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 email@example.com. 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. The Academic Grievance & Appeal Policy can be found here.
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.
- 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.
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.
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.
- The 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 determining whether a petitioning student’s grade and/or clinical evaluation summative comments were awarded arbitrarily or capriciously by the instructor/department and will make the final determination to retain or revise the grade (up or down) and/or relevant comments. Committee bylaws can be found here.
For additional information on the grade appeal committee please refer to the FAQ.
Academic Quarter Deadlines
Summer 2022 Clerkship Quarter
|Clerkship Weeks||2/4 weeks|
(ending July 22, 2022)
(ending August 5, 2022)
(ending August 19, 2022)
(ending September 16, 2022)
|Clerkship Grade Submitted By||September 2, 2022||September 16, 2022||September 30, 2022||October 28, 2022|
|Grade Challenge Submission Deadline||September 30, 2022||October 14, 2022||October 28, 2022||November 25, 2022|
|Grade Appeal Submission Deadline||October 28, 2022||November 11, 2022||November 25, 2022||December 23, 2022|
|Committee Decision Date||November 11, 2022||November 25, 2022||December 9, 2022||January 6, 2023|
Autumn 2022 Clerkship Quarter
|Clerkship Quarter||2/4 weeks (ending October 21, 2022)||6 weeks (ending November 4, 2022)||2/4 weeks (ending November 18, 2022)||2/4/6/12 weeks (ending December 16, 2022|
|Clerkship Grade Submitted By||December 2, 2022||December 16, 2022||December 30, 2022||January 27, 2023|
|Grade Challenge Submission Deadline||December 30, 2022||January 13, 2023||January 27, 2023||February 24, 2023|
|Grade Appeal Submission Deadline||January 27, 2023||February 10, 2023||February 24, 2023||March 24, 2023|
|Committee Decision Date||February 24, 2023||March 10, 2023||March 24, 2023||April 21, 2023|
Winter 2023 Clerkship Quarter
|Clerkship Weeks||2/4 weeks (ending January 27, 2023)||6 weeks (ending February 10, 2023)||2/4 weeks (ending February 24, 2023)||2/4/6/12 weeks (ending March 24, 2022)|
|Clerkship Grade Submitted By||March 10, 2023||March 24, 2023||April 7, 2023||May 5, 2023|
|Grade Challenge Submission Deadline||April 7, 2023||April 21, 2023||May 5, 2023||June 2, 2023|
|Grade Appeal Submission Deadline||May 5, 2023||May 19, 2023||June 2, 2023||June 30, 2023|
|Committee Decision Date||June 2, 2023||June 16, 2022||June 30, 2023||July 28, 2023|