Exam Reschedule Policy

Scope:

This policy applies to all medical students in the Foundations Phase enrolled at University of Washington School of Medicine (UWSOM).

Policy Statement:

Students may request the rescheduling of an examination during Foundations under the following circumstances:

  1. Personal Illness
  2. Personal/Family Emergencies: Examples of emergencies may include, but are not limited to, accidents, hospitalizations, or death of a close family member.
  3. Personal Events: No more than once per term (3 total in the Foundations Phase), a student may request to reschedule an exam to attend an important event (e.g., wedding of close family member, presentation at a professional meeting, etc.). In this instance, the student must give at least 2 weeks’ notice. Students on academic probation are not eligible to reschedule exams for personal events.

Procedure:

  1. The student must complete the Foundations Exam Reschedule Attestation Form for their campus (see links below) prior to the start of the exam (or as soon as possible if there are extenuating circumstances). In instances where the student is requesting an exam reschedule for a personal event, this form must be completed as soon as a conflict with the exam date is identified and at minimum 2 weeks prior to the exam date. The attestation form will be sent to the student’s Foundations Dean.
  2. Due to the unique nature of pin tests and the resources required, requests to reschedule a pin-test for a personal event will not be approved. 
  3. Once a student starts an exam, it will be scored, and no retake opportunity will be given unless a medical emergency or technical issue occurs during the exam that prevents the completion of said exam.
  4. Whenever possible, make-up exams should be scheduled before the student’s next exam.

Links:

Anchorage Exam Reschedule Form
Bozeman Exam Reschedule Form
Laramie Exam Reschedule Form
Moscow Exam Reschedule Form
Seattle Exam Reschedule Form
Spokane Exam Reschedule Form

Responsibilities:

  1. Students: It is the responsibility of students to complete the Foundation Exam Reschedule Attestation Form, providing accurate and timely information for their rescheduling request.
  2. Foundations Dean/Designated Authority: The Foundations Dean or designated authority will communicate to the student in a timely manner the new examination date and discuss the necessary arrangements. Communication should occur within 3 business days of receiving the attestation form.

Policy Review: This policy will be reviewed annually to ensure its effectiveness and relevance to the institution’s needs. Any necessary updates or modifications will be communicated to students in a timely manner.

Related Policies

Policy Statement

Students must be present for scheduled examinations, except in the event of personal illness or personal/family emergencies. Students who delay the clerkship exam must complete the Clerkship Exam Delay Attestation Form prior to the start of the exam (or as soon as possible if there are extenuating circumstances).

Once a student starts an exam, it will be scored, and no retake opportunity will be given unless a personal emergency or confirmed technical issue occurs during the exam that prevents the completion of said exam.

If a student fails to complete the Clerkship Exam Delay Attestation Form prior to the beginning of the exam and does not sit for the exam, they will be given a zero and no retake opportunity will be given unless a personal emergency or confirmed technical issue prevented the student from completing the form and/or attending the exam.

Make-up exams will be administered one week later (the Friday following the missed exam date) for those whose acute issue has resolved. Students who delay exams are responsible for contacting the Clerkship Administrator for the rotation during which the make-up exam will be administered (not the clerkship whose exam was missed) to request appropriate time away from that clerkship for the retake. For students unable to attend the make-up exam date, alternative plans will be made with the University of Washington School of Medicine (UWSOM) Testing Service on a case-by-case basis.

If a student needs to delay more than one exam in a given clinical year, they will be contacted by a Dean from Student Affairs to discuss additional needs.

Procedure
In the event a student is unable to sit for a clerkship exam due to an acute personal illness or personal/family emergency:

  1. The student must complete the Clerkship Exam Delay Attestation Form prior to the beginning of the exam.
    1. For issues arising early than the Wednesday (i.e., 48 hours or more) prior to the exam, students must reach out to the Clerkship Director and Clerkship Administrator to discuss.
  2. UWSOM Testing Service will provide the information from the Attestation Form to the student, Clerkship Director, and Clerkship Administrator for the rotation whose exam is being postponed.
  3. Students must contact the Clerkship Administrator for the rotation during which the make-up exam will be administered (not the clerkship whose exam was missed) to request appropriate time away from that clerkship to take the exam.
  4. The make-up exam will be administered one week later (the Friday following the missed exam date).

Related Policies

Related Student Information and Resources:

 

Effective: Current
Last updated: August 10, 2023
Policy Contact: UW School of Medicine, Curriculum Office, somgov@uw.edu; Education Quality Improvement Office, eqi@uw.edu