the physician is said to be impaired.”
If a student’s health is compromised, she or he needs to take measures to address the problem by seeking
appropriate help and engaging in an honest self-assessment of one’s own ability to continue in education or
clinical training. The medical profession that the student is now joining has an obligation to ensure that its
physicians, as well as all learners, are able to provide safe and effective care for others and to avoid
unreasonably disrupting the normal education processes and orderly operation of Stritch. This obligation is
fulfilled by promoting health and wellness among all members of the health care team, including one’s self.
At times, an intervention may be needed when the wellness of a colleague appears to have become
compromised.
Students will not participate in patient care or school related activities when physical, mental, or emotional
lack of fitness could interfere with the quality of that care or disrupt the school community. It is a student’s
own responsibility that if such a situation occurs to notify her or his clerkship (or elective) director or the
Assistant Dean of the third or fourth year so that the student can leave those clinical responsibilities and an
appropriate, but confidential intervention can occur. The misuse of any potentially addictive, abusive, or
illicit drugs is strictly forbidden, regardless of year of training, and is incompatible with safe clinical
performance. If such a problem is identified, the student will be removed from clinical (or curricular)
activities and an appropriate, confidential referral made to help her or him to address and effectively
manage this illness. Finally, students must not use alcohol or other drugs when they are expected to be
participating in patient care, patient settings or curricular related activities.
Any student who considers him/herself too tired or fatigued to drive home safely and is unable to obtain
other alternative transportation should call a taxi. Reimbursement for a round trip between the clerkship
site and student's local address and back to the clerkship site for the next clerkship day is provided through
Stritch. The student should promptly submit the original fare receipt to the Vice Dean for Medical
Education’s office at Stritch for processing a reimbursement.
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SSOM’s goal is to ensure that students are engaged in a process that maintains their wellness, and when
necessary, helps students to effectively address any situations when they are demonstrating behavior that
creates a direct threat to the safety or health of others or unreasonably disrupts the normal education
processes and orderly operation of Stritch. SSOM also has an obligation to ensure provider wellness to those
individuals whose care SSOM graduates will provide in their future profession as physicians. When a
student’s health is impaired, SSOM will limit or stop their education until they can safely return and assume
expected educational responsibilities.
Student Mistreatment and Harassment
The Stritch School of Medicine does not tolerate mistreatment by or of its students, faculty, and staff. Loyola
University Chicago has implemented the EthicsLine Reporting Hotline, through a third-party internet and
telephone hotline provider, to provide the University community with an automated and, if desired,
anonymous way to report activities that may involve misconduct. Students may file an anonymous report
through the website at www.luc.edu/ethicsline or by dialing (855) 603-6933.
The University strongly encourages all faculty, staff, students, administrators or other concerned parties to
notify the Associate Dean of Student Affairs or use this EthicsLine system to report suspected or wrongful
acts of conduct by SSOM community members. No SSOM administrator, faculty, staff or student may
interfere with the good faith reporting of suspected or actual wrongful conduct; no individual who makes
such a good faith report shall be subject to retaliation, including harassment or any adverse employment,
academic, or educational consequence, because of making a report.
It is critically important that the SSOM community be free to report information that helps to ensure the
safety and well-being of the community. SSOM will make every effort to ensure that no student will be
subject to any adverse action (either by SSOM or by another person or group) because they report what
they honestly believe to be a violation of SSOM/University policies.
Accordingly, any act of retaliation by a student taken against a complainant, witness, reporter, or other
individual in response to the reporting or investigation of an allegation of misconduct is a serious violation of
the SSOM Academic Policy and will result in expedited and serious disciplinary action up to and including
dismissal.
Also, no officer, employee, or agent of SSOM, may retaliate, intimidate, threaten, coerce, or otherwise
discriminate against any individual for reporting an incident to SSOM or otherwise exercising their rights or
responsibilities in the conduct process in good faith. Any individual who experiences retaliation by a
member of the SSOM community is encouraged to report it directly to the EthicsLine.
Please refer to the Stritch Student Handbook for the detailed Loyola University Chicago policy on Student
Mistreatment and Harassment.
DRESS CODE, APPEARANCE, AND SCRUB ATTIRE
Students are expected to comply with the following appearance and uniforms standards of the Stritch School
of Medicine, which are in accord with the uniform policy of Loyola University Medical Center. Students
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assigned to clinical sites other than LUMC are responsible for learning and following the clinical site’s policies
and procedures concerning scrub attire.
General Dress Standards
Preclinical
During the preclinical years, students are expected to dress appropriately in the academic, business,
and clinical areas on campus.
Shirt and shoes are required in educational, administrative, and clinical buildings and on the
property that is adjacent to them. Gym clothes (except inside the Fitness Center), low cut tops,
short shorts, and bathing suits are not suitable inside or outside of campus buildings.
