EA-3215 Phase 3 Add/Drop Flex Time and Electives

1.0      Purpose

To establish the requirements and procedures for adding, dropping, and modifying Phase 3 flex time and elective experiences within the Virginia Tech Carilion School of Medicine (VTCSOM) curriculum. Flex time, is any period in Phase 3 in which a student is not scheduled to participate in a required or elective curricular activity, including residency interview, Step 1 or 2 independent study, and research. Electives are educational experiences selected by students from an approved list of offerings.

2.0      Policy

This policy applies only to flex time and electives. Required Phase 3 curricular experiences, including the Emergency Medicine Clerkship and other non-elective required curricular components, are governed by separate scheduling processes and are not subject to the add-drop procedures described in this policy.

Following completion of the initial Phase 3 scheduling process, in accordance with the Phase 3 Scheduling and Request for Alternatives Policy (EA-3214), students may request to add, drop, or modify flex time and elective experiences in accordance with this policy. All requests are subject to elective availability, curricular requirements, scheduling feasibility, and required approvals, Schedule changes are not considered approved until all required approvals have been obtained and the change has been processed through One45.

The Phase 3 Director has final authority regarding approval or denial of add-drop requests.

3.0      Procedures

After completion of the Phase 3 scheduling process described in the Phase 3 Scheduling and Request for Alternatives Policy (EA-3214), the following procedures apply to add, drop, or modify electives and flex time:

1. Students must submit the Add-Drop Form, which can be found in CANVAS, to the Phase 3 Director and copy the Phase 3 Manager. Requests will be reviewed for elective availability, curricular requirements, and scheduling feasibility.
2. Requests should be submitted as early as possible and must be submitted no later than 14 calendar days prior to the start of the elective or clerkship. Requests submitted fewer than 14 calendar days before the start date are subject to approval by the director(s) of the course being dropped and/or added, as applicable, and by the Phase 3 Director. Schedule changes will not be implemented without all required approvals. Final decisions regarding Add-Drop requests rest with the Phase 3 Director. Submission of an Add-Drop Form does not replace required institutional approval for away electives.
3. Upon receipt of the Add-Drop Form for an addition, the Phase 3 Manager will verify availability of the requested elective with the Carilion Clinic Office of Visiting Student Affairs (OVSA) and the Elective Director and Elective Coordinator, as applicable. If the requested experience is available and the proposed schedule continues to satisfy all curricular and graduation requirements, the Phase 3 Manager will coordinate the necessary approvals and notify the respective Elective Director(s) and Coordinator(s) of the approved schedule change.
4. Students will be notified of the outcome of their request via email within 5 business days of submission.
5. Add-Drop forms are available on the VTCSOM Phase 3 and VTCSOM Student Affairs Canvas pages.
6. One45 schedule changes will not be processed until the Add-Drop Form has been submitted and all required approvals have been obtained. Students are responsible for reviewing their One45 schedule and ensuring that approved changes are accurately reflected. It is the student’s responsibility to make sure the schedule in One45 reflects all changes.
7. Students may inquire with the Phase 3 Manager regarding the availability of specific rotation before submitting a formal schedule change request.  

4.0      References

• Phase 3 Scheduling and Request for Alternatives Policy EA-3214
• Phase 3 Director

5.0      Approval and Revisions

Approved by the Medical Curriculum Committee on June 18, 2026