SA-4301-Medical Student Performance and Promotion Committee

1.0      Purpose

The Medical Student Performance and Promotion Committee (MSPPC) is responsible for ensuring the academic progress and professional development of all VTCSOM students by monitoring performance across core competencies, academic programming, and professionalism. The Committee reviews each student’s holistic academic portfolio to support continuous learning and assess readiness for advancement, oversees standards and procedures for promotion and graduation, and reviews cases involving academic and non-academic concerns, including professionalism, conducting student status hearings when necessary.

2.0      Policy

The MSPPC consists of 12 members: 8 faculty (including at least three from Basic Science and three from Clinical Science) and one student representative from each class (M1–M4) who serve as voting members of the committee. The Chair is a faculty member elected by the Committee. The Senior Associate Dean for Medical Education (or designee) and the Associate Dean for Student Affairs (or designee) serve as non-voting advisors, and one VTCSOM employee serves as a non-voting administrative representative (see Policy No. FA-5001).

The Committee meets four times annually (August, December, February, and April) to review academic deficiencies (per Policy No. EA-3311), receive updates, approve returns from leave of absence, and determine student promotion and graduation. Additional meetings are convened as needed to address academic or professionalism concerns requiring review or a student status hearing as delineated in policies relating to student professionalism issues and academic deficiencies (per Policy No. EA-3311 and EA-3402).

3.0      Procedures

Standing Committee Meetings (Scheduled Business Meetings)

The MSPPC holds standing meetings in August, December, February, and April to carry out its core responsibilities:

• August: Orientation and annual committee training
• December: Approval of December graduates for graduation
• February: Promotion of students from Phase 1 to Phase 2
• April: Promotion of students from Phase 2 to Phase 3 and Phase 3 students to graduation

During standing meetings, the Committee receives updates on student academic deficiencies that have been formally reported under Policy No. EA-3311 (Academic Deficiencies), reviews updates on prior and ongoing deficiency cases, and considers related student progression actions. These include approval of students returning from a leave of absence, advancement between curriculum phases, and recommendations for graduation.

In addition to scheduled meetings, the Committee convenes on an as-needed basis when academic or non-academic deficiencies arise that require formal review or a student status hearing, in accordance with Policy No. EA-3311 (Academic Deficiencies) and Policy No. EA-3402 (Student Professionalism Policy). These meetings are scheduled in a timely manner based on the urgency and nature of the deficiencies or concerns.

Reports to the MSPPC (Informational Only)

At regularly scheduled MSPPC meetings, one of the committee advisors will update the committee regarding required reports of student activity, as described in the VTCSOM policy on Advancement and Graduation (EA-3301) or reports of academic deficiencies described in VTCSOM Policy No. EA-3311 (Academic Deficiencies). For reports of academic deficiencies, no action will be taken by the MSPPC other than providing guidance to student affairs and educational affairs leadership. The Chair will provide formal written communication to the student, stating the academic deficiency that was reported to the committee and any additional relevant information. No signature or responding communication is required from the student.

MSPPC Review (Advisory Review)

An MSPPC review is non-disciplinary and does not result in probation or suspension. Instead, the committee provides advisory guidance to the Senior Associate Dean for Medical Education, Associate Dean for Educational Affairs, and Associate Dean for Student Affairs to inform ongoing student support and development. Following review, the MSPPC may recommend continued monitoring and support at the program level, dismissal of the concern due to insufficient evidence, or advancement to a Student Status Hearing, in which case the procedures outlined in the “Student Status Hearing” section will be followed. The student may be invited to return to the committee at a later time to review progress toward identified goals.

When a student meets a trigger for MSPPC review for either academic deficiencies (Policy No. EA-3311) or student professionalism (Policy No. EA-3405 – Student Professionalism), a meeting of the MSPPC will be scheduled. Academic reviews will be conducted at the next regularly scheduled meeting. In cases where a concern is deemed time‑sensitive, a special meeting may be convened to address the matter promptly. The student is encouraged, though not required, to attend the meeting. The Senior Associate Dean for Medical Education (or designee) presents the relevant concerns, prior efforts to support the student, and any interventions implemented to address academic or professionalism issues. If present, the student may provide information relevant to the concerns under review.

When professionalism concerns are reviewed, the MSPPC may also determine that the matter lacks sufficient evidence and vote to dismiss the concern following consideration of all presented information. The MSPPC Chair will provide written communication to the student summarizing the committee’s guidance to school leadership.

Student Status Hearing (Formal Hearing)

A Student Status Hearing is a formal MSPPC proceeding convened when serious, persistent, or escalating academic and/or professionalism concerns require consideration of potential changes to a student’s academic standing or enrollment status.