Closed toe shoes are required in laboratory areas for safety.
Clinical
Students are expected to maintain a professional appearance in the clinical settings. Clothing should
be business-like; necklines and hemlines should be conservative.
Students should wear clean, pressed, well-fitting personal attire and undergarments should be worn.
Daily hygiene must include clean body, teeth, and clothes and heavily scented fragrances should be
avoided.
Hair should be clean, well-groomed and tied back when engaging in patient care activities or
operating machinery.
Well-groomed beards, sideburns, mustaches are allowed, but may not interfere with personal
protective face gear. Extreme cosmetic/make-up applications should be avoided.
Nails should be well-manicured and polish color, if worn, should be conservative. Nail length should
not interfere with clinical activities and safety of patients or staff.
Body piercing, tattoos, and jewelry should be discreet. Jewelry is not permitted in operating rooms.
Shoes should be clean and in good condition with closed toes for safety.
T-shirts, cropped tops, very short skirts, spaghetti strap tops, flip flops, jeans, shorts, sweat shirts, and
sweat pants are not acceptable.
Identification Badges
Students must wear a Loyola photo ID badge along with the Stritch student nametag on the vest pocket of
their white coat. ID badges issued at other clinical teaching sites should be worn in addition to the Loyola ID
when at the other clinical site.
PLEASE NOTE: Stritch reserves the right to seize a student’s ID badge(s) due to academic dishonesty and/or
unprofessional behavior until the school deems it appropriate to return the item(s) to the student. A dismissed
student is required to immediately return their student ID badge(s) to the SSOM Office of Registration and
Records.
White Coat
Students should wear a clean, pressed, short white coat in clinical areas. Coats should be plain, white, with no
embroidery above the vest pocket and an official LUMC patch may be sewn on the sleeve. A long white coat
must be worn in lieu of a short coat at LUMC whenever green or blue scrub attire also is worn (see Scrub Attire
section).
Scrub Attire
Students should arrive at the medical center campus in appropriate street clothing. Scrubs are not
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to be worn going in to or out of clinical areas, or between clinical areas and other campus
buildings.
Scrubs can be worn where performance of procedures is a major component of the patient care
activities (i.e. operating rooms, trauma bay/emergency room, burn center, and surgical intensive care).
Green, blue, and other colors of scrub attire must be restricted to the designated areas specified by
the medical center. Students are expected to change from scrub attire as soon as possible when it is
no longer necessary to wear such garb as a uniform.
Scrub attire provided by the medical center is their property and must be returned immediately after
use.
After use, scrubs are not to be worn if they have bodily fluids on them. Scrubs should be changed
immediately if they become contaminated.
Scrubs worn outside of procedure areas are to be covered with a long lab coat that must remain
buttoned at all times. Do not sit in the cafeteria or other areas with an unbuttoned lab coat if wearing
scrubs.
Surgical hats, booties, or masks are not to be worn outside of the operating room or procedure areas.
RELATED POLICIES
Loyola University Chicago, Stritch School of Medicine, and clinical sites used for training have approved and
published policies and procedures that must be followed to avoid a change in the student’s academic status,
withholding of grades, denial of course registration, being asked to leave an instructional or clinical area,
removal from campus, or withdrawal of the normal rights and privileges of a student.
Non-academic policies are not included or described in detail in this manual. Some of these important non-
academic policies can be found in the Stritch Student Handbook such as Student Mistreatment and
Harassment (Title IX). Other relevant policies are published by the source department and listed below. A
link, if available, to the primary document or departmental website is included.
Medical students are required to adhere to the policies that govern access to and release of
Protected Health Information (PHI); and use of electronic medical records.
Medical students should familiarize themselves with the Bloodborne Pathogens Exposure Control
Plan and understand what to do in case of exposure.
Computer use in the university and medical school is subject to Information Technology Services Policies
& Guidelines, including access and use, access and acceptable use, email, ownership and use of data,
and peer-to-peer file sharing. Students are expected to abide by these policies when using university,
medical school, and computer resources of any kind.
Loyola’s Copyright Resources includes information on duplication of copyrighted media, copyright
information as applied to library reserves, and so forth. Students are expected to abide by these
policies when using university, medical school, and clinical training resources of any kind.
Students are subject to the policies published by the Bursar’s Office.
Click here for a list of Stritch School of Medicine Administrators.
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AWARDS AND HONOR SOCIETIES
Most of these awards and honors are presented to Stritch students at the Honors Day and Graduation
programs. Some include a monetary award. The great majority recognize professional qualities, service, and
scholastic excellence. This list is subject to change.
