Grade Appeal Policy

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IUSM-PO-EDU-CUR-0024

Full Policy Contents

Scope
Policy Statement
Reason for Policy
Procedures
Definitions
Sanctions

ADDITIONAL DETAILS
Additional Contacts
Forms
Related Information
History

Effective: 04/08/2014
Last Updated: 03/22/2017

Responsible University Office:
Office of Mentoring and Advising

Responsible University Administrator
Senior associate dean for medical student education

Policy Contact:
dreeser@iu.edu

RESPONSIBLE Assistant dean of academic records and promotion
ACCOUNTABLE Senior associate dean for medical student education
SUPPORT Assistant dean of academic advising
Senior director of planning, assessment and evaluation
Course, clerkship and competency directors
CONSULT Lead advisor
INFORM Curriculum Council Steering Committee
Learning Technology, Medical Student Education

LCME Standards

9.9 Student Advancement and Appeal Process
11.6 Student Access to Educational Records


Scope

Students enrolled in the medical education program, faculty members and other personnel who support that program.


Policy Statement

Students are encouraged to discuss their evaluations and final grades with the course, clerkship or elective director. Grades are expected to be assigned as an accurate and fair representation of a student’s work. A student appeal a grade if it can be demonstrated that the final grade was not based on the student’s academic performance or the assignment of the final grade did not follow the appropriate procedures set forth by school’s academic policies.


Reason for Policy

To ensure a fair and equitable appeal process to all students, the IUSM has a process that allows a student to appeal when he/she can demonstrate that the summary evaluation, grade, isolated deficiency or OSCE score inaccurately reflects his/her performance in a course, clerkship or elective.


Approval

Approved by the Curriculum Council Steering Committee 03/21/2017.


Procedures

A student who wishes to appeal a failing grade or score or an isolated deficiency must follow the appeal process within the timeframe specified. Appeals that do not comply with the timeframe will not be accepted.

Discussion with the course/clerkship/elective director is the only recourse for a student who is dissatisfied with a non-failing/non-deficiency grade.

An Area of Concern is not considered a grade; however, if a student wishes to dispute an Area of Concern, he/she should consult the Area of Concern policy. Similarly, evaluation comments may be discussed directly with the course/clerkship/elective director or assistant director. Challenges regarding the content of a student’s academic record are outlined in the school’s Medical Student Information Privacy policy.

Grade/Isolated Deficiency Appeal

A student who wishes to appeal a failing course/clerkship/elective grade or isolated deficiency must email the statewide course/clerkship/elective director and copy the assistant dean of academic advising and the assistant dean of academic records and promotion no later than one week after the grade or isolated deficiency has been certified.

The email must include the completed Level 1 Grade/Isolated Deficiency Appeal Form. Failure to include all required information may delay an appeal. Within one week of receiving the email and the required information, the course/clerkship/elective director and the student will discuss the concerns either in person or by phone. The student and both assistant deans will be notified by the statewide course/clerkship/elective director of his/her decision within one week of the date on which the appeal was discussed with the student. This notification must include the completed Level 1 Grade/Isolated Deficiency Appeal Form.

If the student wishes to dispute the statewide course/clerkship/elective director’s Level 1 Appeal decision, he/she must email, within one week of receiving the course/clerkship/elective director’s decision, a completed Level 2 Grade/Isolated Deficiency Form to the chair of the Academic Standards Committee (a current membership list can be found at http://faculty.medicine.iu.edu/otherPages/committees.php) and copy the assistant dean of academic advising and the assistant dean of academic records and promotion. The Academic Standards Committee has two weeks from the date of its receipt of all information required to review the procedure followed to assign the course/clerkship/elective grade or isolated deficiency and to decide to uphold the statewide course/clerkship/elective director’s decision or grant the student’s appeal. The Academic Standard Committee’s decision is sent to the assistant dean of academic advising and the assistant dean of academic records and promotion, the latter of whom notifies the student, the registrar and the statewide course/clerkship/elective director. This notification must include the completed Level 2 Grade/Isolated Deficiency Appeal Form.

