Academic Status Policies of the Jacobs School of Medicine and Biomedical Sciences - Well Beyond

Approved by the Faculty Council 07/10/2024.

Students admitted to the University at Buffalo Jacobs School of Medicine and Biomedical Sciences (Jacobs School) have demonstrated considerable scholastic achievement. It is expected that they are all capable of mastering the tasks involved in becoming physicians. These encompass, in the words of Sir William Osler, "not a college course, not a medical course, but a life course, for which the work of a few years under teachers is but a preparation."

Medical Education/Training is a full-time occupation, with the expectation that students will engage in full-time study. The standards of the medical profession are high, and the faculty has the responsibility for maintaining these standards and judging the students' performance. While we do not wish to foster improper competition among students, it is important to recognize the accomplishments of those who have done exceptionally well. Likewise, it is equally important to identify students who may have difficulty with the material, so that appropriate measures can be taken to help them meet criteria for success.

Students must acquire a sufficient knowledge of the subject matter in each course/clerkship and they must conduct themselves in a manner befitting a physician. As outlined in the Code of Professional Conduct, certain standards of behavior have always been expected of physicians. Some are explicitly stated in the modification of the Hippocratic Oath recited by Phase 1 students at the White Coat Ceremony, Phase 2 students at the Student Clinician Ceremony, and, along with the Charge of Maimonides, at graduation. These standards are expected of medical students throughout their course of study. Honesty, responsibility, humane and ethical conduct, punctuality and attendance, and other professionally appropriate behaviors are emphasized and will be taken into consideration as part of the evaluation and grading process. These qualities are particularly important when students are in contact with patients and with professional colleagues at various levels. Therefore, the faculty in all courses/clerkships require appropriate professional demeanor. Adherence to ethical standards of conduct that define professional integrity and competence is part of the student's academic performance.

The Class of 2028 will be the first class of the Jacobs School’s “Well Beyond” curriculum.  This curriculum was designed to help every student become an outstanding physician.  Many of the classes and experiences in the curriculum are innovative and may not fit every student’s notion of medical curriculum.  The Jacobs School Faculty considers all parts of the curriculum essential.  In agreeing to attend the Jacobs School, each student assumes the professional obligation to fully engage in all aspects of the Well Beyond Curriculum.  

The academic status policies are intended to guide and facilitate successful completion of the academic program leading to the degree of Doctor of Medicine. The policies described here set forth criteria for recognition of academic excellence, responsibility for assessment of academic performance, promotion, the appeals process, graduation, the leave of absence policy, policies for students seeking a second degree, summer fellowships and transition to the Well Beyond Curriculum.

The Jacobs School makes many efforts to encourage academic excellence, initiative, creativity and leadership. This commitment is demonstrated by the many Honors and Awards presented to students attaining excellence. Awards to recognize exceptional performance may be given by the Jacobs School, individual academic departments, corporations, private individuals, foundations, and community organizations. The awards are presented at graduation, or at other special awards ceremonies. 

Upon completion of each Phase, students who have demonstrated academic excellence in required courses/clerkships receive a Letter of Commendation from the Dean. Courses that count toward eligibility for a Dean’s letter are listed in the table (below). In Phase 1, students who receive greater than or equal to a 89.50% will receive the full 1 point per credit hour.  Students whose class average is greater than 84.50% but less than 89.50% will receive 0.5 points per credit hour. Students earning greater than or equal to 90.00% of the possible points will receive a Letter of Commendation from the Dean. All scores and calculations will be rounded to the nearest hundredth of a percent. Students who receive an Unsatisfactory grade, who fail their first attempt at USMLE Step 1, or who fail to show sufficient professionalism are ineligible to receive a Dean's Letter of Commendation. 

In Phases 2 and 3, 1 point per credit hour will be awarded for students who earn honors in required courses and 0.5 points for students who earn high satisfactory.  Electives and required courses that use a pass/fail grading system will not be used to accrue points. For each Phase, students must earn greater than or equal to 90.00% of the available points to qualify for a Letter of Commendation. All scores and calculations will be rounded to the nearest hundredth of a percent. Students who receive an Unsatisfactory grade, who fail their first attempt at the USMLE Step exam or an NBME subject exam (shelf exam), or who fail to show sufficient professionalism are ineligible to receive a Dean's Letter of Commendation for that Phase.

In the Well Beyond Curriculum, each Phase is considered an equivalent educational experience. Therefore, student standing is cumulative and will be determined by the average percent of points earned in each Phase.

Alpha Omega Alpha is a national organization dedicated to supporting academic excellence and perpetuating excellence in the medical profession.  At the conclusion of Phase 2, students in the top 50% academically of their medical school class will be invited to submit a biographical sketch detailing leadership positions and skills, research activities, service, volunteer and extracurricular activities.  The biographical sketch will be evaluated by a committee of three faculty who will assign a grade based on an established rubric.  Candidates are then considered for nomination based on academic performance in Phase 1 and Phase 2 (60%) and the evaluation of the biographical sketch (40%).  In a typical year, no more than 20% of the class will be inducted. 