Loyola Honors Programs
Bioethics & Professionalism Honors Program
Achieved by students enrolled in the three-year portfolio-based Honors Program, which includes completion
of and reflection upon selected academic and service activities and presentation of a capstone research
project under the direction of a mentor.
Global Health Honors Program
Achieved by students who successfully complete the four-year community and global health curriculum,
including local and international field experience, didactic global health seminars, and the development of a
scholarly project.
Research Honors Program
For achievement in research during medical school, as well as the completion of the MD with Research
Honors Curriculum.
Loyola Awards
Award for Excellence in the Basic Sciences
For academic excellence in the first and second years of the basic sciences curriculum.
Award for Excellence in the Clinical Sciences
For academic excellence in the clinical sciences curriculum.
Award for Outstanding Performance in a Third Year Clerkship
For the best overall combination of achievement in the clinical and didactic components, demonstrated
professional and humanistic qualities, and positive contributions to the learning and patient care endeavors
of the healthcare team.
*This award is designated for each of the seven third year clerkships (Family Medicine, Medicine, Neurology,
Obstetrics/Gynecology, Pediatrics, Psychiatry, Surgery) at the end of each academic year.
Dr. John R. Tobin Outstanding Leadership Award
For a record of exemplary leadership on campus or in the community, scholarship, and adherence to Judeo-
Christian ethical principles. Caliber and breadth of involvement and academic record is considered.
Father Fahey Outstanding Service Scholarship
For a selfless and unflagging record of commitment and contribution to the service of others, particularly
those medically underserved or socially marginalized, and whose actions are a positive role modeling of the
Jesuit ideals. Financial need is considered.
Geoffrey Gunnar Memorial Scholarship
For scholastic excellence and a desire to advance educational goals in some specific area.
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Gissur Brynjolfsson, MD, Scholarship
For dedication and commitment to achieving a medical education through perseverance in the face of
challenges.
Margaret Raiford Hano Memorial Nephrology Award
For outstanding clinical performance in nephrology at Loyola University Medical Center in either the third or
fourth year.
President's Medallion
As part of the annual Loyola University Chicago Founder's Day celebration, one student from each school of
the university is honored and recognized for outstanding scholarship, leadership, and service.
Ralph P. Leischner, Jr., MD, Memorial Scholarship
For exemplary compassion, integrity, enthusiasm, and commitment to lifelong learning. Financial need is
considered.
St. Ignatius Award for Outstanding Contribution to Teaching Peers
For performance that best exemplifies positive and consistent contributions to the teaching and learning
environment of their peers in classroom, small group, laboratory, or clinical settings.
Dr. and Mrs. Thomas Stamm Ophthalmology Award
For outstanding fourth-year medical student(s) planning to specialize in Ophthalmology. The recipient of the
award will show excellence during clinical rotations in ophthalmology.
Other Awards
Other awards and scholarships are available through outside institutions and agencies. Announcements of
these are promulgated to the student body upon their receipt from the sponsoring agency.
Honor Societies
Alpha Omega Alpha Honor Medical Society
The criteria for induction into Loyola’s Epsilon Chapter are scholastic excellence, leadership, professionalism,
service, and scholarship. The total number of student members elected from any class shall not exceed one-
sixth the total number expected to graduate in that class.
Alpha Sigma Nu Jesuit Honor Society
Recognizes Jesuit college or university students who have distinguished themselves in scholarship, loyalty,
service, and commitment to the Jesuit ideals of higher education. Approximately fifteen percent of the
student body may be inducted annually.
Gold Humanism Honor Society
The criteria for induction into Stritch’s Gold Humanism Honor Society (GHHS) Chapter is a student doctor
who embraces the humanistic values reflected in the GHHS mission and empowers the Jesuit values of
service, caring for the whole person, human dignity and social justice. The total number of students
inducted from the third-year medical class shall not exceed 15% of the total number expected to graduate in
that class.
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Policy on Diversity and Inclusion
Stritch School of Medicine is dedicated to building a diverse and inclusive community that upholds access,
equity, and excellence as core values. We believe that diversity and inclusion are integral to our mission of
transformative education, innovative discovery, and service to others. Our Jesuit tradition calls all faculty,
students, and staff to intentionally honor the dignity of all persons and to promote social justice.
Stritch maintains a zero tolerance policy for harassment, discrimination, and learner mistreatment
of any kind. These behaviors are unacceptable and inconsistent with our commitment to
excellence and respect for all.
Stritch’s Office of Diversity and Inclusion was created to foster the optimal learning environment. The Dean
serves as the Chief Diversity Officer and ensures that all students, staff, and faculty are made aware of the
school’s Policy on Diversity and Inclusion. The Liaison Committee on Medical Education standards regarding
diversity and inclusion serve as a minimum standard for our efforts.
