It is the policy of the University of Arizona College of Medicine – Phoenix (COM-P) that the enrollment status, block and course sequencing, and grade determination for a student in the pre-clerkship curriculum are governed by the following guidelines:

Process

I. Pre-Clerkship enrollment status

A student is enrolled in a course* under one of the following statuses:

  1. First-time enrollment
    1. Defined: Enrollment in a course* for the first time.
  2. Remediation enrollment
    1. Defined: Available only after the failure of that course*. A remediation enrollment is a condensed version of a course*, in which a set of experiences and assessments are designed to be equivalent in scope. Other definitions will be clearly provided within a course* syllabus for special circumstances, if necessary.
  3. Repeat enrollment in a course*
    1. Defined: Enrollment in a course* for the second time.

II. Pre-clerkship sequencing

  1. General requirements:
    1. Except as noted below, a student is expected to complete and receive a passing grade in all courses* of Years 1 and 2 in sequential order. A student must pass Transitions to Clerkship to progress to Year 3.
      1. Students enrolled in the MD/PhD degree program may be permitted to take up to eight weeks of non-patient care elective(s) after completing all pre-clerkship requirements prior to starting their graduate program. The completed non-patient care elective(s) will count toward the total of 12 non-patient care credits allowed between Years 3 and 4.
        See each syllabus for any prerequisite requirements.
    2. With the exception of Year 1 students in Clinical Anatomy (CA) and students remediating a block during Personalized Active Learning (PAL), a student may be enrolled in only one block at a time.
    3. A failure of any Year 2 course* will most likely delay the student from beginning Year 3 clerkships and will be noted in the Medical Student Performance Evaluation (MSPE/Dean’s letter) as an academic delay.
  2. Leave of absence:
    1. In the event of an approved leave of absence resulting in a missed course*, a student may be allowed a modified schedule under the guidance of the Student Progress Committee (SPC), which may consist of an altered course* sequence dependent upon prerequisite(s) as defined in II.1.a
  3. Make-up/retake:
    1. All block make-up examinations (except MBLD and CA) or permitted retake examinations must be completed prior to beginning a new block. MBLD make-up examinations must be completed prior to the beginning of MSNS1. CA make-up examinations must be completed prior to the beginning of NSII. Exceptions must be approved by the dean, pre-clerkship curriculum, or their respective designee, in consultation with the dean, student affairs, or their respective designee.  If two retakes are needed concurrently, the student and block directors will work together, in collaboration with the dean, pre-clerkship curriculum and dean and student affairs, or their respective designees, to determine the order and timing of the retake exams.
  4. Failed course*:
    1. A student is permitted to remediate up to two courses* during the pre-clerkship years, provided one is a Year 1 course* and one is a Year 2 course*.
    2. Remediation of a failed course* in Year 1 up to and including Pulmonary, Renal, Acid-Base Block (PRAB) occurs after the Year 1 OSCE, before and during PAL unless specified in the course* syllabus, or the course* can be repeated when offered during the next academic year. A student request to repeat the course* rather than remediate must be communicated in writing to the dean, student affairs, or their respective designee, and the course* director. 
    3. Remediation of PAL or any failed course* in Year 2 occurs during dedicated USMLE STEP 1 study time and must be completed before Transition to Clerkships, or the course* can be repeated when offered during the next academic year. A student request to repeat the course* rather than remediate must be communicated in writing to the dean, student affairs, dean, pre-clerkship curriculum, or their respective designees, and the course* director before the first day of dedicated USMLE STEP 1 study time. 
    4. A modified curricular sequence, other than remediation during PAL or USMLE STEP 1 study time, must be approved by the SPC. A modified curricular sequence could permit a student to take some curricular units out of calendar sequence but would still require a student to successfully complete all required courses*.
    5. A failed remediation or failed repeat of a course* counts as failing a course* a second time, and results in automatic dismissal. See Dismissal and Removal from Academic Environment Policy.
  5. Course* remediation with another course*:
    1. A Year 1 student who has a course* failure while holding a grade of Incomplete in a course* can begin remediation after the Year 1 OSCE, before and during PAL. 
    2. However, the course Incomplete must revert to a grade of Pass for a student to sit for the final remediation assessment of the failed course*.
    3. If the course Incomplete reverts to a final grade of Fail, that constitutes a failure in two different courses*, which results in a student being removed from remediation and repeating Year 1. See section II.7. “Repeat of an Academic Year.”
  6. Course* completion during PAL:
    1. The course* director assigning the grade of Incomplete must submit the course completion form before the start of the PAL block. The dean, pre-clerkship curriculum, or their respective designee adjudicates potential conflicts surrounding the curricular activities to ensure both the course* and PAL are completed successfully or that the course* is completed successfully and a plan for completion of PAL is in place prior to the start of Year 2.
    2. A student cannot receive PAL credit for activity to resolve an Incomplete from another course* during the PAL block.  A student may work to resolve an Incomplete during PAL time, but time spent on resolving the Incomplete will not count towards PAL hours. Other activities will need to be completed to meet the requirements of the PAL block. 
    3. A student remediating a failed year 1 block during PAL may include time spent on remediation activities in their PAL activity plan; these hours will count toward their required PAL hours.
  7. Repeat of an academic year:
    1. a.    If a student fails two different courses* (i.e., one block and one course; or two blocks; or two courses) within one academic year, during Years 1 or 2, the Student Progress Committee (SPC) will develop an individualized academic schedule under the authority of the Student Progress Committee Procedures and Process for Dismissal Policy, Section Two.4a. The individualized academic schedule will include a repeat of failed courses, as well as a repeat of additional courses sufficient to prepare the student for further academic progress. In most cases, the individualized academic schedule will include sufficient credits in each affected semester to maintain the student's status as a full-time student. The SPC recommendations will incorporate curricular elements aimed at maintaining students’ clinical skills. Where possible, the modified academic timeline will include a reduced course load, excluding some already passed curricular elements. To ensure students are best equipped to pass curricular elements which were previously failed, the relevant course* director(s) may also suggest incorporation of blocks or courses which are foundational and synergistic in nature, though the final recommendation will be made by the SPC.   
    2. Any block or course failure (including those previously passed) during the repeat of the year results in an automatic dismissal. See Dismissal and Removal from Academic Environment Policy.