Latin Honors, cum laude, magna cum laude and summa cum laude, are awarded to students who have met the criteria for such awards. The following outlines the criteria for each award:

a. Cum laude: A student earning one Dean's Letter of Commendation, passes USMLE Step 1 on the first attempt and scores at least at the 60th percentile nationally on USMLE Step 2 will be considered for cum laude degree honors.

b. Magna cum laude: A student earning two Dean's Letters of Commendation, passes USMLE Step 1 on the first attempt and scores at least at the 80th percentile nationally on USMLE Step 2 will be considered for magna cum laude degree honors.

c. Summa cum laude: A student earning three Dean's Letters of Commendation, passes USMLE Step 1 on the first attempt and scores at least at the 90th percentile nationally on USMLE Step 2 will be considered for summa cum laude diploma honors.

Research Honors are awarded at graduation to students who have pursued outstanding research during medical school. Recipients of Research Honors are chosen by the Student Research Committee of the Jacobs School. The criteria used to identify students who qualify for Health Sciences Scholarly Project Honors includes (1) duration of research activity while in medical school, (2) focus or development of interest, (3) role that student played in research effort and (4) quality of efforts as indicated by publications, presentations and awards related to research effort.

It is the responsibility of each course/clerkship faculty to create and inform that students of learning objectives, performance criteria (in the case of clerkships to include academic and clinical performance), grading procedures, rules governing re-examinations, dates of midpoint and final evaluations (Phase 2 and 3 clerkships only), and details of remedial experiences.  Course/clerkship directors will communicate incidents of substandard student academic performance or unprofessional behavior to the Senior Associate Dean for Medical Education (see Section 3.8. Oversight of Student Academic and Professional Development  Chart). Course/clerkship educational activities will be overseen and evaluated by the Faculty Council Medical Curriculum Committee (Curriculum Committee).

Faculty who recognize that they have treated a student for a medical issue must recuse themselves from evaluating or subjectively grading that student. This recusal rule also applies to activities of the Student Progress, Professional Conduct and the Appeals Committees. If the student recognizes that a recusal should take place, they should contact the Senior Associate Dean for Medical Education or the course coordinator BEFORE the course starts, if possible.

The Curriculum Committee will establish curriculum content and structure and the educational goals and competencies of the Jacobs School, evaluate the curriculum, monitor educational outcomes, establish grading policies, and formulate and implement curricular policy and academic programs leading to the M.D. or combined M.D./professional-school degree in the Jacobs School. 

Responsibility for formal review of student performance leading to a change in academic or professional status is vested in this committee. The Student Progress Committee will carry out a thorough and timely review of cases in which students do not meet the academic or professional standards as specified by the academic and professional conduct policies of the Jacobs School. Student performance data are under continual review by the Senior Associate Dean for Medical Education.  Whenever a substandard level of performance is noted, the data will be gathered by the Senior Associate Dean for Student and Academic Affairs, or designee, and referred to the Student Progress Committee for comprehensive review. The Student Progress Committee will refer cases of unprofessional behavior to the Professional Conduct Committee for review and investigation as appropriate, which will report its findings back to the Student Progress Committee for its consideration.  A report of the findings and conclusions of the Student Progress Committee, including any findings of the Professional Conduct Committee, will be forwarded to the student’s Learning Community Faculty Coach and the Senior Associate Dean for Medical Education who will take the action(s) specified in the Committee’s report.  A student whose academic status may be adversely affected by such action shall be notified (see Section 5.3. Procedures for Review of a Student Whose Academic Status may be Adversely Affected by a Student Progress Committee Action) and may petition the Dean of the Jacobs School for an appeal (see Section 6. Appeals Process). If a committee member is directly involved in a particular case, he/she will be recused from the deliberations of that case. To avoid a conflict of interest the administrative staff of the Office of Medical Education may not serve as a voting member(s) of the Student Progress Committee but can serve as consultant(s) to the Committee.

The Senior Associate Dean for Medical Education will monitor the Student Progress Database for indications of substandard student academic performance or professional behavior.  The Student Progress Database is a repository of biographical, admissions and course work data, as well as all narrative accounts of progress for each student throughout their matriculation in medical school. When substandard performance is noted, all relevant information will be gathered and referred to the Student Progress Committee for comprehensive review. The Senior Associate Dean for Medical Education is responsible for carrying out the action(s) specified in the report of the Student Progress Committee. In cases of unprofessional behavior, the Senior Associate Dean will inform the Student Progress Committee (see Section 3.3. Role of the Student Progress Committee) and the Professional Conduct Committee (see Section 3.7. Role of the Professional Conduct Committee) of the final decision concerning the case. The Dean may be petitioned for an appeal of any action taken.  If the Senior Associate Dean is directly involved in a particular case, he/she will be recused from the deliberations of that case, and the Dean will appoint a temporary administrative replacement.