Stritch maintains institutional funding support for the operations, administrative personnel, programs, and
activities that support the recruitment and retention (academic support, professional development, career
advancement) of diverse students, faculty, and staff.
The Office of Diversity and Inclusion is represented on medical student selection committees, including the
Committee on Admissions, and is responsible for the education of committee members regarding
unconscious biases and upholding diversity and inclusion initiatives during the medical student selection
process.
Stritch requires every search committee to be diverse in composition and include the Assistant Dean for
Diversity or an equity ambassador to ensure that diversity and inclusion are explicit goals of the committee.
The equity ambassador is a senior faculty member who has undergone training on unconscious biases and is
recommended by the Assistant Dean for Diversity. Prior to the start of the search and in consultation with
the Assistant Dean for Diversity, the search committee Chair is responsible for demonstrating a good-faith
effort and a plan to identify and interview candidates from underrepresented groups.
With the assistance and support of medical school administration, Stritch departments track and collect
demographic data on appointments, promotions, and departures in order to report annually to the Dean
and Chief Diversity Officer to facilitate advancements in diversity progress, identify areas of success, and
detect areas in need of improvement.
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APPENDICES
APPENDIX A
Process for the Assessment of Applicants in Meeting Technical Standards
1. The review of each applicant takes into account the necessity of meeting the SSOM technical
standards. At the time an applicant accepts an offer to matriculate, they are required to attest that
they can meet the SSOM Technical Standards either with, or without, reasonable accommodations.
2. Federal and state laws prohibit discrimination against otherwise qualified applicants who may be
able to meet the technical standards if provided reasonable accommodation. All applicants are held
to the same SSOM academic requirements and technical standards, with reasonable
accommodations as needed for applicants with documented disabilities. Applicants with a
diagnosed and documented disability should discuss their request with the Director of the Academic
Center for Excellence and Accessibility who will initiate an interactive process to clarify
accommodations that have been requested. Applicants who wish to request accommodation prior
to enrollment are encouraged to submit supporting documentation (as described in Appendix C) at
least eight (8) weeks prior to matriculation or the date accommodation will be needed.
3. After review, the formal request and the appropriate documentation will be forwarded to the
Technical Standards Review (TSR) Committee for consideration. The committee assesses the
applicant’s ability to meet the specified technical standards in question. This committee works in
concert with the Assistant Dean for Admissions, the Associate Dean for Student Affairs, and the
Director of the Academic Center for Excellence and Accessibility.
4. The TSR Committee may request additional information, including review of the applicant’s case by
appropriate specialists. Once the TSR Committee’s review is complete, the Chair will forward a
recommendation to the Executive Admissions Committee (EAC) regarding the applicant’s ability to
meet the full complement of Stritch’s Technical Standards for Admission, Retention, Promotion, and
Certification for the M.D. Degree and will provide their recommendation for accommodations.
5. If approved for accommodations upon completion of the interactive process, the applicant will meet
with the Director of the Academic Center for Excellence and Accessibility to review the TSR
Committee’s recommendation and to discuss and implement the approved plan for reasonable
accommodations.
6. If the TSR Committee recommendation is that the candidate cannot meet the technical standards
with or without reasonable accommodations, the Stritch School of Medicine EAC reserves the right
to not admit, or to rescind admission. This decision applies in cases where, despite reasonable
accommodation, a candidate’s disability would interfere with patient or peer safety, or otherwise
impede the ability to complete SSOM’s undifferentiated UME program and advance to graduation,
residency, training, or licensure.
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7. The chair of the TSR Committee will provide a formal letter with the final decision which will be sent
to the Director of the Academic Center for Excellence and Accessibility, the EAC, the Assistant Dean
for Admission and the Associate Dean for Student Affairs. The Director of the Academic Center for
Excellence and Accessibility will share a copy of the formal decision letter with the applicant.
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APPENDIX B
Process for the Assessment of Students in Meeting Technical Standards Should Disability Become
Evident/Problematic Post Matriculation
1. A matriculated student who develops a disability that requires accommodation(s) or whose
disability becomes evident or problematic so as to require accommodation(s) must meet with the
Director of the Academic Center for Excellence and Accessibility who will initiate an interactive
process to clarify accommodations that have been requested. It is recommended that a student
requesting accommodation provide the required supporting documentation (as described in
Appendix C) at least eight (8) weeks prior to the date the accommodation is needed. Please note
that a determination on the accommodation may not be made until all necessary information has
been submitted. SSOM will make all reasonable efforts to review requests in a timely manner but
cannot guarantee that any requests will be fully reviewed and granted prior to any specific
examination or phase of the curriculum.