The MSPPC Chair shall notify the student who has met one or more of the triggers for a Student Status Hearing of the details of the hearing at least ten (10) business days prior to the scheduled MSPPC hearing. The Chair shall send the notification letter by FERPA compliant email with delivery and read receipt requested to the student’s official email address on record. The letter may also be hand delivered to the student by the Associate Dean for Student Affairs, with the student signing an acknowledgment of receipt. Notification may also be provided through other institutionally approved secure communication methods that provide documentation of receipt.

A copy of the notification letter will be sent to the Associate Dean for Student Affairs, who will be available to advise the student on matters pertaining to the hearing, and to the Senior Associate Dean for Medical Education. In the event that the Chair is unable to confirm delivery of the letter to the student, the MSPPC Chair may document through a sworn statement that reasonable attempts at notification were made, and the MSPPC may proceed with the hearing.

Notification Letter for Student Status Hearing

The letter to the student shall:

• Document the reasons for the Student Status Hearing
• Direct the student to appear at the specified time, date, and place of the hearing;
• Advise the student of the following rights:
  • To appear in person alone or with a student-selected member of the VTCSOM community;
  • To have legal counsel present for assistance and advice; however, legal counsel is advisory only and does not participate in proceedings;
  • To request recusal of any MSPPC member for cause or conflict of interest;
  • To know the identity of all individuals providing information in the case;
  • To summon witnesses, present evidence, require production of documents, and make statements on their own behalf;
  • To question all individuals providing information for clarification;
  • To receive a copy of the hearing minutes;
  • To appeal the MSPPC decision to the Dean.
• Require the student to notify the MSPPC Chair no later than five (5) business days prior to the hearing of:
  • Intent to be assisted by legal counsel (failure to provide advance notice results in waiver of counsel participation);
  • Intent to bring one VTCSOM community member (student, faculty, or staff) as a support person, including that individual’s name;
  • Names of any witnesses the student intends to call.
• Require both the student and the Senior Associate Dean for Medical Education to provide the MSPPC Chair, at least five (5) business days prior to the hearing, the names of any witnesses to be called.
• Include the names of individuals who will present information regarding the alleged academic or non-academic deficiencies or professionalism concerns.
• State that the Senior Associate Dean for Medical Education (or designee) and MSPPC members may question the student and all individuals providing information on the student’s behalf.
• The MSPPC Chair shall compile a list of all individuals who will present information on behalf of either the student or VTCSOM and shall distribute the list to the student and each member of the MSPPC four (4) business days before the meeting. In deciding on the question of dismissal, the MSPPC has the right and responsibility to review the student's entire record. The MSPPC, for good cause, may postpone the hearing and notify all interested persons of the new hearing date, time, and place. Upon request of the student, the MSPPC also may waive the ten-business day period of notice, informing all interested persons of the new hearing date, time, and place. 

Student Status Hearing Format and Procedures

The hearing will be conducted to ensure procedural fairness for all parties. The MSPPC Chair shall preside over the meeting in accordance with the following procedures:

• A quorum must be confirmed to proceed. For Student Status Hearings of the MSPPC, a quorum is defined as a simple majority (8) of committee members, including at least one student member.
• The Senior Associate Dean for Medical Education (or designee) represents VTCSOM and presents the facts of the case.
• VTCSOM legal counsel may be present to advise the committee.
• The student presents their case.
• The student may be assisted by legal counsel; however, counsel may not make statements, ask questions, or submit written materials.
• Individuals called to present information may do so and may be questioned by the student, the Senior Associate Dean for Medical Education (or designee), and MSPPC members.
• The Senior Associate Dean for Medical Education (or designee) and the student may present rebuttal evidence and counterarguments. MSPPC members may ask questions.
• The MSPPC deliberates in closed session (student absent) and renders a decision.

MSPPC proceedings are confidential and treated as part of the student’s educational record in accordance with applicable law and institutional policy, including the Family Educational Rights and Privacy Act (FERPA). Access is limited to individuals with an educational or institutional need to know. Unauthorized disclosure of confidential MSPPC information by participants may be considered a professionalism concern and reviewed under applicable VTCSOM policies. This provision does not restrict a student from consulting advisors, family members, or legal counsel regarding their own case, provided confidentiality of other individuals is maintained.

Student Status Hearing Actions

The MSPPC Chair will submit in writing the decision of the Committee to the parties involved within two (2) business days of the hearing. The decision shall detail the reasons for the action recommended. The actions of the MSPPC for a student with academic deficiencies can include academic probation, academic suspension (leave of absence), or dismissal.  The actions for a student with a non-academic deficiency include non-academic probation, non-academic suspension, or dismissal.

