PURPOSE
To outline the required clinical experiences and their monitoring, and the provision of midpoint feedback in required clerkships.

AUDIENCE
All medical students, Instructors of Record, and educators including Preceptors, Residents and Attendings, in the clerkship phase of the curriculum

LCME STANDARD
6.2 Required Clinical Experiences
8.6 Monitoring of Completion of Required Clinical Experiences
9.7 Formative Assessment and Feedback

POLICY

  1. Clerkships will establish and publish a list of required clinical experiences that students must complete to meet clerkship requirements.
  2. Students are responsible for maintaining a log of clinical experiences in an ongoing manner for each required clerkship, in accordance with that clerkship’s requirements.
  3. Students must receive feedback from supervising faculty and clerkship site directors midway through the rotation. This feedback must include review of the log of required clinical experiences as well as an assessment of the student’s performance in comparison to clerkship objectives and the School’s competency milestones. Students must document receipt of this feedback.
  4. Each clerkship must have a system in place to check with students for outstanding experiences prior to the completion of the rotation. Alternate methods for completing each required experience, in the event that the student cannot complete them in the assigned clinical setting, must be listed in the logbook and course syllabus.
  5. Failure of a student to maintain a log of required experiences and/or complete all required experiences or their equivalent by the end of the educational experiences will result in a grade of “I.”
  6. A grade of “I” will be converted to pass once all required experiences or their equivalent are completed by a specified deadline established between the IOR and the student and within the guidelines of the School’s bylaws and regulation. Failure to meet the deadline will result in a conversion of the “I” grade to a “Y” mark.
  7. The Committee on Educational Policy has the authority to ensure that clerkships comply with required oversight of the feedback and clinical experience tracking systems.

DEFINITIONS

  • Incomplete grade: a temporary grade issued for student work has not been completed but is of passing quality. An Incomplete (“I”) converts to grade of Failure unless the student completes the work within a specified time period.
  • Y mark: a temporary mark issued to a student for work has not been completed and is not of passing quality. A “Y” converts to an F grade unless the student completes the work within a specified time period.

PROCEDURE

Student Procedures

  1. Students must log all their patient encounters per the established list of required clinical experiences specific to each clerkship on an ongoing basis throughout each clerkship.
  2. Each student should discuss any not yet completed clerkship experiences with the supervising attendings during the rotation and with the site/course director. If a student is unlikely to accomplish all of the required activities through patient care experiences, despite best efforts, the student and course director should discuss alternate means for achieving the competency.
  3. Alternative activities will be scheduled on an individualized basis, based on the likelihood of the student achieving the core experience during their time remaining in the rotation. However, each clerkship must specify a time point (e.g. one week prior to the end of the rotation) when an alternative activity will be triggered. Alternate methods might include directed reading, web-based or paper cases, simulation sessions, or additional clerkship time. If an experience is met through an alternative activity, this must be documented in the logbook.
  4. If the remaining experience is not met by the end of the clerkship rotation, the student will receive a notification of receiving an “I” grade.

Faculty Procedures

  1. Monitor items A and B of Student Procedures
  2. In relationship to Student Procedures item C, track the number of alternate experiences over the course of the academic year. If 25% or more of students complete the same required experience through an alternate experience, bring this experience to the attention of the Committee on Educational Policy.
  3. Collaborate with the curriculum support staff on item D of Student Procedure.

RESPONSIBILITY
Clerkship Directors

REFERENCES
UC Davis School of Medicine Bylaws and Regulations, Regulation 60: Requirements for the Degree Doctor of Medicine; Regulation 70: Grades and Grading

RELATED POLICY/POLICIES
Clerkship Attendance, Participation and Absence Policy
Delayed Assignment Submission Policy
Grades and Grading Policy
Professionalism Policy

POLICY OWNER
Committee on Educational Policy

REVIEWED & APPROVED BY
Clerkship Directors Workgroup
Committee on Educational Policy*
Office of Medical Education

REVIEWED DATE and REVIEW CYCLE
March 2022, annual review cycle