The Dean has final authority in academic matters pertaining to student academic and professional progress. The Dean may grant an appeal of actions that may adversely affect a student’s status and may refer the appeal to the Appeals Committee for its review and recommendation. When a request for an appeal is granted, the Dean determines the final outcome, guided by the recommendations of the Appeals Committee. The Dean or his/her designee will inform the Student Progress Committee, Executive Committee, or the Professional Conduct Committee of all decisions and the reasons for them.

A student whose academic status may be adversely affected by a Student Progress Committee action or by action of the Dean may appeal the action. The Appeals Committee shall function as an adjudication committee in matters of dismissal and/or grievance. The Dean will convene the Committee (see Section 6. Appeals Process). The makeup of the committee will be designed to remove the distorting pressure of personality or conflict of interest and will assure equal, dispassionate, responsive and equitable treatment of the nuances and unique qualities of each appeal.  The committee will elect the chairperson. The membership of the committee will be made public each year at the start of the academic year. Faculty and student alternates will substitute for any regular committee member who may be unable to participate in a particular case for any reason including a conflict of interest. A student may challenge any committee member on the basis of a conflict of interest; challenges must be submitted in writing to the Dean within 5 academic days after the Appeals Committee is convened. The Dean or his/her designee will rule on the validity of the challenge within 5 academic days of its receipt. The recommendations of the Appeals Committee will be forwarded to the Dean by the Appeals Committee chairperson within 10 academic days of the final session of the Committee hearing. The recommendations may affirm, overturn or modify the subject being appealed.

The Professional Conduct Committee helps students develop professional ethics that encourage honesty and integrity in themselves, in their peers, and in medicine as a discipline. The Committee serves as a resource for mediating accusations of breaches of professional conduct.  Cases of academic dishonesty, or other unprofessional behavior shall be reported to the Senior Associate Dean for Medical Education by a course/clerkship director, the Student Progress Committee, a Phase Committee, or an individual faculty member, curriculum administrator, or student. The case will be referred to the Student Progress Committee by the Senior Associate Dean for Medical Education. The Student Progress Committee will refer such cases to the Professional Conduct Committee for review and investigation, which will report its findings back to the Student Progress Committee. The findings of the Student Progress Committee will then be forwarded to the Senior Associate Dean for Senior Associate Dean for Medical Education who will take the action(s) specified in the Committee’s report (see Section 5. Disciplinary Procedures). The Senior Associate Dean will inform the appropriate initiator of the complaint, the Student Progress Committee, and the Professional Conduct Committee of the final decision concerning the case.

A student who has satisfactorily completed all courses and requirements and demonstrated appropriate professional behavior is eligible to proceed to Phase 2. These include passing all Phase 1 courses and the United States Medical Licensing Examination (USMLE) Step 1 examination. All Phase 1 courses must be passed or remediated with a passing grade before sitting for the USMLE Step 1 Examination. 

Phase 1 must be completed within 32 months, exclusive of any official leave of absence. Failure to do so will result in a recommendation for dismissal from the Jacobs School.

Passage of Step 1 of the USMLE is required for promotion to Phase 2, although they will be allowed to provisionally begin Phase 2 contingent on the outcome of their examination (see Section 4.1.3.4. Students Who Fail the Step 1 Exam). The specific date by which students must sit for the Step 1 Examination will be disseminated each year by the Office of Medical Education. 

The following provisions provide the basis for decisions concerning the academic status of students who have difficulty in Phase 1. These provisions are designed to assist the Student Progress Committee to proceed in a consistent, equitable and constructive fashion when considering the academic status of students. A student's academic background, professional behavior, health and personal circumstances shall be considered carefully by the Student Progress Committee in its evaluation of academic performance. A failure for students in Phase 1 shall be defined as:

a. Failure of a course.

b. Failure of a remedial experience.

c. Unprofessional academic behavior leading to a failing grade (see Section 5.1. Disciplinary Procedures for Unprofessional Academic Behavior). This single failure in professional behavior may be deemed non-remediable. The course director may make such a recommendation to the Senior Associate Dean for Medical Education for review and referral to the Student Progress Committee.

4.1.3.1. Students Who Fail a Single Course 

Students who fail a single course will be counseled by the Senior Associate Dean for Medical Education, or their designee, and may be eligible for a remedial experience as described by the following procedures for remediation:

a. A remedial experience is defined as a directed prescription of study that has recognizable structure and periodic assessment of student progress. These are available for every required course but by themselves do not satisfy the requirements of the primary course offering. Final approval of the recommendation(s) for remedial experiences rests with the Senior Associate Dean for Medical Education or their designee.

b. A testing instrument (examination(s)) will be used to assess competence following remediation. This examination will be equivalent to that used originally in the course. A student who achieves an overall pass in the examination following a course remediation will receive a passing grade in the course.  Results of the remediation will not count toward a Deans Letter of Commendation, Latin Honors or other academic honors. The passing grade will be entered into the student's record, and the previously-recorded unsatisfactory grade will remain part of the student's record. Failure to obtain a satisfactory grade in a remedial experience will result in a recommendation for dismissal from the Jacobs School (see Section 4.1.3.2. Students Who Fail More Than One Course).

c. Remediation for courses failed in the first or second semester will take place in the summer following the second semester.  The student must successfully remediate first and second semester courses before the beginning of the third semester. Remediation for courses failed in the third semester will occur immediately following the end of that semester. All Phase 1 courses must be passed prior to sitting for the USMLE Step 1 examination. 

