Clinical Phase Incomplete Grade Policy
Students are expected to complete all course work by the end date of the clerkship. If a student is unable to complete the course requirements due to an acute personal illness, or personal/family emergency, they may petition the clerkship director in writing for additional time to complete the clerkship requirements and receive an Incomplete grade designation. The clerkship director is never obligated to grant a student’s request for an Incomplete. Clerkship directors will use the designated process for students to request and for directors to approve the awarding of an Incomplete grade. If granted, the clerkship director will determine the remaining work for course completion. Clerkship directors may also assign an incomplete grade without a student request if the student has yet to complete all course work by the end date of the clerkship.
This remaining work must be completed, and a passing grade submitted by the deadline determined by the clerkship director and no later than the end of the next quarter in residence (enrolled in medical school). If the student does not complete the agreed upon remaining work by the deadline set by clerkship director, the incomplete will automatically convert to a Fail.
Students may petition to extend their Incomplete deadline passed the next quarter in residence but must obtain approval from the clerkship director to do so (who will decide in consult with a Student Affairs Dean). Extensions cannot exceed one year from the end date of the clerkship.
If a student is not granted an Incomplete in the course, the final clerkship grade will be determined by the work completed by the last day of the clerkship. Leave of absence and Registrar Drops are processed upon approval by a Student Affairs Dean.
Eligibility
- An Incomplete designation may be awarded in School of Medicine clerkships 4-weeks/8 credits or greater in length.
- Incomplete designation may only be awarded if a student is doing satisfactory work up until the last 7 calendar days of the clerkship, and if circumstances prevent the student from completing the remaining work for the clerkship by the clerkship end date.
- Clerkships less than 8 credits are not eligible for an Incomplete designation.
- The request for a designation of Incomplete must be submitted to the clerkship director as soon as possible, but no later than the last day of the clerkship.
Students who need to delay an exam within 48 hours of the exam start time due to acute personal illness or family/personal emergency can do so according to the exam reschedule policy during the clinical phases. Delaying the clerkship exam may result in an incomplete grade.
Procedures
The student’s request for Incomplete grade must include the following:
- Reason for the request of an Incomplete grade
- Expected resolution date of the reason for the request of an incomplete grade
The clerkship director approval of a request for an Incomplete grade must include the following:
- Reason for the request of an Incomplete grade
- Remaining work to be completed
- Plan for completion
- Expected date of clerkship completion
- Any other conditions stipulated by the clerkship director.
Related Policies:
Exam Reschedule Policy Clinical: https://education.uwmedicine.org/8-7-exam-environment-policy-clinical-phases/
SPC: https://education.uwmedicine.org/md-program-policies-handbook/student-progress-committee-policies-principles-and-guidelines/
Effective: Current
Last updated: October 14, 2024 (Patient Care Committee), October 28, 2024 (Explore and Focus Committee)
Policy Contact: UW School of Medicine, Curriculum Office,somgov@uw.edu; Education Quality Improvement Office,eqi@uw.edu