2. After review, the formal request and the appropriate documentation will be forwarded to the
Technical Standards Review (TSR) Committee for consideration. The committee assesses the
applicant’s ability to meet the specified technical standards in question.
3. The TSR Committee, to address the nature and limitations of the disability that might preclude the
student from meeting the technical standards, may request the student to submit additional
documentation from a qualified health professional regarding the nature of his/her functional
abilities and limitations and/or request a review of the student’s case by appropriate specialists.
4. The TSR Committee then collaborates with the Associate Dean for Student Affairs, the Director of
the Academic Center for Excellence and Accessibility and appropriate faculty members to identify or
confirm the potential accommodation(s) needed to assist the student in meeting the technical
standards required to successfully complete the medical education program.
5. Following a comprehensive review, the TSR Committee makes a recommendation regarding the
student’s ability, with the accommodation(s) identified as reasonable, to meet the technical
standards in order to complete his/her medical education. The student will meet with the Director
of the Academic Center for Excellence and Accessibility to discuss and implement the approved plan
for reasonable accommodations.
6. The TSR Committee reserves the right to advise a student that despite reasonable accommodations,
the student would not meet the technical standards required for enrollment. This recommendation
applies in cases where, despite reasonable accommodation, a student’s disability would interfere
with patient or peer safety, or otherwise impede the ability to complete SSOM’s undifferentiated
UME program and advance to graduation, residency, training, or licensure. If the TSR Committee
finds that the student should be discontinued from enrollment at Stritch due to his/her inability to
meet the school’s technical standards, the student may follow the process as listed in the Academic
Policy Manual to appeal the committee’s decision.
7. The chair of the TSR committee will provide a formal letter with the final decision which will be sent
to the Director of the Academic Center for Excellence and Accessibility and the Associate Dean for
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Student Affairs. The Director of the Academic Center for Excellence and Accessibility will share a
copy of the formal decision letter with the student.
8. Enrolled students are required to attest annually that they meet the SSOM technical standards
either with, or without, reasonable accommodations.
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APPENDIX C
General Disability Documentation Guidelines followed by LUC and Stritch
Students should be able to discuss their disability, how their disability impacts academics, and any
accommodations that have been successful in the past. Student input is a valuable source of information in
determining reasonable accommodations. However, students must also submit documentation of their
disability in order to request accommodations.
Acceptable documentation should:
be completed by an appropriate licensed professional,
be on letterhead,
contain a diagnosis,
adequately verify the nature and extent of the disability’s impact on academic functioning, and
substantiate the need for the student’s specific accommodation requests.
There are multiple sources and types of documentation that can be useful. Examples of documentation
include:
educational records or letters from educators (IEP/504 Plans, etc.),
diagnostic reports, including psychological evaluations, letters from healthcare providers, records of
past accommodation from testing agencies,
letters of accommodation from employers, or
letters or records from Federal, state, and local agencies (including SSDJ determinations, DRS, and
Veterans’ Affairs).
Examples of unacceptable documentation include:
handwritten letters,
handwritten patient records or notes from patient’s charts,
documentation provided by a family member, or
diagnoses on prescription pads.
If you are unsure if your documentation is appropriate or if you have questions about documentation,
please contact the Director of the Academic Center for Excellence and Accessibility at SSOM.
The following requirements apply:
1. Eligibility for services and accommodations is determined on an individual basis. The Technical
Standards Review Committee reserves the right to require further documentation based on the
student’s need if the information provided is not sufficient.
2. Accommodations are not retroactive and begin only after final approval from the Technical
Standards Committee.
3. Pending the receipt of appropriate documentation, Stritch School of Medicine reserves the right
to deny services or accommodations. Reasonable accommodations depend upon the nature and
degree of severity of the documented disability. While the Americans with Disabilities Act requires
that priority consideration be given to the specific methods requested by the student, it does not
imply that a particular accommodation must be granted if it is deemed not reasonable and other
suitable techniques are available.
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APPENDIX D
Drug Screening Policy
Loyola University Chicago Stritch School of Medicine (SSOM) has developed policy and procedures that
govern the specific methods for obtaining drug screening and procedures for release and storage of such
information. It is the policy of Stritch to be in compliance with Loyola University Chicago Alcohol and Other
Drugs Policy (http://www.luc.edu/media/lucedu/policy/pdf/alcoholandotherdrugspolicy.pdf).
Since SSOM will provide a safe and healthy environment, we prohibit the illegal use or misuse of substances.
Standards of conduct and disciplinary sanctions will be imposed for the unlawful possession, use or
distribution of illicit drugs and alcohol by SSOM students on LUC property or as part of any of its activities
including other properties (clinical or otherwise) it uses. The unlawful manufacture, distribution, dispensing,
possession or use of a controlled substance, prescription medication or the unlawful possession and use of
alcohol is harmful and prohibited in and on a LUC owned and controlled property, properties it uses or as
part of any of its activities (including required and elective clerkships and any volunteer programs affiliated
with SSOM curricular activities).