4.1.3.2. Students Who Fail More Than One Course 

If a student fails more than one course she/he will be notified by the Chair of the Student Progress Committee and her/his record will be critically reviewed by the Committee immediately after the second failure occurs. The total number of course failures will be considered regardless of subsequent successful completion or remediation. Based on overall academic performance and non-academic extenuating circumstances, the committee will recommend whether the student will (1) remediate the deficiencies, or (2) suspend her/his current program and repeat one or more semesters of Phase 1.   

The Student Progress Committee may recommend a modification of the prescription of study in order to assure an academically sound curriculum that best meets the needs of the individual student. If a modified curriculum is required, the Senior Associate Dean for Medical Education will notify the student. Final approval rests with the Dean.

Students failing three courses during Phase 1 will be recommended for dismissal from the Jacobs School. The total number of course failures will be considered regardless of subsequent successful completion or remediation. Failure to obtain a Satisfactory grade in a remedial experience will result in recommendation for dismissal.

4.1.3.3. Notification of Course Failures 

Students will be notified of course failures in writing to their UB IT Email address by the course director within five academic days of the administration of the final assessments for the course. To facilitate this process, it is the student’s responsibility to have his/her current addresses and phone numbers on file with the Office of Medical Education, and to check their UB email regularly. If a student expects to be without email access for more than a week, they should notify the Office of Medical Education. It is the student’s responsibility to ascertain whether or not they have passed a course.

4.1.3.4. Students Who Fail the Step 1 Exam 

Students who fail their first attempt at the USMLE Step 1 Examination will not be promoted to Phase 2. If students have not begun their first Phase 2 clerkship, they will not be allowed to begin Phase 2 and instead begin preparation to retake USMLE Step 1 after consultation with the Office of Student and Academic Affairs and the Learning Sciences and Educational Success Program. Students who have already begun a Phase 2 clerkship while awaiting their USMLE Step 1 score may either be removed from their clerkship or allowed to finish the clerkship at the discretion of the Senior Associate Dean for Medical Education. Whether the student continues with the clerkship or is removed from the clerkship, they will have the next clerkship block to prepare and sit for the Step 1 Examination an additional time. This must be done prior to the start date of the following clerkship block. These students will then be allowed to provisionally proceed with Phase 2 pending the results of the Step 1 Examination.

Students who fail the Step 1 Examination for a second time will be allowed to complete the Phase 2 clerkship in which they are currently enrolled but must be removed from the clerkship schedule at that point. They will then be allowed to prepare for, and sit for, the Step 1 Examination for the final time. They must sit for the Step 1 Examination by the date established by the Office of Medical Education to allow a score to be recorded and allow re-entry into Phase 2 in the following academic year. Failure of the third attempt at Step 1 will result in recommendation for dismissal from the Jacobs School.

Student performance in Phase 2 depends on both objective and subjective evaluation. Advancement and promotion policies in Phase 2 take this into account. All required Phase 2 clerkships/courses, must be taken and passed before a student is promoted to Phase 3. Students who successfully complete all Phase 3 courses, passed USMLE Step 2 and has demonstrated appropriate professional behavior will be recommended for graduation.  

Phase 2 and 3 shall be completed within 40 months, exclusive of any official leave of absence or additional approved academic or training program (e.g., research fellowship). Failure to do so will result in a recommendation for dismissal from the Jacobs School.

Students shall complete all requirements for graduation within a total of 72 months (6 years), exclusive of any official leaves of absence or additional approved academic or training program (e.g., research fellowship). Failure to do so will result in a recommendation for dismissal from the Jacobs School. A leave of absence shall not exceed 12 months. For a combined M.D. and Ph.D. program the Ph.D. shall not exceed an additional 60 months beyond the maximum 72 months allowed for the M.D. degree program.  This time can be extended with the permission of the Senior Associate Dean for Medical Education and the Director of the MD/PhD program.

Students are required to take the USMLE Step 2 Examination sufficiently in advance of the graduation to allow for a score to be recorded. The specific date by which students must have sat for the Step 2 Examination will be disseminated each year by the Office of Medical Education. The Step 2 Examinations must be completed within one academic year following completion of the Phase 3 requirements, exclusive of official (non-study) leaves of absence. The Phase 2  Clinical Competency Examination must be taken prior to starting Phase 3 and may be taken no more than three times.

