The College of Medicine provides an opportunity for students who may wish to register dissatisfaction with respect to:
- General academic organization in the College
- Course or clerkship management, presentation, or evaluation procedure
- Assigned grades in courses or clerkships
- Decisions regarding progress or dismissal made by the Student Progress and Promotion Committee
The channels for redress are as follows:
Problems related to academic organization in the College of Medicine in general may be presented through appropriate class officers to the Student Advisory Group, which is chaired by the Dean. This committee is the official forum for full discussion of students' concerns, ideas for change, and grievances. Early resolution of potential problems is the function of this committee.
Students with specific course or clerkship grievances may seek redress by presenting the problem for resolution in the order noted:
- Student-Faculty Liaison Committee for the course or clerkship in question
- the course or clerkship director, in conference with department chair, as appropriate
- the Associate Dean for Medical Education
- the Student Progress and Promotions Committee or the Curriculum Committee
- the Dean of the College
A student who wishes to appeal a grade received in a course or clerkship must seek resolution through the following channels in the order noted:
- Course or clerkship director, in conference with the department chair, as appropriate
- Deans for Student Affairs
- Dean of the College
- Academic Ombud for the University
- University Appeals Board
The Deans for Student Affairs and the Associate Dean for Medical Education perform an intermediary role in resolving the grade appeal. They review the appeal and make recommendations, but are not empowered to change the grade. If the student and the instructor of record do not accept the recommendations of the Deans for Student Affairs and the Associate Dean for Medical Education, the grade appeal will be referred to the Academic Ombudsman. For further information regarding the grade appeal process refer to University Senate Rules at http://www.uky.edu/Faculty/Senate/rules_regulations/index.htm, Sections 5.1.7 CHANGING GRADES and 6.2.0 THE ACADEMIC OMBUD. At each level, the committee or individual contacted will work to resolve the problem. Consideration at a higher level will not be made until the people involved at the previous level have had sufficient opportunity to achieve a solution.
Due Process Policy - Student Progress and Promotion Decisions
The Student Progress and Promotion Committee (SPPC) will made academic recommendations to the Dean of the College of Medicine regarding progress, promotion, and graduation of medical students. These recommendations will be communicated to students by the Assistant Dean for Student Affairs or the Dean's designee. Students who are in disagreement with the recommendations of the committee shall appeal these recommendations through the following process.
- When a student disagrees with a SPPC recommendation, the initial appeal must be taken back to that committee. The student will notify the Deans for Student Affairs of intent to appeal within five days of receipt of the SPPC recommendation by the students. The student must submit a written appeal to the SPPC by seven days before its next scheduled meeting.
- In addition to the written appeal, a student may request a meeting with the SPPC. The chair of the committee shall determine whether the student may meet with the committee and shall define terms of that meeting. Whether or not a meeting of the student and the committee is scheduled, the student should be available to the committee during the scheduled meeting time of the appeal in case the committee has any questions of the student. A student who wishes to do so may identify and be accompanied by a faculty advisor.
- The appeal decision of the SPPC will be forwarded to the student by the Deans for Student Affairs or designee within 48 hours of the meeting. The student must notify the Deans for Student Affairs of intent to appeal the decision within five days after it is communicated to the student. The appeal of the SPPC decision will be directed to the Appeals Committee (AC). The AC will consist of two members from the Faculty Council (one basic science, one clinical), two members from the Curriculum Committee (one basic science, one clinical), and the Associate Dean for Medical Education (who will chair the committee).
- The student must submit a written appeal to the Appeals Committee within seven days before its next scheduled meeting. This appeal shall outline whether the student's appeal is based on issues of fact or procedure. In general, the AC will review appeals for procedural irregularities only. The AC will consider facts only when new factual evidence is significantly different from that previously presented to the SPPC. In general, the AC will not consider factual information that could have previously come to the attention of the SPPC but did not. The AC will not engage in the review of previously presented factual information solely on the basis of the student's allegation that the SPPC did not understand the facts as presented or reached an incorrect conclusion about the facts presented.
- The student may request an audience with the Appeals Committee. The chair will determine whether the AC will meet with the student and shall define any terms of that visit. A student who wishes to do so may identify and be accompanied by a faculty advisor. Whether or not a meeting of the student and the committee is scheduled, the student shall be available to the AC in case that body has questions at the time of its deliberation.
- The Chair of the Student Progress and Promotion Committee will present the conclusions of that committee and the basis for such conclusions to the Appeals Committee. The Deans for Student Affairs will be available for technical assistance and input.
- The Dean of the College of Medicine may be in attendance at the presentation of a student appeal and deliberations of the Appeals Committee. The Dean shall not vote.
- The Appeals Committee will communicate its decision to the Student Progress and Promotion Committee and the student within 48 hours after their meeting. The student must inform the Deans for Student Affairs of an intent to appeal within five days after the decision, and a written appeal must be forwarded to the Dean within seven days of the student's receipt of the AC decision.
- The student may request a meeting with the Dean. The Dean will determine whether such a meeting is necessary and will determine any terms of the meeting. The student will be available to the Dean in case the Dean has any questions. The student may be accompanied by a faculty advisor. The Dean will render a decision on the matter within 14 days of receipt of the materials. The SPPC and the AC will be informed of this decision.
- If the student disagrees with the Dean's decision and if the University rules allow an appeal of the Dean's decision, the student may appeal through University mechanisms as outlined in the Student's Rights and Responsibilities publication.
- In computing any period of time prescribed in this process, the day of the act or event after which the designated period of time begins to run is not to be included. The last day of the period so computed is to be included, unless it is a Saturday, a Sunday, or a legal holiday, in which event the period runs until the end of the next day that is not a Saturday, a Sunday, or a legal holiday. When the period of time prescribed or allowed is less than seven (7) days, intermediate Saturdays, Sundays, and legal holidays shall be excluded in the computation.
NOTICE: This material is the official version. Should it need to be updated a new version with a date specifying its effectiveness will be produced and posted with links back to this prior version. Although other printed or electronic copies of this document may exist, the user is advised to refer to and rely upon this official version of this material when making significant decisions or judgments.