No student is to report to class, clerkship or attend any university activity while impaired by any substance
or impaired by drugs or alcohol. Violation of these policies by a student will be reason for
evaluation/treatment for a drug/alcohol disorder and possible suspension or termination. Students may be
required to submit to random drug screens (DS) at the request of the Associate Dean or Assistant Dean for
Student Affairs or the Student Progress Committee. If a screen is required, the student will be sent to Castle
Branch™. Castle Branch™ is a third-party administrator contracted with the SSOM to perform student drug
screenings.
Please note, if a student violates the SSOM drug policy, disciplinary action up to and including expulsion
and/or referral for prosecution consistent with local, state and federal law may be taken by SSOM
administration. See the reference below to the SSOM Academic Policy regarding further disciplinary action by
the college.
Start of M3 Year (Third year orientation and clinical skills training curriculum)
Clinical training sites increasingly require that all students who rotate at their institution complete a DS or
background check prior to the beginning of those rotations. In order to comply and facilitate this
requirement, part of the required process of Third year orientation and Clinical skills training curriculum
requires all students complete their registration through Castle Branch™ and complete a DS test. As a third-
party administrator, Castle Branch™ will facilitate tracking, management of records and scheduling of such
DS tests when necessary. Under no condition will a student be allowed to begin M3 clinical rotations
without first completing their registration with Castle Branch™ and releasing to SSOM the results of any
required drug screening.
Procedure
Prior to the start of the M3-year, all rising M3 students will be notified to visit the Castle Branch website to
begin their application process. If their clinical clerkship site requires DS, then they will set up an
appointment for a DS.
Students visiting the site (www.castlebranch.com) for the first time will be asked to register with a
Package Code that will be supplied. Students will review contents of the package and review costs.
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The student will then be asked to read and approve the agreement, authorize the tests and grant
permission to Castle Branch™ to share information with the appropriate parties at Stritch.
The student will then be asked to enter personal information such as name, address, social security
number (necessary for future Criminal Background checks), and their 11 digit (including leading
zeroes) Loyola ID number that is available on their LOCUS account, email address and so on.
Students will be asked to create a password (your e-mail address is your login name) and select a
security image.
The student will then select the drug test link and will be directed to a location close to them.
Payment for this initial DS test is the responsibility of the student and is expected at that time. The
site accepts credit cards, money orders and electronic payments (credit card payments can be paid
in full or split into three separate payments).
Successfully passing the drug screening protocol is required before a student may begin the clinical portion
of the third year. It is strongly advised that students register and if required begin testing prior to June 1
st
.
A student with a positive test for controlled substances may be contacted by the Medical Records Office
(MRO) of Castle Branch for more information such as use of prescribed medication, or presence of other
health related issues that could influence assay results. All prescriptions must be current and prescribed in
the student’s name and ordered by their physician.
Failure to provide acceptable documentation regarding possible use of prescription drugs that could
confound the assay will result in a positive test result recorded for that student. Failure to respond to a
query from Castle Branch™ within three days of initial contact will require that a positive test result be
recorded for that student.
Management of Screening Results
Results of a positive DS will be released to the SSOM Office of Student Affairs for review and will be kept on
file in the Office of Student Affairs. Any results or information from a positive DS that lead to questions of
ability to safely participate in the required educational program will be handled on a case-by-case basis.
Failure to adhere to this procedure requires that a positive test result be recorded for that student.
Students whose DS assay containing drugs of abuse or report of a positive assay will be required to undergo
evaluation by a substance abuse professional through Perspectives™, the company contracted by the LUC
Health Science Division (HSD) to provide counseling services to HSD students. This clinical evaluation will
determine the level of treatment needed to address the substance problem. At this time, the student will be
required to sign a Release of Information allowing Perspectives™ to report to SSOM administration student
compliance with all treatment recommendations and follow up. The treatment agreement will detail the
recommendations of Perspectives™. As part of the treatment program, students with a positive assay may
be required to submit to random follow up drug testing during their remaining time as a student at SSOM
and must have a negative test result before they can return to school and continue with their education or
engage in SSOM sponsored activities. Failure to contact Perspectives™ within one day of being notified of
positive test results or failure to cooperate fully with the evaluation including signing all necessary releases
may result in disciplinary action. Appeals by a student and/or request from SSOM for follow up drug testing
of a student following all treatment and follow up recommendations will be handled by the Associate Dean
and Assistant Dean for Student Affairs.