The following provisions provide the basis for decisions concerning promotion of students who have difficulty in Phases 2 and 3. These provisions are designed to guide the Student Progress Committee to proceed in a consistent, equitable and constructive fashion when considering the academic status of students. A student's academic background, professional behavior, health and personal circumstances shall be considered carefully by the Student Progress Committee in its evaluation of academic performance.  Failure in Years 3 and 4 shall be defined as:

a. Failure of a clerkship/course.

b. Failure of a remedial experience.

c. Unprofessional academic behavior leading to a failing grade (see Section 5.1. Disciplinary Procedures for Unprofessional Academic Behavior). This single failure in professional behavior may be deemed non-remediable.  The clerkship/course director may make such a recommendation to the Senior Associate Dean for Medical Education for review and referral to the Student Progress Committee.

4.2.3.1. Students Who Fail a Single Clerkship/Course in Phase 2 or 3

a. Students are graded on their clinical performance and by written examination.  A student who fails a clerkship/course based on clinical performance will be counseled by the Senior Associate Dean for Medical Education, or their designee, and must remediate the clerkship/course. Students must also score greater than or equal to the 5th percentile for their respective academic quarter on each clerkship subject exam (NBME “shelf” exam). If the scoring table does not have a value equivalent to the 5th percentile, then the student must score in the highest percentile below the 5th percentile to pass the exam.  Students who do not pass the NBME subject exam may retake the exam one time, generally within 2 weeks as scheduled by the Office of Medical Education, and attempt to score at or above the 5th percentile for their respective academic quarter as indicated previously.  Students passing the NBME subject exam on the second attempt will receive a maximum grade of satisfactory on the clerkship if the remainder of their performance is above the passing threshold.  A remedial experience is defined as a directed prescription of study that has recognizable structure and periodic assessment of student progress. These are available for every required clerkship/course but by themselves do not satisfy the requirements of the primary course offering.  Final approval of the recommendation(s) for remedial experiences rests with the Dean or his/her designee.

b. A testing instrument (examination) will be used to assess competence following remediation. This examination will be equivalent to that used originally in the clerkship/course. A student who achieves an overall pass in the examination following a clerkship/course remediation will receive an P, S, S+ or H grade in the clerkship/course, however, an S+ or H grade will not count toward Honors points for Dean’s letters (see Section 2.1. Dean's Letter of Commendation). The passing grade will be entered into the student's record, and the previously-recorded Unsatisfactory will remain part of the student's record. Failure to obtain a satisfactory grade in a remedial experience will constitute a second clerkship/course failure and will result in a recommendation for dismissal from the Jacobs School.

c. Students must remediate all Phase 2 failures before entering Phase 3; Phase 3 failures must be remediated prior to graduation.

4.2.3.2. Students Who Fail More Than One Clerkship/Course in Phase 2 or 3

A student with two separate clerkship/course failures will be notified by the Chair of the Student Progress Committee and her/his record will be critically reviewed by the Committee immediately after the second failure occurs. The total number of course failures in Phase 2 and 3 will be considered regardless of subsequent successful completion or remediation. If the Student Progress Committee determines that the failures can be remediated the student must (1) remediate both successfully before continuing in the Curriculum or (2) suspend her/his current program and repeat the entire Phase.  The Student Progress Committee may recommend a modification of the prescription of study in order to assure an academically sound curriculum that best meets the needs of the individual student. If a modified curriculum is required, the Senior Associate Dean for Medical Education will notify the student. Final approval rests with the Dean.

A student who fails three clerkships/courses during Phases 2 and 3 will be recommended for dismissal from the Jacobs School. The total number of clerkship/course failures will be considered regardless of subsequent successful completion or remediation. In addition, a student failing a required clerkship/course for the second time will be recommended for dismissal (this second failure rule applies to students repeating a Phase). Also, failure to obtain a Satisfactory grade in a remedial experience will result in a recommendation for dismissal.

4.2.3.3. Notification of Course/Clerkship Failures in Phase 2 and 3

Students will be notified of course failures in writing to their UB IT Email address by the course director within 5 academic days of recording of the failure. To facilitate this process, it is the student’s responsibility to have his/her current addresses and phone numbers on file with the Office of Medical Education, and to check their UB email regularly. If a student expects to be without email access for more than a week, they should notify the Office of Medical Education. In addition, students are responsible for ascertaining whether they have passed a course. 

Allegations of unprofessional academic behavior (e.g., dishonesty or inappropriate academic behavior) will be resolved by the following procedures. Usually, the course/clerkship director (instructor) will initiate a resolution to the issue.

If an instructor has reason to believe that a student may have committed an act of unprofessional academic behavior, the instructor shall notify the student suspected of the infraction in writing to their UB IT Email address within 10 academic days (academic days are defined as weekdays when classes are in session) of discovery of the alleged incident.

a. Once the alleged incident has occurred, the student may not resign from the course/clerkship without permission of the instructor.

b. The instructor shall meet and consult with the student within 10 academic days of the date of notification. If the student fails to attend the consultative meeting, the instructor will refer the matter to the Senior Associate Dean for Medical Education for referral to the Student Progress Committee. At consultation, the instructor shall inform the student of the allegations relating to the specific incident. If, after consultation with the student, the instructor believes the student did not commit an act of unprofessional academic behavior, no sanctions will be imposed, and the instructor will orally inform the student of that finding and, if the student so requests, will provide the student with a written statement confirming that finding. If, after consultation with the student, the instructor believes the student did commit an act of unprofessional academic behavior, the instructor will refer the matter to the Senior Associate Dean for Medical Education for referral to the Student Progress Committee (see Section 3.4. Role of the Senior Associate Dean for Medical Education and Section 3.3. Role of the Student Progress Committee).

