1.0 Policy Purpose
The purpose of this policy is to establish the criteria for medical students to request changes in their Clinical Schedule, site assignment, or team assignment for students in the pre-clerkship and clerkship phases.
2.0 To Whom the Policy Applies
This policy applies to faculty, administrators, and medical students.
3.0 Policy Statement
Students may request to change their Clinical Schedules, site assignments, or assignment teams pursuant to this policy by contacting the Associate Dean for Student Affairs who facilitates such requests to ensure students are appropriately supported.
Students who want to request changes to their Clinical Schedules, site assignments, or assignment teams as an accommodation for a disability should contact the Office of Academic Support.
3.1 Change Requests
Initial clerkship and post-clerkship site assignments are made via a secure online scheduling lottery based on student preferences. After the lottery closes and grids are set, students may request a change in their Clinical Schedule, site assignment, or team assignment for the following reasons:
- Unresolvable issues that put a student’s learning at risk (e.g., learning environment, learner-evaluator conflict of interest, no-contact orders);
- Supportive measures or modifications provided by the Office of Equity Compliance and Reporting; or
- Major life circumstances (e.g., death of an immediate family member, parental leave).
3.1.1 Clinical Schedule Changes
Requests to change a student’s Clinical Schedule must be submitted in writing to the clerkship director and coordinator for approval. Each request must include:
- the assigned schedule;
- the requested change; and
- the reason for the change request (pursuant to Section 3.1).
3.1.2 Site Assignment Change
Requests for site assignment changes must be made in writing to the Associate Dean for Student Affairs. Requests must be submitted as soon as possible once a reason has been identified and must include:
- the assigned site;
- the requested change; and
- the reason for the request.
The Associate Dean for Student Affairs will review the request and discuss with the Student Support Committee and/or course leaders, as needed, to determine whether the request is feasible. Criteria for approval may include, but are not limited to, site and preceptor availability, enrollment caps, the timing of the request, and the ability to ensure adequate exposure to required clinical experiences. Requests will only be accommodated if the change maintains a comparable clinical experience. Submission of a request does not guarantee approval.
3.1.3 Alternative Team Assignment Requests
3.1.3.1 Clerkships
Students may request a change to their assigned team for one of the reasons noted in Section 3.1. These requests must be sent in writing to the clerkship or site director who will consult with the Associate Dean for Student Affairs and determine whether to grant or deny the request.
3.1.3.2 Doctoring
Students may request a change to their assigned Doctoring community mentor for one of the reasons in Section 3.1. These requests must be sent in writing to the Program Manager, Community Mentoring & Service-Learning who will consult with the Director of Doctoring and determine whether to grant or deny the request.
4.0 Definitions
For the purpose of this policy, the terms below have the following definitions:
- Clinical Schedule:
-
Pre-determined, required, and organized list of learning activities that a student or trainee must complete within a specific clinical course or rotation (e.g., inpatient vs. outpatient activities). It does not include considerations for site or specialty-specific preferences or logistical factors (e.g., transportation).
- Doctoring:
-
A required four-course program designed to teach the knowledge, skills, attitudes, and behaviors of the competent, ethical, and humane physician. It teaches future physicians how to form their professional identity through the art of communication, the skills of physical examination, and the tenets of professionalism.
- Student Support Committee:
-
A group of medical school administrators responsible for determining how the Medical School can best support students who have academic, personal, or professional challenges.
5.0 Responsibilities
All individuals to whom this policy applies are responsible for becoming familiar with and following this policy. University supervisors and employees with student oversight duties are responsible for promoting the understanding of this policy and for taking appropriate steps to help ensure and enforce compliance with it.
Associate Dean for Student Affairs: Ensure requests for clerkship rotation order or clinical site changes are reasonable and feasible; approve all requests in conjunction with the Associate Dean for Medical Education and Assistant Dean for Medical Education—Clinical Curriculum.
Associate Dean for Medical Education: Approve requests to change Clinical Schedule or site assignment with Associate Dean for Student Affairs and Assistant Dean for Medical Education—Clinical Curriculum.
Assistant Dean for Medical Education—Clinical Curriculum: Approve requests to change Clinical Schedule or site assignment in conjunction with the Associate Dean for Student Affairs and Associate Dean for Medical Education.
6.0 Consequences for Violating this Policy
Failure to comply with this and related policies is subject to disciplinary action, up to and including suspension without pay, or termination of employment or association with the University, in accordance with applicable (e.g., staff, faculty, student) disciplinary procedures.
7.0 Related Information
Brown University is a community in which individuals are encouraged to share concerns with University leadership. Additionally, Brown’s Anonymous Reporting Hotline allows anonymous and confidential reporting on matters of concern online or by phone (877-318-9184).
The following information complements and supplements this document. The information is intended to help explain this policy and is not an all-inclusive list of policies, procedures, laws and requirements.
7.1 Related Policies
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7.2 Related Procedures
7.3 Related Forms
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7.4 Frequently Asked Questions
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7.5 Other Related Information
- Relates to accreditation Standard 10, Element 9 mandated by the Liaison Committee on Medical Education (LCME), accrediting body for U.S. medical education programs.
Policy Owner and Contact(s)
Policy Owner: Dean of Medicine and Biological Sciences
Policy Approved by: Provost
Contact Information:
Policy History
Policy Issue Date:
Policy Effective Date:
Policy Update/Review Summary:
Reviewed and updated language for clarity and compliance with University policy standards.
Previous policy version(s) superseded by this policy:
- Requests for Schedule/Clinical Site Changes (former policy no. 10-09), Effective Date: July 1, 2019