Students with a positive initial assay who are compliant with treatment and have a subsequent assay that is
negative will be allowed to begin or resume their education or clinical patient contact with the advice and
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consent of the Associate Dean and Assistant Dean for Student Affairs. Students who initially fail the
screening process or any noncompliance with policy and procedures resulting in recording a positive test
result will be reported to the Office of Student Affairs and are grounds for dismissal, as explained in the
SSOM Academic Policy Manual.
Confidentiality
All documents associated with implementation of the drug screening procedure at Stritch will be maintained
in secure files and stored apart from the student’s regular education records in the Office of Student Affairs.
Stritch will not disclose these records or the contents without a signed consent form received from the
student except to SSOM personnel who have a need to know the information to comply with legal process
or otherwise required by law.
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APPENDIX E
STRITCH SCHOOL OF MEDICINE STUDENT PROMOTION COMMITTEE GUIDELINES
The Stritch School of Medicine (SSOM) Student Promotion Committee (SPC) is charged by the Dean to
monitor and assess all students’ progression and achievement of the school's academic and professional
standards. The SPC reviews all students’ academic performance after each semester and after their United
States Medical Licensing Examinations (USMLE). The committee’s processes allow the review and
assessment of all students’ academic status, approves their advancement within the curriculum, and
endorses their completion of the curriculum and graduation.
Upon review by the SPC, students in “good standing” with satisfactory grades and evaluation reports will
advance to the next phase of instruction. For students who are not in good standing, the SPC will determine
when a specific plan or intervention, to address an identified academic deficiency or professionalism issue, is
necessary. The approach of the SPC is supportive in nature and aimed at initiating a timely intervention to
assist students’ successful advancement.
However, while the SPC is supportive of students, ultimately it is the responsibility of the SPC to reasonably
ensure students graduating from SSOM meet all of our academic, ethical, and professional standards.
Therefore, the committee also considers the holistic preparation of the student for their eventual
independent practice of medicine and the status of any student, at any time, can be reviewed, even when a
student’s academic record may appear satisfactory. Each student must be able to meet and demonstrate
their achievement of the academic performance standards defined by the competency-based goals of the
curriculum and their responsibilities and expectations as defined in the SSOM Academic Policy Manual.
While the evaluation of a student’s performance takes into account their fund of knowledge, ability to
organize and logically present information, and test-taking skills, it includes their skills at communication in
and outside of a clinical setting, inter-professional or team-based abilities and their demonstration of
professional and ethical behavior.
Depending on the exact nature and significance of the circumstances, the SPC (after careful review) may
vote to dismiss a student, require the student to repeat a year, require the student to repeat a
course/clerkship, or remediate a course/clerkship to the satisfaction of those supervising faculty. These
decision(s) of the SPC will follow the processes, rules or mechanisms as defined in the SSOM Academic
Policy Manual.
POLICY ON NORMAL ACADEMIC PROGRESS
Normal progression through the curriculum will result in a student’s graduation and receipt of their M.D.
degree from the Stritch School of Medicine in four (4) years. However, in some cases the SPC may determine
that a student needs to repeat an entire year or some part thereof in order to ensure their continued
satisfactory progress. SPC decisions on a student’s academic progress or delays follow the rules and
mechanisms as described in the Academic Policy Manual.
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COMMITTEE CHAIR, QUORUM, AND VOTING
The Chair of the SPC shall be appointed by the Vice Dean for Education for a three-year term, which can be
repeated. It is the responsibility of the SPC Chair to communicate in a clear and timely manner the meeting
time, place, and agenda and to provide the committee with pertinent information concerning the students
to be discussed.
Decisions by the committee, including decisions for promotion, repeating an academic year, or placement
on probation, may be passed by simple majority of the voting members of the committee present at the
meeting. A minimum of five voting members of the committee shall be present to proceed with a vote. The
chair will cast a vote, absent any conflict of interest, in the case of a tie.
The SPC reports to the Vice Dean for Medical Education.
CONFLICT OF INTEREST
All committee members attest to the following:
“A voting member of the Student Promotion Committee must recuse themselves from voting
on a particular student’s academic status if that member has a conflict of interest such that
they feel their professional judgement may be compromised in their role as a voting member,
i.e. if they may have a bias, pro or contra, for a particular student based upon another role they
may have or had with that student. They shall also recuse themselves from participating in the
discussion about that student.”