If the student does not agree with the Academic Standards Committee’s Level 2 Appeal decision, the student must email, within one week of receiving the committee’s decision, a completed Level 3 Grade/Isolated Deficiency Appeal Form to the executive associate dean for educational affairs and copy the assistant dean of academic advising and the assistant dean of academic records and promotion. The executive associate dean reviews the appeal and notifies all involved parties of the final decision within two weeks of the receiving all information required for her/his review and the appeal. This notification must include the completed Level 3 Grade/Isolated Appeal Form. The executive associate dean’s decision is final.

A workflow diagram of the above-described process is available at https://mednet.iu.edu/MasterDocLibrary/MSE-Grade-Appeal-Schematics.pdf.

OSCE Appeal Policy

If a student fails the end-of-third year objective structured clinical examination and wishes to appeal, the student shall email, no later than one week after the grade has been posted, the senior associate dean for medical student education, the assistant dean of academic advising and the senior director of planning, assessment and evaluation. The email must include the completed Level 1 OSCE Appeal Form, including a rationale for the grade appeal. Within one week of receiving the email and all required information, the senior associate dean and the student will discuss the concerns in person or by phone. The senior associate dean notifies the student, the assistant dean and the senior director of his/her decision within two weeks of the date the appeal was discussed with the student. This notification must include the completed Level 1 OSCE Appeal Form.

If the student does not agree with the senior associate dean’s Level 1 Appeal decision, he/she must email, within one week of receiving the decision, a completed Level 2 OSCE Appeal Form to the chair of the Academic Standards Committee (a current membership list can be found at http://faculty.medicine.iu.edu/otherPages/committees.php); the assistant dean of academic advising and the senior director of planning, assessment and evaluation. The Academic Standards Committee has two weeks from receipt of all information required for the appeal to review the procedures followed to assign the OSCE grade and decide to uphold the senior associate dean’s decision or to grant the student’s appeal. The Academic Standards Committee’s decision is sent to the senior associate dean, the assistant dean of academic advising and the senior director of planning, assessment and evaluation, the latter of whom notifies the student and the registrar. This notification must include the completed Level 2 OSCE Appeal Form.

If the student wishes to dispute the Academic Standard Committee’s Level 2 Appeal decision, he/she must email, within one week of receiving the decision, a completed Level 3 OSCE Appeal Form to the executive associate dean for educational affairs, the assistant dean of academic advising and the senior director of planning, assessment and evaluation. The executive associate dean reviews the appeal and notifies all involved parties of the final decision within two weeks of the receiving the appeal and all information required for her/his review. This notification must include the completed Level 3 OSCE Appeal Form. The executive associate dean’s decision is final.

A workflow diagram of the above-described process is available at  https://mednet.iu.edu/MasterDocLibrary/MSE-OSCE-Appeal-Schematics.pdf.


Sanctions

Failure to comply with this policy may result in either a delay in the appeal process or, if the appeal is not made in a timely way, automatic denial of the appeal.

Failure to exhibit appropriate professional attitudes during the appeal process may result in an Area of Concern in Professionalism being initiated by the reviewer at any level. See Area of Concern Policy.

Course/clerkship/elective directors, the senior associate dean for medical student education and the Academic Standards Committee will be held to the timeline outlined above. Failure to respond within the timeframe will be reported to the executive associate dean and become part of the appeal documentation


Additional Contacts

Subject Contact Phone Email
Registrar Amanda Ybarra (317) 274-1971 ajybarra@iu.edu

Forms

Level 1 Grade/Isolated Deficiency Appeal Form

Level 2 Grade/Isolated Deficiency Appeal Form

Level 3 Grade/Isolated Deficiency Appeal Form

Level 1 OSCE Appeal Form

Level 2 OSCE Appeal Form

Level 3 OSCE Appeal Form


Related Information

Medical Student Information Privacy Policy
Grade Policy for Phase 1 Courses
Grade Policy for Courses, Clerkships and Electives in the Clinical Years
Timeliness of Foundational Science Course and Clerkship Grade Submission Policy
Area of Concern Policy


History

Approved by the Basic Science Component Committee 09/24/2013.
Approved by the Clinical Component Committee 10/01/2013.
Approved by the Curriculum Council Steering Committee 10/08/2013.
Policy modified 12/12/2016.
Approved by the Curriculum Council Steering Committee 03/21/2017.

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