Last updated on December 2nd, 2021

Monitored Academic Status and Recommendation for Dismissal

MONITORED ACADEMIC STATUS (MAS)

Monitored Academic Status (MAS) is an internal marker placed in students’ progress files by the Academic Progress Review Committee (APRC). It allows students who are at risk of not making satisfactory academic progress, to continue in the program with additional academic advising. Students are placed on MAS throughout the academic program, if they meet any of these conditions:

  1. Failing a Term 1-5 course
  2. Requiring an extra term to complete the Basic Sciences program (CR, LOA)
  3. Requiring extra time to transition to or complete Clinical Studies

Students on MAS are assessed, supported and monitored by the Academic Advising and Development Support (AADS) for the duration of the MD program. They will be required to meet regularly with their assigned Academic Advisor who will assess and monitor their progress and make referrals to relevant support services. Students placed on MAS remain on MAS for the duration of the MD program.

RECOMMENDATION FOR DISMISSAL DURING TERMS 1-5 AND BEFORE CLINICALS

The following criteria will be used by the APRC to determine end of term dismissal recommendations:

  1. A second failure to earn a passing grade during the Basic Sciences. Only one F grade is allowed during the Basic Sciences.
  2. Failure to achieve academic progress standards on the second attempt at a course following a Credit Remediation (CR).
  3. Failure to achieve academic progress standards despite 2 timeline extensions, due to an F grade and/or CR/LOA.
  4. Failure to meet CAPPS stipulations after the CAPPS retains a student following an appeal of a recommendation for dismissal.
  5. Failure to begin clinical rotations within 3 years of matriculation or 6 months of completing the Basic Sciences, if a student took the maximum of 3 years to complete the Basic Sciences.
  6. Failure to accept or comply with the terms of an APRC letter by the deadline specified.
  7. Failure to meet professional behavior standards, including failure to conform to requirements as per the Clinical Transition Course and other mandatory activities such as HIPPA, OSHA, CR final assignment etc.
  8. Failure to be promoted to Clinical Rotations.

All students who are recommended for dismissal have the opportunity to appeal to the CAPPS, as per the section on REVIEW, DISMISSAL AND APPEAL PROCESS. Students preparing their appeal and related documentation should note that this is the only opportunity to appeal the recommendation for dismissal. Therefore, any student recommended for dismissal is required to meet with the Dean of Students for guidance on the appeal process.

Committee For Satisfactory Academic Progress And Professional Standards (CAPPS)

The mission of the CAPPS is to make fair and objective decisions on individual student appeals.

Although the School of Medicine is committed to providing students with remediation and support needed to facilitate student success, the CAPPS is obligated to consider not only the individual student’s appeal but also key considerations such as program requirements and standards, as well as a student’s performance history, timeline and academic risk factors.