III. Pre-clerkship grade determination

  1. General requirement:
    1. Each syllabus must clearly state how the final grade will be determined.
    2. Each syllabus must clearly state when and how students will be able to review their final grade.
    3. For grade appeals, see Student Progress Committee Procedures and Process for Dismissal Policy.
  2.  Block grading for Pass or Fail:
    1. Block Pass
      1. Block scoring for Passing grade
      2. To pass a block, a block score equal to or greater than 70 percent (no rounding) must be achieved (total questions correct/total questions on all examinations X 100).
      3. The block score is calculated as the total number of correct responses divided by the total number of questions on all examinations combined throughout the block.
  3. Block retake examination passing grade criteria†
    1. In the event of a cumulative examination score of less than 70 percent at the end of a block, students have the opportunity for retake examination on a date stipulated in the relevant syllabus.   
      1. The retake examination will consist of a proportional number of questions addressing the full scope of material from the block examination(s) that received a score of less than 70 percent.
    2. A score equal to or greater than 70 percent (no rounding) on the retake examination (total questions correct/total questions on all examinations X 100) results in a passing grade for the block. In the absence of extenuating circumstances as determined by the dean, pre-clerkship curriculum and the dean, student affairs, or their respective designees, a student who does not retake the examination at the time stipulated in the relevant syllabus will receive a grade of Fail for the block. See Examination Absence in Year 1-4 Policy.
    3. A student is permitted to take a retake examination for up to three blocks during the pre-clerkship years. Before scheduling a retake examination, it is the responsibility of students who have not connected with their learning specialist during the block requiring a retake to schedule a meeting with their learning specialist, potentially involving the director or co-director of the failed block. The meeting does not need to occur before the retake, but a date and time must be confirmed before a retake is scheduled. Consult the block syllabus for specific processes regarding retake scheduling. 
      • †The “block retake examination passing grade criteria” listed above applies to both pre-clerkship years for students who are current MS1’s in AY 23-24 and for students who are current MS2’s in AY 23-24. Students who matriculated prior to this time would be subject to the policy in effect during their pre-clerkship years.
  4. Block Fail
    1. Block scoring for Failing grade
      1. A score of less than 70 percent on the retake examination results in a grade of Fail for the block.
      2. If permitted retake examinations have already been used in a previous course*, a cumulative examination score of less than 70 percent at the end of any subsequent block(s) results in a grade of Fail for the block.
    2. Block remediation for Failing grade
      1. A cumulative score of less than 70 percent on the remediation results in a grade of Fail for the remediation.
      2. A failure of a remediation is considered a second failure of the same block and the student is automatically dismissed. See Dismissal and Removal from Academic Environment Policy.
  5. Block remediation Passing grade criteria
    1. A student must score equal to or greater than 70 percent (no rounding) cumulatively on remediation examination(s) (total questions correct/total questions on all examinations X 100) to pass the remediation.
    2. Successfully passing a remediation does not change the grade of Fail on the transcript from the original grade. The remediation grade shows as a second grade on the transcript as a grade of Pass.
  6. Course grading for Pass or Fail:
    1. Course Pass
      1. Course scoring for Passing grade
        1. A grade of Pass is posted for a student who meets all required elements and milestones as outlined in the course syllabus.