COMMITTEE MEMBERSHIP
Voting members of the committee may include:
Clinical and non-clinical (basic science) faculty from the SSOM
Faculty from HSD departments and institutes (e.g. Bioethics Institute, Public Health Sciences)
Clinical and non-clinical (basic science) faculty from our affiliated institutions
Non-voting members shall be present at meetings to provide information or clarity regarding specific
educational or administrative issues that may arise and to facilitate informed voting. Recognizing that the
School of Medicine serves an academic community, non-voting members may include:
Associate and Assistant Dean for Student Affairs
Chair, Academic Review and Intervention Committee (ARIC)
Director, Academic Center for Excellence and Accessibility (ACE)
In the event that the SPC Chair perceives an imbalance in the composition of the committee, the Chair may,
with the concurrence of the majority of the voting committee members, appoint additional faculty members
to ensure a diversity of backgrounds.
TIME AND PURPOSE OF MEETINGS
Meetings are to be held at specific times of the year for the purpose of officially promoting each class of
students based on academic performance, and to develop and approve a specific intervention for those
students who fail to demonstrate academic progression or where ethical or professional concerns have been
identified. The committee will generally convene a minimum of four times a year. Special meetings may be
called at the discretion of the Chair. Any student of any class year may be discussed at any meeting
throughout the year.
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Minutes will be taken at all SPC meetings and confidentially distributed and reviewed at subsequent
meetings by the committee.
REQUIREMENTS FOR THE GRANTING OF A DEGREE IN MEDICINE
GENERAL PRINCIPLES
A. The SPC Chair is responsible for scheduling and developing the agenda for each meeting. The
Associate Dean for Student Affairs secures and maintains the confidentiality of each student’s
academic records and provides the necessary reports and documents to the SPC members, at the
time of the meetings or prior to meetings to ensure they can review each student’s academic
records in determining their academic progression.
B. A student who is identified as someone whose situation merits review by the SPC due to academic
performance, behavioral or professional issues resulting in failure to progress through the
curriculum and/or not being in “good standing” will meet with the Associate or Assistant Dean for
Student Affairs. The purpose of such a meeting is to gather information directly from the student
about any additional extenuating circumstances that may exist. That information will be presented
to the SPC to inform its deliberations and final actions to ensure the student’s successful progression
through the curriculum or the student’s dismissal.
C. A student in good standing must:
Obtain a minimum grade of Pass in all courses and clerkships;
Demonstrate successful achievement of all SSOM curricular competency goals;
Obtain a Pass on all required United States Medical Licensing Examinations;
Demonstrate and maintain appropriate academic, ethical and professional behavior.
D. Decisions concerning remediation and promotion will be defined by the Academic Policy Manual
and may include recommendations by the Office of Student Affairs deans, the Academic Review and
Intervention Committee (ARIC), and the SPC itself.
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E. The SPC may require one or more of the following courses of action for a student demonstrating
unacceptable ethical or professional behavior, for a student who receives a failing grade, or for a
student who fails to demonstrate acceptable competency.
Referral of a student directly to the Academic Review and Intervention Committee (ARIC)
Repetition of a regular course, clerkship, or elective (as specified in the SSOM Academic Policy
Manual)
Repetition of the entire year (including courses already passed when the overall level of
performance does not meet accepted standards of the faculty of the SSOM)
Enrollment in a special and/or designated outside course or program (e.g. Perspectives™)
Placement of a student on probationary status
Suspension from school
The SPC may, for reasons including but not limited to improper conduct, recommend a student
be dismissed from the SSOM
F. The Associate Dean for Student Affairs (or the Assistant Dean) may notify a student in advance of an
anticipated action by the SPC of probation, but is not required to do so, as students already have
criteria for probation available to them in the SPC manual. Students will not be allowed to plead
their case directly to the SPC nor to any one individual SPC member outside the committee meeting.
G. Students will be formally notified in writing by the SPC chair of the decision approved by the
committee.
H. A student who is on probation will have the designation of probation removed when the committee
decides the student has met the requirements of the learning plan, intervention or
recommendations. The SPC chair will notify the student of the decision to remove the designation of
probation. A student who was taken off probation can be returned to probation status if they are
no longer in good standing.
NOTICE AND PROBATION
SPC PROCEDURE
Students, faculty and administration may raise concerns regarding SPC procedure to the Associate Dean for
Student Affairs or the Vice Dean for Education.
PROCEDURES FOR APPEALING DECISIONS OF THE COMMITTEE ON STUDENT PROMOTIONS
All decisions by the committee may be petitioned for appeal by the student through the Student Appeals
Board. See the Academic Policy Manual regarding appeals.
DISMISSAL
Students who do not satisfactorily fulfill the requirements for promotion and graduation contained in the
Academic Policy Manual may be subject to temporary suspension or dismissal. If the SPC votes that a
student should be dismissed, this vote is then forwarded to the Associate Dean for Student Affairs and the
Vice Dean for Education for review and comment. A student who is dismissed has the right to appeal the
action to dismiss or otherwise change enrollment status as outlined within the SSOM Academic Policy
Manual.