APRC and CAPPS TERMS 1-5

REVIEW, DISMISSAL AND APPEAL PROCESS

  1. Following each major examination, the APRC, comprised of Course/ Module Directors and the Associate Dean of Assessment and Evaluation Office representatives, will conduct a review and analysis of student performance. At this meeting, the APRC will identify students at risk of failing to meet academic standards.
  2. Following each major examination, Academic Advisors will counsel at-risk students and inform them of the appeals timeline, should they find themselves recommended for dismissal at the end of the term.
  3. At the conclusion of the final exam period for each term, once final grades have been determined, the APRC will conduct a comprehensive review and analysis of student performance. The APRC makes academic progress recommendations to the appropriate Senior Associate Dean based on students’ achievement of School of Medicine standards as stated in the Student Manual or in additional post-appeal CAPPS stipulations.
  4. The Senior Associate Dean’s Office will email an offer for the student to continue in the program (with stipulations) or a recommendation for dismissal to any student who fails to meet the standards. Students permitted to continue are required to accept the offer to continue with stipulations within 72 hours of the time stamp on the email. For those students permitted to continue, a failure to formally accept the terms of the APRC by the deadline specified may result in a recommendation for dismissal. For those recommended for dismissal, the email will describe the reason for the recommendation, detail the student’s options to appeal or to withdraw within 5 days of the time stamp on the email.
  5. The email will provide a link to the electronic Appeal Form which must be completed and submitted, along with official documentation in support of extenuating circumstances described in the appeal by the stipulated deadline (see timeline below). The submission will be automatically directed to the CAPPS office. Once the timeframe to submit the appeal has ended, a comprehensive report providing all appeal information for each student will be generated by the CAPPS office in preparation for the review by the voting members of the committee. Should a student fail to submit his/her appeal by the stipulated deadline, there is no guarantee that the appeal will be reviewed. While preparing their appeals and considering what supporting documentation to include, students should bear in mind that there is only one opportunity to appeal a recommendation for dismissal. Extensions to the appeal deadline will not be granted, nor will additional appeals be allowed. Students are required to meet with the Dean of Students for guidance on the appeal process.
  6. If a student’s appeal is successful, the CAPPS will determine the conditions a student must meet to progress in the MD program. Within 10 days of the CAPPS meeting, a letter will be issued to the student detailing the conditions as specified by the CAPPS. The student must respond to this communication to indicate his or her acceptance of the conditions. A student who does not accept the CAPPS conditions has the option to withdraw from the MD program within a specified timeframe. If a student does not accept the CAPPS conditions and does not withdraw within the specified timeframe, the student will be dismissed.
  7. Students who are retained after a successful appeal of a recommended dismissal are placed on a Period of Academic Focus (PAF). Students on PAF are assessed, supported and monitored by the Academic Advising and Development Support (AADS). They will be required to meet regularly with their assigned academic advisor who will assess and monitor their progress and make referrals to relevant support services.
  8. The APRC reviews students on a PAF each term. During Terms 1 – 5, students are removed from a PAF by successfully achieving School of Medicine standards for the duration of Terms 1-5 and satisfying their academic plan as prescribed by the Senior Associate Dean of Basic Sciences or the CAPPS. Students will then be placed on MAS and remain on MAS for the duration of the MD Program.
  9. If a student’s appeal is unsuccessful, the letter to the student with a rejected appeal will provide the student with the option to withdraw from the MD program within a specified timeframe. If the student does not withdraw within the specified timeframe, the student will be dismissed. The School of Medicine has no further mechanism for appeal.

Federal Satisfactory Academic Progress (SAP)

Satisfactory Academic Progress (SAP) ensures students are completing their academic program in a timely manner while achieving and maintaining compliance with minimum academic standards. Eligibility for the Federal Direct Student Loans is contingent upon students achieving Satisfactory Academic Progress toward the Doctor of Medicine degree. These standards are for Title IV Federal Financial Aid purposes only and neither replace nor override academic policies outlined in the SOM Student manual. However, these standards are intended to be at least as rigorous as SGU’s SOM academic policies.

Evaluation Points

To determine if students are meeting the academic standards for federal student loan purposes, students in terms 1-5 (Year 1 and Year 2) are reviewed each academic term. Students in terms 6-10 (Year 3 and Year 4) are reviewed annually by the Office of Financial Aid. Students must meet all of the minimum standards below at each evaluation point or be subject to sanctions.

Evaluation Points

To determine if students are meeting the academic standards for federal student loan purposes, students in terms 1-5 (Year 1 and Year 2) are reviewed each academic term. Students in terms 6-10 (Year 3 and Year 4) are reviewed annually by the Office of Financial Aid. Students must meet all of the minimum standards below at each evaluation point or be subject to sanctions.

Academic Standard – Qualitative Measure

Courses are graded on a pass/fail basis and a mean percentage is not used as a measure of progress. The academic standard is measured both for the evaluation period (the academic term or annually) and cumulatively.