        2. Doctoring is the only course which requires formal examinations.  A retake of an Objective Standardized Clinical Examinations (OSCE) exam is separate from block examination retakes.
  7. Course remediation Passing grade criteria
    1. A student who is eligible for remediation of a failed course must consult the course syllabus for specific remediation processes (e.g., scope of work, dates of remediation, dates of required assessments, etc.).
    2. A student who successfully completes all mandated remediation activities within the time specified receives a grade of Pass.
    3. A student who fails to complete all mandated remediation activities within the time specified receives a grade of Fail.
      1. A failure of a remediation is considered a second failure of the same course and the student is automatically dismissed. See Dismissal and Removal from Academic Environment Policy.
  8. Course Fail
    1. Course directors are expected to identify students throughout the length of the course who are not meeting required elements in a timely manner and provide corrective mentoring as well as a specific corrective plan (signed by both student and course director) outlining deficient requirements and the steps necessary to avoid a course failure.
    2. A grade of Fail is posted for a student not completing course requirements by the date stipulated in the individual course syllabus.
    3. If a student is on record as having an approved reason for not completing said requirements, see Section III.9. “Course* grading for Incomplete, Drop or Withdrawal.”
  9. Course* grading for Incomplete, Drop, or Withdrawal (Drop/Withdrawal form):
    1. Incomplete
      1. If a student has not missed more than the maximum allowable time stated in the syllabus and is on record after consultation with the course* director and the dean, student affairs, or their respective designee as having an approved reason for not completing said requirements by the course* end date, then a grade of Incomplete is awarded.
      2. Course* Directors assigning a grade of Incomplete submit a Course Completion Form by the final grade submission deadline indicating the requirements for completion, including the expected completion date.
      3. Failure to complete the required assignments by the expected completion date results in a failure of the course*.
      4. A grade of Incomplete automatically reverts to a failure on the transcript after one calendar year if the course* has not been completed.
    2.  Drop
      1. When a student has missed or will miss more than the maximum allowable time stated in the syllabus but either has not taken an assessment or is passing according to the standards of the course*, the student may drop the course* after approval from the dean, student affairs, or their respective designee. 
      2. A dropped course* does not show on the transcript.
      3. A student may enroll in the same course* during the next academic year when it is offered.
    3. Withdrawal
      1. When a student has missed or will miss more than the maximum allowable time stated in the syllabus, and is not passing a course* according to the standards of the course*, and after consultation with the dean, student affairs, or their respective designee, the student may request to withdraw from a course* when the student is approved for a leave of absence. 
      2. A grade of W appears on the transcript for any withdrawals.
      3. A student may enroll in the same course during the next academic year when it is offered.
      4. Exceptions to the course* grading for Incomplete, Drop or Withdrawals must be approved by the dean, pre-clerkship curriculum, in consultation with the dean, student affairs, or their respective designees.


 Course* = Any component of the curriculum where a grade is earned.
-When block is used, it refers to block-specific issues that do not apply to courses
-When course is used, it refers to course-specific issues that do not apply to blocks 
 

Curriculum Committee
  • Original Approval Date:
    12/12/2017
  • Revision/Reaffirmation Date:
    06/11/2024
  • Current Effective Date:
    07/1/2024