EA-3313 Medical Student Performance Evaluation

1.0  Purpose

The Virginia Tech Carilion School of Medicine (VTCSOM) is committed to maintaining a transparent process for the Medical Student Performance Evaluation (MSPE) construction process and completion. This policy outlines the standardized and templated MSPE process used by VTCSOM to construct each student’s MSPE as guided by the structure and standards recommended by the Association of American Medical Colleges (AAMC).

2.0  Definition

The MSPE, formerly known as the Dean's Letter, is a comprehensive summary of a medical student’s academic performance, professional development, and overall experience. It is not a letter of recommendation or advocacy document. The MSPE is designed to provide residency programs with an accurate description of the VTCSOM curriculum and assessment structure as well as of each student’s performance and progress.

3.0  Policy

The MSPE contains six sections: Identifying Information, Noteworthy Characteristics, Academic History, Academic Progress, Summary, and Medical School Information. In aggregate, these sections provide a concise, accurate, and comprehensive evaluation of a student’s medical school performance and development within the context of the VTCSOM curriculum and assessment structure.

The Identifying Information section includes a student's legal name, medical school, degree program, date of matriculation, and expected date of graduation.

The Noteworthy Characteristics section is the only section of the MSPE containing content provided by the student. Students describe three characteristics, each of which is no longer than two sentences, that represent personal qualities and/or accomplishments they believe set them apart as individuals. The Associate Dean for Student Affairs offers guidance on the construction of these characteristics.

The Academic History section provides details regarding students' performance and progress through the curriculum, including additional degrees/certificates, probations, leaves of absence, and professionalism concerns.

The Academic Progress section summarizes Phase 1 curriculum and student performance. It also provides Phase 2 content, including clerkships in the order they were taken by a student, dates of each clerkship, clerkship grades (i.e., honors, high pass, pass, fail), and a bar chart for each clerkship to illustrate individual student performance in relation to their clerkship cohort. Additionally, the Academic Progress section includes narrative summaries derived from the “MSPE Comments” section each clerkship’s global assessment form. These narrative summaries are written by the clerkship directors. Student questions or concerns about these comments are directed to clerkship directors. Formal grievances regarding comments must be filed within five (5) business days after release of grades, according to VTCSOM Policy EA-3312 (Academic Grievance).

The MSPE is finalized after students have successfully completed all core Phase 2 clinical clerkships (Family Medicine, Internal Medicine, Neurology, Obstetrics and Gynecology, Pediatrics, Psychiatry, and Surgery).

Students have the opportunity to review the final draft of their MSPE for accuracy and grammar with a member of the Deans’ Office. The MSPE cannot be printed or provided electronically to any medical student. If a student would like to petition to have a change made to their MSPE, they can follow the MSPE grievance process detailed below. Once finalized, the MSPE is added to the residency application platform for viewing by the residency programs by the day the applications are available to program directors.

The Associate Dean for Student Affairs and the Senior Associate Dean for Medical Education sign the MSPE and provide oversight for its preparation. Students have the option to request that an alternate individual prepare and sign their MSPE.

Students who have graduated but not yet matched into a residency position will have an addendum added to their MSPE to communicate any changes and/or updates that have occurred since the initial MSPE was completed. The original MSPE will only be modified to correct factual errors and only include information from before the student graduated from medical school.

MSPE Grievance Process

Formal grievances regarding errors generated in compiling the final draft of the MSPE must be submitted in writing to the Senior Associate Dean for Medical Education (SADME).

Upon receipt of the written grievance, the SADME will review the concern, consult with relevant course directors, clerkship directors, and other appropriate parties, and communicate a written decision to the student within five (5) business days.

If the student is not satisfied with the resolution, the grievance will be referred to the Medical Student Performance and Promotion Committee (MSPPC). The Committee will convene within five (5) business days of receiving the referral. The Committee may consult with relevant individuals as appropriate, review the grievance and supporting information, and determine whether institutional academic policies were applied appropriately and consistently.

The MSPPC will issue a written decision to the SADME and the student. The Committee's decision shall constitute the final resolution of the grievance.

The Assistant Dean for Student Affairs, who provides academic counseling to students, does not contribute to the writing or construction of the MSPE.

The MSPE is retained in accordance with the VT and VTCSOM records management standards. Students can contact the VTCSOM Office of Enrollment Management for more information on this topic.

4.0  References

• AAMC Medical Student Performance Evaluation (MSPE)
• AAMC MSPE Template
• Academic Grievance policy (No. EA-3312)
• Associate Dean for Student Affairs
• Senior Associate Dean for Medical Education

5.0       Approval and Revisions

Approved by the Medical Curriculum Committee on August 20, 2026