Cumulative Standard:

  • Have no more than one failing grade in terms 1-5.
  • Have no more than one failing grade in terms 6-10.
  • Have successfully completed second attempt of a course following a Credit Remediation (CR)

Pace Progression Standard – Quantitative Measure

  • Have earned at least 50% of the total attempted credits after the first two terms of enrollment.
  • Have earned at least 60% of the total attempted credits after the third term of enrollment.
  • Have earned at least 67% of the total attempted credits after the first clinical term.

Maximum Timeframe

  • Progressing toward completion of terms 1-5 within three years matriculation
  • Progressing toward successful completion of 80 weeks of rotations within three years of starting term 6
  • Progressing to  begin clinical rotations within 3 years of matriculation or 6 months of completing Basic Science if student took maximum of 3 years to complete the Basic Sciences
  • Progressing toward completion of graduation requirements within six years of matriculation

Treatment of Non-Earned Grades

Courses in which a student earned a grade of ‘W’, ‘I’, ‘CR’, ‘PE’ or ‘NG’ will count toward hours attempted but not earned for maximum timeframe and pace of progression, but not the qualitative measure. Courses in which a student earned a grade of ‘F’ count toward the qualitative, quantitative and maximum timeframe calculations.

Repeat Courses

Repeated coursework counts toward the qualitative, quantitative and maximum timeframe calculations.

Transfer Credits

For purposes of financial aid, only transfer credit hours officially accepted for the student’s program of study will be automatically counted in the attempted and successfully completed credit hours toward the quantitative and maximum timeframe calculations. Transfer credits are not included in the qualitative measure.

Sanctions

The student will be notified in writing of any change in his or her SAP standing that may impact Title IV eligibility.

Terms 1-5:

Students failing to meet any of the satisfactory academic progress standards will be placed on a one-term ‘Financial Aid Warning’ and will remain eligible to receive federal financial aid for the term. If the student does not meet the satisfactory academic progress standards by the end of the warning term, the student will no longer be eligible for federal financial aid unless he or she files an appeal and it is approved.

Terms 6-10:

Students failing to meet any of the satisfactory academic progress standards will be ineligible for federal financial aid unless he or she files an appeal and it is approved.

Loss of Title IV Eligibility:

A student will become ineligible for financial aid funding for any of the following reasons:

  • not meeting any minimum SAP standard after the annual evaluation point, at the end of a warning semester, or at the end of a probation semester;
  • failing to adhere to the terms of the academic plan; or
  • exceeding maximum timeframe or when it becomes mathematically impossible for the student to complete within the maximum number of years.

Appeal Process

If a student has lost financial aid eligibility, the student may submit a written appeal with supporting documentation to the Director of Financial Aid petitioning for reconsideration of eligibility for financial aid based on extenuating circumstances.

The appeal must specify all of the following information:

  • The extenuating circumstances beyond the student’s control that led to the failure to meet SAP (i.e. death, illness);
  • What has changed in the student’s situation to resolve the issue(s) that caused the academic or progress deficit or progress; and
  • That the issue(s) will not affect their performance in the future.

If the student provides all of the above required information, the Director of Financial Aid will review the appeal to determine the validity and reasonableness of the appeal and if students can reasonably be expected to return to a good SAP standing by the end of the next term or within the terms of an academic plan.

Outcomes of Appeal

If the appeal is approved, the student will be placed on ‘Financial Aid Probation’ for one term and will be eligible for financial aid funding for that term. If the student needs more than a single term to return to a good SAP standing, the student will be placed on an academic plan which allows the student to meet the SAP standards by a specific point in time.

If the appeal is denied, the student may regain financial aid eligibility by becoming compliant with all of the SAP standards while studying at his or her own expense.

Appeal decisions are sent to the student’s official SGU email address within 10 days of the receipt of the appeal and appropriate documentation.

Academic Plan

A student on an academic plan will have modified SAP measurements requirements for the duration of the plan. In order to obtain financial aid for the terms while on an academic plan, the student must meet the terms of the academic plan as specified in their Financial Aid Probation letter. If the student doesn’t meet the terms of the academic plan specified in the letter, the student is not eligible for federal financial aid.