The Student Progress Committee will review the allegation. The matter will be referred to the Professional Conduct Committee for review and investigation, which will report its findings back to the Student Progress Committee.  The Student Progress Committee has the authority to impose one or more of the following actions:

a. Revision of Work. Requiring the student to replace or revise the work in which dishonesty occurred. (The instructor may choose to assign a grade of "I" pending replacement or revision of the work.)

b. Reduction in Grade. With respect to the particular assignment/exam or final grade in the course.

c. Failure in the Course. To be indicated on the transcript by a grade of "U" without comment. 

d. Dismissal. (See Section 5.4. Dismissal from the Jacobs School)

The Senior Associate Dean for Medical Education shall provide the student with a copy of the Student Progress Committee’s decision, and the student's right to appeal that decision. The decision letter shall be sent to the student in writing to their UB IT Email address within 10 academic days of the date of the consultation meeting.

Certain standards of professional conduct are expected of physicians. These same standards of professional conduct are expected of medical students throughout their four years of study at this School. Integrity and responsibility, humane and ethical conduct, punctuality and attendance, timely completion of patient records and documents, and other professionally appropriate behavior, as outlined in the Code of Professional Conduct, are emphasized. These standards are considered in evaluation of a student, and will be used by the faculty in determining a student's status in the School.

If a course/clerkship director, the Student Progress Committee, a Phase Committee, or an individual faculty member or student has reason to believe that a student may have committed an act of unprofessional conduct, he/she shall refer the act of unprofessional conduct to the Senior Associate Dean for Medical Education. The Senior Associate Dean will refer the case to the Student Progress Committee, which will refer the case to Professional Conduct Committee (PCC) for review and investigation, as appropriate. The PCC will report its findings back to the Student Progress Committee. The findings of the Student Progress Committee will be forwarded to the Senior Associate Dean for Medical Education who will take the action(s) specified in the Committee’s report. Actions may include, but are not limited to:

a. Oral or Written Admonition. A statement that a minimum standard of conduct has been violated.

b. Written Warning. Notification that repetition of a specific behavior will result in more severe disciplinary action(s).

c. Academic Reprimand. A letter to be placed in a student's file, or failure of an exam or course.

d. Probation. Exclusion from participation in University activities and privileges for a stated period of time, or permission to continue in University activities under specified conditions.

e. Restitution. Reimbursement for damages to be paid within one (1) week of next loan disbursement date.

f. Suspension. Immediate exclusion from all classes, activities and academic buildings for a specified period of time.

g. Dismissal. (see Section 5.4 Dismissal from the Jacobs School).

The Senior Associate Dean will inform the appropriate initiator of the complaint, the Student Progress Committee, the Professional Conduct Committee and the student’s Learning Community Faculty Coach of the final decision concerning the case.

The student may petition the Dean for an appeal to any action taken.  If the Senior Associate Dean for Medical Education is directly involved in a particular case, he/she will be recused from the deliberations of that case.

Students shall notify the Senior Associate Dean for Medical Education of all arrests or criminal convictions within 24 hours. While criminal proceedings will not automatically bar a student from participating in a course/clerkship or other clinical situation, the Senior Associate Dean for Medical Education will assess the individual circumstance to determine if the student will be allowed continued participation in the curriculum. A student with pending criminal matters may be required to refrain from participating in a course/clerkship or other clinical situation until the criminal matter is resolved. If the student is convicted of a crime, the Senior Associate Dean will refer the case to the Student Progress Committee to determine if the student has committed an act of unprofessional behavior.

Students shall have the opportunity to be interviewed by the Student Progress Committee when the committee is to consider any action that would adversely affect the student. Such meetings will be scheduled by the chairperson of the Student Progress Committee, with the proviso that students will receive at least 72 hours advance notice of the meeting. The student will be informed in writing by the chairperson of the Student Progress Committee of the academic or professional allegations. For assistance in preparing for the meeting, the student should contact the Office of Medical Education.

The student will have the opportunity to present information on his/her own behalf. The student may be accompanied by his/her advocate, who is not a lawyer, but who is either a faculty member or student at the Jacobs School. If a student is unable to be present at the initial meeting where his/her academic status is discussed, a second meeting shall be held with the student and advocate in attendance. The absence of the student and his/her advocate from the second scheduled meeting does not preclude the Student Progress Committee from taking an action regarding the student’s academic status. Any member of the Student Progress Committee who has a conflict of interest in the case (e.g., a teacher in a course for which the student’s academic performance is in question) will be recused from the meeting of the Committee, except as required to provide information requested by the student or Committee.

