Clinical Grade Review, Challenge, and Appeal Process

Patient Care and Explore & Focus Phases

Summary of process for required and elective clinical clerkships

The student requests to meet with the department for a guided review of grade and de-identified evaluative materials. Please check the department website for information on grading guidelines.

After a grade review, if the student has a significant concern about their clerkship final grade or the summative comments, the student may submit a written request to the department to challenge their grade. The clerkship director then reviews the relevant grading and evaluative materials and elicits related materials from faculty or department resources to determine the uniformity and impartiality of the grade or summative comments. After the clerkship director completes fact finding, student and director meet to discuss student’s challenge. After the meeting, the clerkship director will contact the student in writing with the grade challenge decision.

Following the informal grade review and grade challenge, if the student still has significant concerns about their grade, the student submits a grade appeal to somchlng@uw.edu. The grade appeal committee meets to review all materials related to the appeal and make the final determination to retain or revise the grade and/or relevant comments. Students can review their grade at any time, however please be aware that the grade challenge and appeal process must be completed within twelve weeks after the grade is posted. Please review the grade appeal committee deadlines.

All students are permitted under FERPA (Family, Education, Rights and Privacy act) to review educational records (e.g., exams and evaluations) upon request and any time after grade submission. Typically, a student will meet with a department representative to review de-identified evaluations, summative comments and/or final examination score. If the clerkship has established guidelines for the review follow their specific instructions. If after the grade review, you are unsatisfied, you may initiate the grade challenge process.

  1. To initiate a grade review, contact the Department Clerkship Administrator to set up a time to speak or meet face-to-face.

Students must submit a grade challenge within four weeks after the grade is posted. This allows the department to connect with the student and process the challenge within seven weeks after the grade is posted. The department must contact the student in writing with the challenge decision seven weeks after the grade is posted.  This allows the student one week to decide whether an appeal is necessary. If after the grade challenge decision, you are still unsatisfied, you may initiate the grade appeal process.

  1. Complete Clinical Grade Challenge Form
  2. Send completed form to Clerkship Director and administrator.
  3. Meet with Clerkship Director or clerkship faculty representative.

The grade appeal must be submitted within eight weeks after the grade is posted. This allows the grade appeal committee to meet and decide the student’s grade appeal within twelve weeks after the grade is posted to align with UW policy.

  1. Complete the Clinical Grade Appeal Form
  2. Submit completed form to somchlng@uw.edu

Clinical Grade Appeal Committee

  • Department chairs have delegated responsibility for the grade appeal decision to the School of Medicine grade appeal committee for the Patient Care and Explore & Focus Clinical Phases, in accordance with UW policy.
  • A grade appeal committee comprised of faculty and/or student members, will review all materials related to the appeal (no student identifiers). The grade appeal committee will focus on the adequacy of the grade process and will make the final determination to retain or revise the grade (up or down) and/or relevant comments.

For additional information on the grade appeal committee please refer to the FAQ.

 

Academic Quarter Deadlines

Spring 2021 Clerkship Quarter

Clerkship Weeks2/4 weeks
(ending April 23, 2021)		6 weeks
(ending May 7, 2021)		2/4 week
(ending May 21, 2021)		2/4/6/12 weeks
(ending June 18, 2021)
Clerkship Grade Submitted ByJune 4, 2021June 18, 2021July 2, 2021July 30, 2021
Grade Challenge Submission DeadlineJuly 2, 2021July 16, 2021July 30, 2021August 27, 2021
Grade Appeal Submission DeadlineJuly 30, 2021August 13, 2021August 27, 2021September 24, 2021
Committee Decision DateAugust 27, 2021September 10, 2021September 24, 2021October 22, 2021

Summer 2021 Clerkship Quarter

Clerkship Weeks2/4 weeks
(ending July 23, 2021)		6 weeks
(ending August 6, 2021)		2/4 week
(ending August 20, 2021)		2/4/6/12 weeks
(ending September 17, 2021)
Clerkship Grade Submitted BySeptember 3, 2021September 17, 2021October 1, 2021October 29, 2021
Grade Challenge Submission DeadlineOctober 1, 2021October 15, 2021October 29, 2021November 26, 2021
Grade Appeal Submission DeadlineOctober 29, 2021November 12, 2021November 26, 2021December 24, 2021
Committee Decision DateNovember 26, 2021December 10, 2021December 24, 2021January 21, 2022

Autumn 2021 Clerkship Quarter

Clerkship Weeks2/4 weeks
(ending October 22, 2021)		6 weeks
(ending November 5, 2021)		2/4 week
(ending November 19, 2021)		2/4/6/12 weeks
(ending December 17, 2021)
Clerkship Grade Submitted ByDecember 3, 2021December 17, 2021December 31, 2021January 28, 2022
Grade Challenge Submission DeadlineDecember 31, 2021January 14, 2022January 28, 2022February 25, 2022
Grade Appeal Submission DeadlineJanuary 28, 2022February 11, 2022February 25, 2022March 25, 2022
Committee Decision DateFebruary 25, 2022March 11, 2022March 25, 2022April 22, 2022