1.0 Policy Purpose
The purpose of this policy is to establish the requirements for adding and dropping courses in the clerkship and post-clerkship phases of medical education.
2.0 To Whom the Policy Applies
This policy applies to medical students in the clerkship and post-clerkship phases of medical education, Sub-internship and Elective course leaders, and staff as applicable herein.
3.0 Policy Statement
Students are not permitted to add or drop courses within 30 calendar days of the start of the course. Some specific courses (e.g., some clinical rotations) may have longer restriction periods, which are detailed in the OASIS course catalog. Students are responsible for reviewing the applicable restriction period prior to submitting an add/drop request.
3.1 Exemptions
Exemptions to this policy may be considered if one of the following criteria is met:
- An away Elective has been offered within the 30-day add/drop period (Required Documentation: Formal notice (e.g., a forwarded email) from the away Elective that is dated within the 30-day add/drop period).
- An acute health condition or an unpredictable major life event (e.g., a death in immediate family).
- Consideration of a change in specialty career choice during Year 4 (e.g., switching from Internal Medicine to Pediatrics).
- Recommendation from the Medical School’s career development team, Mary B. Arnold mentor, or Step advising dean to continue studying for licensing examination (Required Documentation: NBME practice exam report).
3.1.1 Requesting an Exemption
Students may request an exemption to this policy by emailing the Associate Dean for Student Affairs and providing any relevant supporting documentation.
Students requesting an exemption to this policy for disability-related accommodations may contact the Office of Academic Support at ams-office-of-academic-support@brown.edu.
3.1.2 Approval of Exemptions
The Associate Dean for Student Affairs will approve or deny exemption requests in writing within three to five business days of receipt. Approvals of exemptions meeting criteria #2-4 above will be made in consultation with the Student Support Committee.
Approval to add a course additionally requires:
- An available opening in the course, and
- Approval from the course leader.
The Office of Academic Support will approve or deny disability-related exemptions.
The Warren Alpert Medical School’s Office of Records and Registration is responsible for notifying the course leader regarding dropping an Elective and requesting the addition of an Elective at the course leader’s discretion.
4.0 Definitions
For the purpose of this policy, the terms below have the following definitions:
- Elective:
-
Courses taken in the clerkship or post-clerkship phase of the curriculum that allows students to tailor their medical education and training by focusing on specific areas of interest, and gain further clinical experience and training.
- Online Access to Student Information and Scheduling (OASIS):
-
A web-based course lottery, scheduling, and administration system designed for the unique needs of health science and professional schools.
- Sub-internship:
-
A clinical rotation in the final years of medical school that immerses students in clinical experiences similar to a first-year residency by fostering advanced skills, teamwork, and independent decision-making; and increased responsibility and ownership of patient care to ensure a successful transition to postgraduate training.
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: Will receive and approve add/drop requests within the 30-day restricted period.
Office of Records and Registration: Will process add/drop approvals.
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:
N/A
7.2 Related Procedures
- See Add/Drop Request Form for procedures
7.3 Related Forms
7.4 Frequently Asked Questions
N/A
7.5 Other Related Information
N/A
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 policy language for clarity and compliance with University policy standards.
Previous policy version(s) superseded by this policy:
- Add/Drop Policy (former policy no. 13-15), Effective Date: August 11, 2021
Webpage Updated March 12, 2026