The findings of the Committee, including any findings of the Professional Conduct Committee, will be forwarded to the Senior Associate Dean for Medical Education who will take the action(s) specified in the Committee’s report.  The actions of the Senior Associate Dean for Medical Education will be issued to the student. The student may petition the Dean of the Jacobs School for an appeal (see Section 6. Appeals Process).

The Jacobs School reserves the right to dismiss any student who fails to meet the academic standards or who fails to demonstrate the required standards for the ethical and competent practice of medicine. Specifically, a student will be dismissed when:

a. A student fails a remedial experience.

b. A student fails 3 required courses in total during the Phase 1 Curriculum.

c. A student cannot complete the Phase 1 Curriculum in 36 months or less (exclusive of any official leave of absence).

d. A student fails a total of 3 clerkships/courses in Phase 2 and Phase 3.

e. A student cannot complete the Phase2 Curriculum in 36 months or less (exclusive of any official leave of absence).

f. A student fails Step 1 or Step 2 of the USMLE three times.

g. Any student who fails to demonstrate the required standards for the ethical and competent practice of medicine as described in the Code of Professional Conduct.

Any student who is required to remediate a course, or is required to repeat a year of the curriculum, or is dismissed from the Jacobs School, will be notified in writing by the Dean’s designee, usually the Senior Associate Dean for Medical Education.

The Jacobs School encourages the prompt and fair resolution of all appeals. A student may appeal dismissal from the Jacobs School, or any action taken by the Student Progress Committee or as a result of a grievance procedure.

The following plan provides a sequence of events that are designed to remove the distorting pressure of personality or conflict of interest by the relevant parties from the resolution of medical student appeals. This plan involves the assurance of equal, dispassionate, responsive and equitable treatment of the nuances and unique qualities of each appeal. For assistance in pursuing an appeal, the student should contact the Office of Medical Education.

a. The student has no more than 10 academic days following the filing of a ruling to deliver evidentiary materials to the Dean or their designee. The student shall provide a written statement of evidence supporting his or her position, any relevant documentation, and the names of potential witnesses.

b. Upon review of relevant materials (including all evidence and statements communicated during consultation), if the Dean wishes to grant the appeal, they will notify the student of their decision within 20 academic days of receipt of the student’s appeal via UBIT email. Alternatively, if the Dean deems it necessary to consider further circumstances of the case, they shall convene the Appeals Committee within 20 academic days of the date which the Dean received the request for initiation of the appeal.

c. The Dean’s office shall convey all evidentiary materials to the student, along with the composition of the Appeals Committee at least 72 hours before the hearing.  If the student thinks that a member of the Appeals Committee cannot render an objective judgment, they have 24 hours to request a replacement.  

d. At hearing(s), the Appeals Committee shall provide sufficient opportunity for both principals to present their positions and shall allow each principal the right to question the presentation(s), written or verbal, of those who contribute information to the Committee. This is not an adversarial proceeding. The hearing(s) shall not be subject to the rules governing a legal proceeding. Each student will be accompanied by an advocate, who is not a lawyer, but who is a faculty member at the Jacobs School. The advocate may not be a relative of the principal. If the student cannot find a suitable advocate, an advocate will be provided by the Office of Medical Education. The advocate shall be present at all hearings. If the student or faculty member does not wish to be accompanied by an advocate, he/she must sign a waiver acknowledging this refusal.

e. The Appeals Committee shall provide the Dean with a written statement of recommendations within 10 academic days after the final meeting of the Committee. Recommendations may affirm, overturn or modify the findings of the subject being appealed.

f. The Dean considers the Appeals Committee's findings and recommendations and renders a final decision. The Dean’s decision shall be submitted in writing from the Dean to the student to their UB IT Email address with the Appeals Committee's statement of recommendations.

g. The Dean’s decision is final.

The degree of Doctor of Medicine (M.D.) is conferred by the State University of New York when the student candidate has satisfied all of the academic requirements of the Jacobs School and met standards of professional behavior.

The primary mission of medical students is to fully participate in their medical education, as defined by the standard curriculum. Students may also enroll in non-required courses from offerings of the Jacobs School or the University. However, students must obtain approval to enroll in these courses. Approval to enroll in these non-required elective courses will depend on the following:

a. A review of the student’s academic record by the Office of Medical Education showing that they are in good academic standing.

b. Discussions between the Office of Medical Education and the course/clerkship director, confirming that the student is performing satisfactorily in ongoing courses/clerkships.

c. Discussions between the Office of Medical Education discussions and the course/clerkship director, confirming that there are no conflicts with previously scheduled required activities or examinations.

