Delayed Completion of Required Clerkship Activities and Assignments Policy

PURPOSE
To outline the consequences of delayed completion of required clerkship activities and assignments.

AUDIENCE
All medical students in the clerkship phase of the curriculum

LCME STANDARD
Not applicable

POLICY

DEFINITIONS

  • 'Y' mark: provisional grade, work of non-passing quality
  1. As part of their professional responsibilities, students are expected to be prepared for all learning activities, complete required clerkship activities, including midpoint feedback meetings, and submit clerkship assignments by the due date.
  2. The names and types of required activities and assignments for each clerkship will be posted before the start of the clerkship in the clerkship course page with the due dates listed.
  3. Students who are unable to complete a clerkship activity or assignment by its deadline must seek an extension, including a new date, from the clerkship director before the activity/assignment is due.
    • Students will receive an 'I' grade until the activity/assignment is completed.
  4. Delayed or non-completion of any activity/assignment without the approval and alternate due date as directed by the Clerkship Director(s), extenuating circumstance, or as otherwise outlined on the course syllabus, will result in a 'Y' mark and the event will be recorded in the narrative comment section of the clerkship grade report.
    1. 'Y' marks are reported to the Committee on Student Promotions (CSP) at the end of the rotation.
    2. Official grades are submitted within 6 weeks of the completion of the rotation.
  5. If a student does not engage with the clerkship director to develop a plan and a deadline for completion they will receive a 'Y' mark and the event will be recorded in the narrative comment section of the clerkship grade report.
    • Lack of engagement includes repeated rescheduling of required meetings such as the midpoint feedback meeting with the Clerkship Director.
  6. Referrals to the student's Academic Coach, the Director of Medical Student Professionalism, or the Associate Dean for Students, is at the discretion of the Clerkship Director(s).

PROCEDURE

  1. Students unable to meet the due date for completion of an activity/assignment are required to seek an extension, including a new due date, from the Clerkship Director(s). 
  2. In the context of extenuating circumstances, such as an emergency that has prevented a student from timely completion of an activity/assignment, the student must inform the Clerkship Director as soon as possible.
    • Clerkship Director(s) may require documentation to support the extenuating nature of the circumstance.
  3. In the event of a delayed completion of activity/assignment, failure of students to do either Procedure A. or B. will lead to consequences as outlined in the policy.

RESPONSIBILITY
Clerkship Directors

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

RELATED POLICIES
Clerkship Attendance, Participation and Absence Policy
Coursework and Professionalism Remediation Policy
Grades and Grading Policy
Grade Appeal Policy
MSPE Policy
Professionalism Policy
Student Code of Academic and Social Conduct

POLICY OWNER
Committee on Educational Policy

REVIEWED and APPROVED BY
Committee on Educational Policy*
Clerkship Directors Workgroup
Curriculum Steering Advisory Committee

REVIEWED DATE and REVIEW CYCLE
March 2025; annual review cycle

* indicates the Policy Owner