Last updated on December 2nd, 2021

During the Clinical terms, the Office of Clinical Studies, Deans of Clinical Studies (US & UK), and the Graduation Assessment Board (GAB) monitor student performance.

GRADUATION ASSESSMENT BOARD (GAB)

The GAB evaluates the performance of all students as they progress towards graduation. The Curriculum Committee Structure and the School of Medicine Council of Deans (SOMCOD) establish the curriculum and level of competency required for each student to reach the overarching goals. Once in the clinical terms, the GAB continuously reviews the academic records of all students as they progress towards graduation. To meet graduation requirements students must pass all clerkships and electives and all components of these assessments. Students who receive an “F” in any rotation must repeat that rotation. Students who fail one component of an assessment, such as the National Board of Medical Examiners (NBME) Clinical Subject Exam, can pass the rotation. However, in these cases, the GAB will place the student on a Monitored Academic Status and mandate additional fourth-year training and a successful repeat of the exam. Similarly, GAB identifies students who pass the rotation but fail clinical reasoning, clinical skills, communications skills or professional behavior, mandates a structured fourth- year rotation and requires an assessment establishing the required competency.

MONITORED ACADEMIC STATUS (MAS)

Monitored Academic Status is an internal marker placed in students’ progress files by the GAB or by an academic Dean. It allows students who are at risk of not meeting the satisfactory academic progress guidelines or not doing well on Step 2 to continue in the medical program with additional counseling. The Office of the Dean places students on a Monitored Academic Status for any of the following conditions:

1. Failing a basic sciences course even if successfully repeated

2. Requiring more than two years to complete the Basic Sciences program

3. Performing poorly on the NBME exams in the Basic Sciences or Clinical program

The relevant Deans review students on MAS each term. Students promoted to the clinical years on Monitored Academic Status during the clinical terms are monitored by the Office of the Dean which can advise a fifth year in medical school.

PERIOD OF ACADEMIC FOCUS

Students who are retained after a successful appeal of a recommended dismissal are placed into a Period of Academic Focus (PAF). Students are removed from the PAF by satisfying their academic plan prescribed by the CAPPS. Students who fail any component of their clinical evaluation are placed on a PAF by GAB.

US FEDERAL FINANCIAL AID ELIGIBILITY AND SATISFACTORY ACADEMIC PROGRESS STANDARDS

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.

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.

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 of matriculation

• Progressing toward successful completion of 80 weeks of rotations within three years of starting term 6

• 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’ 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 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.