Leaves of absence are granted either to give a student time to resolve a problem or to allow the student time for another pursuit that will supplement his/her medical education. Requests for leave must be approved by the Senior Associate Dean for Medical Education and the Leave of Absence Committee. This process represents the School's concern that leaves be granted only when justified and consistent with the student's effective medical education. Requests for leave receive careful consideration, and the procedure for returning from leave is outlined. A Leave of Absence Committee working closely with the Senior Associate Dean for Medical Education considers requests. The Leave of Absence Committee is annually appointed by the Dean and consists of faculty from the pre-clinical and clinical departments. Leaves may be granted for the following reasons:

a. To resolve personal problems: These leaves are given for a wide range of problems, including both the student's own physical or emotional health, as well as unforeseen responsibilities.

b. For supplementary pursuits: Leaves may be approved for students in good standing who want to do something that will supplement their medical training, such as courses in another department or at another institution.

c. To resolve academic problems: Occasionally, a leave may be appropriate for intensive remediation of academic deficits. This type of leave must be structured and approved by the Student Progress Committee prior to presentation to the Leave of Absence Committee.

A student may be placed on compulsory leave due to inability to function effectively as a medical student. Brief compulsory leaves for the duration of up to one course or clerkship may be assigned by the Senior Associate Dean for Medical Education. Extended compulsory leaves are assigned by the Leave of Absence Committee.  Compulsory leaves are subject to the Appeals Process (see Section 6)

Extended leaves are granted upon the recommendation of the Leave of Absence Committee with the final approval of the Senior Associate Dean for Medical Education.

Extended Leaves are granted for a maximum of one calendar year and may be further extended by the Leave of Absence Committee with the approval of the Senior Associate Dean for Medical Education. Stipulation(s) for student return will be established at the time the leave of absence is granted.

Any student may be granted brief administrative leaves for the duration of a single course or clerkship at the discretion of the Senior Associate Dean for Medical Education. A leave longer than a single course or clerkship is considered to be an extended leave. A student who is considering applying for an extended leave should first discuss this possibility with the Senior Associate Dean for Medical Education who will provide help in considering the rationale for the leave, as well as possible alternatives. The final decision on whether to seek an extended leave rests with the student.

If an extended leave is sought, the student must present his/her rationale for the leave in writing to the Leave of Absence Committee. This rationale should include both the reason for the leave and the ways in which the student anticipates using the leave to either resolve the problem or apply the supplementary pursuit. Students may be asked to meet with the Leave of Absence Committee.

Students may return from Leave when the purpose of the Leave has been accomplished, or conditions of the leave have been met, and the student is ready to resume his or her duties. Return is not automatic, but is at the sole discretion of the Jacobs School Leave of Absence Committee. All students considering returning from leave should first contact the Senior Associate Dean for Medical Education to discuss their return. Discussion of the student's schedule occurs at this time.

For students returning from a brief leave, no other steps are usually necessary.  However, the Senior Associate Dean for Medical Education may request additional information to be presented to the Leave of Absence Committee regarding the student’s return to the School.   Students returning from extended leaves may also be required to present to the Leave of Absence Committee an explanation of how the purposes of their leave have been accomplished.

Occasionally, a psychiatric evaluation is needed to evaluate a return from leave or a request for leave. This evaluation is conducted by a psychiatrist chosen by the student from a panel of psychiatrists designated by the Jacobs School. The cost of the evaluation is paid by the student and the student is required to complete an authorization permitting his/her treating physician to provide a report to the Dean or designee regarding the student’s fitness to return to the School.

Commitment to the School’s curriculum is considered to be the primary commitment of our students. Students seeking a second degree during their tenure as medical students must obtain approval from the Dean or their designee before embarking on such a program.

The second degree program must not conflict with the commitment to the School’s curriculum. If a conflict exists, or if a student’s School program is in jeopardy, pursuit of one of the degree programs must be terminated.

A large number of summer fellowships are available to support research projects and preceptorships for students. In all cases, fellowships are awarded with the understanding that participants are in good academic standing. In the event that a projected summer fellow obtains a course/clerkship failure requiring remediation, the Office of Medical Education will review the student's status, examine conditions for the fellowship established by the sponsor, and construct a plan which will facilitate successful remediation as the first priority. In all cases, the start of the fellowship project will be delayed until after the student passes the remediation experience.

This policy applies to the Class of 2028 and subsequent classes in the Well Beyond Curriculum. Prior classes are still covered by the Academic Status Policy initially approved on March 3, 2017.  Students who started prior to the 2024-2025 academic year, and who take a leave of absence, must arrange a suitable re-entry point with Senior Associate Dean for Medical Education prior taking leave.  Students should be aware that changes to the curriculum may necessitate a longer time-line to graduation.  The Senior Associate Dean for Medical Education may extend 72 month time limit for completing medical school to account for necessary time-line adjustments.

Students in dual degree programs who finished Phase 1 by the end of the 2023-2024 academic year and who plan on returning for Phase 2 after June 1, 2026 will participate in the Well Beyond Curriculum for Phase 2 and Phase 3, and be covered by the new Academic Status Policy.  Minor adjustments to the graduation requirements and the criteria for Latin Honors necessitated by the curricular transition may be made at the discretion of the Senior Associate Dean for Medical Education.

The previous policy will sunset with the graduation of the Class of 2027.