EA-3311 Academic Deficiencies

1.0      Purpose

This policy outlines the actions taken when a medical student’s academic performance does not meet the performance standards defined in the VTCSOM Advancement and Graduation Policy (Policy No. EA-3301). The Medical Student Performance and Promotion Committee (MSPPC), as defined in Policy No. SA-4301, oversees processes related to student evaluation, promotion, and changes in academic status and operates in accordance with student-centered policies and procedures designed to ensure fair and consistent treatment. The MSPPC conducts its work through both standing meetings and as-needed meetings, convening as appropriate to review individual student academic deficiencies that may result in probation, suspension, leave of absence, or dismissal.

2.0      Policy

The MSPPC reviews individual student academic deficiencies that may impact progression, advancement, or graduation, including but not limited to the issues identified in the Table below.  VTCSOM Policy EA-3301 Advancement and Graduation describes the required time to complete the phases of the curriculum.

Performance thresholds for courses, clerkships, and electives are defined in the relevant syllabus. Failure to meet these thresholds may result in a mandatory learning plan, formal remediation, or a grade of “Unsatisfactory,” as described in VTCSOM Policy No. EA-3302 (Student Assessment Policy).

The table below outlines common academic deficiencies referred to the MSPPC and associated actions. MSPPC procedures for Reports, Reviews, and Student Status Hearings are described in Policy No. SA-4301 (Medical Student Performance and Promotion Committee), including processes for determining probation, suspension, or dismissal.

Academic Issues Which Trigger Communication with MSPPC

*For the Class of 2026 or 2027, the curriculum only includes Phase 1 and Phase 2.
† For the Class of 2026 or 2027, Phase 2 must be completed satisfactorily in no more than three years from the date the student began Phase 2.
‡ This issue facilitating an MSPPC Student Status Hearing also includes situations in which leadership determines a student is not on track and it is reasonably expected the student will not be able to satisfactorily meet program requirements within the expected timeframe.

3.0      Procedures

Academic Probation

Notices of academic deficiencies are forwarded by MSPPC advisors to the MSPPC Chair for scheduling in accordance with MSPPC Policy (Policy No. SA-4301), which outlines committee processes for informational reports, advisory reviews, and Student Status Hearings. Certain academic deficiencies listed above may result in academic probation. In addition, the MSPPC may impose academic probation following review in accordance with MSPPC procedures, including during a Student Status Hearing. Students placed on academic probation must work with the Offices of Educational Affairs and Student Affairs to develop an individualized learning plan. Probation is lifted upon successful resolution of the academic deficiency that resulted in probation, including successful completion of the course, clerkship, examination, or other required academic expectation, as applicable. Academic probation is documented in the Medical Student Performance Evaluation (MSPE).

Independent Study Period

All students are allotted a 6‑week independent study period at the end of Phase 1 to prepare for the USMLE Step 1 examination. Students who are not ready to sit for the exam at the end of this period, or who receive a failing score during this period, must meet with the Assistant Dean for Student Affairs and Director of Academic Counseling, the Associate Dean for Student Affairs, and the Associate Dean for Educational Affairs to determine next steps and enter into a USMLE Step 1 Deferral Agreement that outlines an academic plan for taking Step 1 in a timely manner to allow for completion of both Step 1 and Step 2 by September 1 of the fourth year. All USMLE Step 1 Deferral Agreements are reviewed and approved by the Senior Associate Dean for Medical Education.

Following completion of the required clerkship curriculum, all students may take an additional six (6) week independent study period to prepare for the USMLE Step 2 examination. Students who require additional time for preparation or who are unsuccessful on the USMLE Step 2 examination must meet with the Associate Dean for Educational Affairs and the Associate Dean for Student Affairs to review available options and ensure continued progress toward meeting all graduation requirements.

4.0      References

• USMLE Step 1 Deferral Agreement
• Medical Student Performance and Promotion Committee SA-4301
• Academic Grievance EA-3312
• Advancement and Graduation EA-3301

5.0      Approval and Revisions

Approved by the Medical Curriculum Committee on May 21, 2026