EA-3214 Phase 3 Scheduling and Request for Extramural Electives

1.0      Purpose

To define the process used to determine Phase 3 scheduling and circumstances under which students may request schedule changes. The Phase 3 elective selection process is a critical step in shaping the final year of medical school. By following the guidelines and planning thoughtfully, students can create an intentional schedule that supports professional identity formation, maintains academic structure and rigor, and supports internship preparation.

2.0      Policy

All Phase 3 students must utilize the designated VTCSOM scheduling system and approved scheduling processes for the initial selection of electives and flex time and must complete all required Phase 3 curricular requirements published in the applicable Virginia Tech Carilion School of Medicine Course Catalog. To support timely completion of degree requirements, the Associate Dean for Educational Affairs, the Associate Dean for Student Affairs, and the Registrar conduct an annual degree audit for each enrolled medical student. The degree audit verifies progress toward graduation requirements, identifies any deficiencies or outstanding requirements, and informs academic advising and scheduling decisions. Students are responsible for addressing any identified deficiencies and ensuring completion of all graduation requirements prior to degree conferral.

Scheduling of Phase 3 required rotations and electives will be done via a selection process administered by the Office of Educational Affairs (OEA). Students are responsible for participating in required scheduling processes, reviewing applicable curriculum requirements, and ensuring completion of all Phase 3 graduation requirements.

Summer break, winter break, intersessions 5 and 6, Match Week, and Graduation week are not scheduled through this selection process. Once the elective selection process is complete, students are responsible for notifying the Phase 3 Manager of their preferred flex time to accommodate residency interviews, Step 2 independent study, additional independent study (if required), and research.

Requests to add, drop, or modify Phase 3 rotations or flex time after completion of the initial scheduling process must be submitted and reviewed in accordance with the VTCSOM Phase 3 Add-Drop Flex Time and Electives Policy (EA-3215). Students seeking participation in an extramural elective must complete the MCC Request Form for Away Electives and approval process prior to enrollment. Approval of extramural electives is subject to institutional review.

3.0      Procedures

Prior to the start of Phase 3, the OEA will communicate scheduling timelines, elective selection processes, participation requirements, and other operational instructions. Scheduling procedures may be modified as needed to support curricular requirements, course capacity, institutional resources, or operational needs.

Students anticipating participation in an extramural elective must submit the MCC Request Form for Away Electives. This form must be reviewed and approved through a multi-step process prior to student enrollment. The Phase 3 director first reviews the MCC Request Form to assess its appropriateness, feasibility, and alignment with Phase 3 requirements. Requests that meet these criteria are then forwarded to the Phase Integration Committee 2-3 (PIC 2-3) for additional review, including consideration of educational quality, supervision, and comparability to institutional expectations. When applicable, review of extramural electives may include consideration of student and patient safety, availability of emergency care, exposure to disease, natural disaster or political instability risks, need for preparation or follow-up, supervision quality, and potential ethical concerns. Following PIC 2-3 review, the MCC conducts a final evaluation to ensure the elective meets institutional standards, including adequate supervision and appropriate educational structure consistent with VTCSOM electives. Once approved, the registrar and the student are notified, and the elective is made available for enrollment. After completion of an approved extramural elective, VTCSOM must receive the student’s performance assessment and the student’s evaluation of the elective. Academic credit will not be awarded until the required performance assessment is received. After the elective selection process has concluded, requests to add, drop, or modify electives or flex time must be submitted and reviewed in accordance with the VTCSOM Phase 3 Add-Drop Flex Time and Electives Policy (EA-3215). Requests involving an extramural elective must also comply with the extramural elective approval process described in this policy. Any new or modified extramural elective requires review and approval prior to enrollment.

Students and faculty are encouraged to complete Conflict of Interest disclosures to help ensure that students are not assigned to a learning environment in which an actual or perceived conflict exists. Requests for reassignment or schedule modification due to conflicts of interest or other extenuating circumstances may be submitted to the Phase 3 Director for review and will be considered on a case-by-case basis in accordance with institutional policies, curricular requirements, and available resources. The determination of the Phase 3 Director regarding scheduling decisions and schedule changes will be final.

4.0      References

• VTCSOM Phase 3 Add-Drop Flex Time and Electives Policy EA-3215

5.0      Approval and Revisions

Approved by the Medical Curriculum Committee on June 18, 2026