• Finding the complaint without merit. This action can only be imposed during non-academic student status hearings.
• Professionalism Educational Assignment.  This outcome may be assigned in non-academic hearings only. In the event of future professionalism concerns, prior assignments may be considered by MSPPC and institutional leadership. This outcome is not reported in the Medical Student Performance Evaluation (MSPE).
• Probation (academic or non-academic). Probation is effective immediately. The terms of probation will be determined by the MSPPC and communicated to the student. The student will return to Good Standing upon successful completion of all probation requirements. Failure to complete the terms of probation within the specified timeframe constitutes a violation of probation status and will result in a subsequent Student Status Hearing. A description of probation will be included in the student’s Medical Student Performance Evaluation (MSPE).
• Suspension (academic or non-academic). Suspension is effective immediately, and the student may not complete the current semester. The student shall be suspended for a period not to exceed one (1) full academic year following the current semester. All credits for the current course or rotation shall be forfeited. The student must appear before the MSPPC prior to re-enrollment. Upon re-enrollment at VTCSOM at the conclusion of the suspension period, the student shall be placed on Probation (academic or non-academic). The student will return to Good Standing upon successful completion of all MSPPC-specified terms. A description of the suspension will appear in the student’s Medical Student Performance Evaluation (MSPE).
• Dismissal (academic or non-academic). The student shall be permanently dismissed from VTCSOM and may not complete the current course or rotation. All credits for work completed in the current course or rotation shall be forfeited. The student may not re-enroll in the MD program at VTCSOM. The transcript will reflect “permanently dismissed for academic deficiency” or “permanently dismissed for non-academic deficiency,” as applicable.

After completion of all MSPPC actions, all documents and records of the case are stored in a confidential MSPPC electronic file managed by the MSPPC Chair and designated staff or administrative support personnel. Hearing records are confidential. The Associate Dean for Student Affairs will retain copies of all official MSPPC communications to the student, including the letter notifying the student of the hearing and the letter documenting the hearing outcome, in the student affairs file.

Appeals to the Dean

The student may appeal an MSPPC decision for dismissal directly to the Dean of VTCSOM. Grounds for appeal are limited to the following:

• The proceedings were not conducted in accordance with the outlined procedures, resulting in significant prejudice to the student;
• Significant information was not available to the student or the MSPPC at the time of the hearing, or has subsequently come to light;
• The sanction imposed is not appropriate given the severity of the violation for which the student was found responsible.

The student must submit a written appeal to the Dean within ten (10) business days of the date of the written MSPPC decision. The appeal must include the student’s name, the date of the decision, all supporting materials, and the name of the student’s representative, if applicable. Submission of a written appeal suspends the imposition of sanctions or penalties until a final decision on the appeal is rendered. Pending appeal, the Dean may restrict the student’s attendance in classes and/or participation in academic programs for reasons related to the student’s physical or emotional safety and well-being, or for reasons related to the safety of patients, students, or faculty.

The Dean may approve, reject, or modify the MSPPC decision, or may require that the original hearing be reopened for the presentation of additional evidence and reconsideration. The Dean’s decision shall be issued within five (5) business days of receipt of all supporting materials and communicated in writing to the student, the Senior Associate Dean for Medical Education, the Associate Dean for Student Affairs, the Chair of the MSPPC, and any other parties as determined by the Dean. The timelines described in this process (MSPPC meeting through appeal to the Dean) may be modified by mutual agreement between the student and the Chair of the MSPPC and/or the Dean due to extenuating circumstances. The Dean may not impose a more severe sanction than that imposed by the MSPPC and may only uphold or reduce the original sanction.

The Dean’s decision is final and not subject to further internal appeal. A student who has been dismissed from VTCSOM is not permitted to be reinstated or reapply for admission. Notation of dismissal will be recorded on the student's academic transcript.

VTCSOM is committed to ensuring that no student is subject to unfair treatment as a result of participating in this process.

Conflict of Interest

Committee members must adhere to institutional and university conflict of interest policies, including VT Policy 13010, VTCSOM Faculty Conflict of Interest and Commitment Policy (FA-5010), and the VTCSOM Policy on Educational Conflicts of Interest and Recusal (FA-5015). In the event of a conflict of interest, real or perceived, members of the MSPPC will be expected to recuse themselves from the official proceedings of the committee.  The student has the right to challenge the presence of individual members prior to the start of the meeting. The Chair of the MSPPC will determine such a conflict.  If the Chair is the individual in question, the Senior Associate Dean for Medical Education (or designee) will make the determination of such conflict.

4.0      References

• Virginia Tech Conflict of Interest Policy 13010
• VTCSOM Advancement and Graduation EA-3301
• VTCSOM Academic Deficiencies EA-3311
• VTCSOM Academic Grievance EA-3312
• VTCSOM Student Professionalism Policy: Attributes of Professionalism, Teacher–Learner Compact, Reporting, and Concern Management EA-3402
• VTCSOM Learning Environment and Student Mistreatment Policy EA-3403
• VTCSOM Election and Appointment to VTCSOM and University Committees FA-5001
• VTCSOM Faculty Conflict of Interest Commitment FA-5010
• VTCSOM Policy on Educational Conflicts of Interest and Recusal FA-5015

5.0      Approval and Revisions

Approved by the Medical Curriculum Committee on May 21, 2026