Satisfactory Academic Progress, Academic Warning/Probation and Dismissal Policy

PURPOSE
To define Satisfactory Academic Progress (SAP) as it pertains to medical students and to outline procedures pertaining to SAP.

AUDIENCE
All medical students

LCME STANDARD
9.9 Student Advancement and Appeal Process

POLICY

DEFINITION

Academic Standing: is the term used to measure student performance; at the UC Davis School of Medicine (i.e., the School) performance includes both academic assessments (e.g., course grades) and student conduct. It is reported as one of the following: good standing, academic warning, academic notice (formerly known as probation), or dismissal
Deficiency: the receipt of a “Y” mark or “F” grade, failure to pass a USMLE Step exam, a significant lapse in professionalism as determined by the Committee on Student Promotions (CSP), or a breach of University or School policies or regulations related to student conduct
Satisfactory Academic Progress: the successful completion of sequential degree requirements allowing for degree completion after matriculation

Students are required to maintain standards of SAP
Students who receive a deficiency are not maintaining SAP and may be placed on academic warning, academic notice (formerly known as academic probation), pulled from course work, or recommended for dismissal as outlined in the Schools Bylaws and Regulations

PROCEDURE

CSP is charged with reviewing academic progress of all students and making final determinations regarding changes to students’ academic and professional standing
1. A student is in good academic standing if they have successfully completed all courses or clerkships, received no professionalism deficiencies, upheld the School’s Code of Academic and Social Conduct, and behaved in a manner consistent with the professional standards necessary for the practice of medicine
2. Students will be placed on Academic Warning in the following circumstances: Any Y mark in a course in the pre-clerkship phase of the curriculum, First incidence of a USMLE Step exam failure (failures of each Step exam will be treated separately), First incidence of Y mark received in the clinical years, First professionalism lapse brought to the attention of CSP
  1. Students will be placed on Academic Warning immediately upon receiving a deficiency
  2. Students will be removed from Academic Warning upon successful remediation of the deficiency
  3. Students on Academic Warning must receive permission from the Associate Dean for Students before participating in or continuing medical and/or professional extracurricular activities
  4. Students on Academic Warning must receive permission from CSP before participating in non-UC Davis based electives/rotations
    - If participation is approved by CSP, the UC Davis Course Director(s) for such courses will be notified of the student's status and the reasoning by the respective Curriculum Manager
      - At their discretion, the UC Davis Course Director(s) may inform the respective non-UC Davis course directors about the student's status and the reasoning
  5. Students should discuss the implications of Academic Warning with their financial aid advisor
3. Students will be placed on Academic Notice in the following circumstances: Second and all subsequent incidences of a USMLE Step exam failure (failures of each Step exam will be treated separately), Second and all subsequent incidences of a Y mark, Any "F" grade, Egregious unprofessional behavior or second professionalism lapse brought to the attention of CSP, Student fails to follow the directions of CSP
  1. Students will be placed on Academic Notice immediately upon receiving a deficiency
  2. Academic Notice will be documented on the Medical Student Performance Evaluation (MSPE)
  3. Academic Notice may affect financial aid disbursements and eligibility
  4. When requested, it will be reported to state licensure boards
  5. Students should discuss the implications of Academic Probation with their financial aid advisor
  6. Students will be removed from Academic Notice upon successful remediation of the deficiency
  7. Students on Academic Notice must receive permission from the Associate Dean for Students before participating in or continuing medical and/or professional extracurricular activities
  8. Students on Academic Notice must receive permission from the CSP before participating in non-UC Davis based electives/rotations
    - If participation is approved by CSP, the UC Davis Course Director(s) for such courses will be notified of the student's status and the reasoning by the respective Curriculum Manager
      - At their discretion, the UC Davis Course Director(s) may inform the respective non-UC Davis course directors about the student’s status and reasoning
4. Dismissal criteria and recommendations are outlined in the School of Medicine's Bylaws and Regulations (Regulation 80)
  - When CSP recommends dismissal, the Dismissal Policy is followed
The School's Registrar is charged with documenting academic standing appropriately on official university communication

RESPONSIBILITY
Committee on Student Promotions

REFERENCES
UC Davis School of Medicine Bylaws and Regulations Regulation 80 - Deficiencies, Remediation, Academic Warning, Probation, Dismissal

RELATED POLICY/POLICIES
Code of Academic and Social Conduct
Coursework and Professionalism Remediation Policy
Dismissal Policy
Evaluation of Student Performance (MSP) Policy
Grades and Grading Policy
Professionalism Policy
USMLE Step 1 Policy
USMLE Step 2 CK Policy

POLICY OWNER
Committee on Student Promotions*

REVIEWED BY
Associate Dean for Students
Committee on Student Promotions
Registrar

REVIEWED DATE and REVIEW CYCLE
February 2025; 2-year cycle

* Indicates the Policy Owner

Satisfactory Academic Progress, Academic Warning and Academic Notice Policy