1.0 Policy Purpose
The purpose of this policy is to establish clear expectations for grade submissions in all phases of the medical education program to promote consistency, accountability, and compliance with accreditation standards.
2.0 To Whom the Policy Applies
This policy applies to administrators, course leaders and coordinators, clerkship directors, and students of The Warren Alpert Medical School of Brown University.
3.0 Policy Statement
Grade submission deadlines vary across curriculum phases due to their differing structure and requirements. Any deviation from the timeframes set forth in this policy requires prior approval from the Medical Curriculum Committee; however, in all cases, the deadline shall not exceed six weeks from the final day of the course or clerkship rotation.
3.1 Pre-clerkship Grades
For all pre-clerkship courses, grades must be submitted within 30 calendar days of course completion. Compliance with this policy is monitored by the Assistant Dean for Medical Education—Pre-clerkship Curriculum.
3.2 Clerkship Grades
For all clerkships, grades must be submitted within 32 calendar days of the last day of the clerkship rotation. Compliance with this policy is monitored by the Assistant Dean for Medical Education—Clerkship Curriculum.
This policy applies to the Longitudinal Integrated Clerkship (“LIC”); however, LIC grades are due within six weeks of the final day of the entire LIC, and no extensions are allowed.
3.3 Post-clerkship Grades
For post-clerkship courses, grades must be submitted within 30 calendar days of the last day of the course (e.g., elective, sub-internship). Compliance with this policy is monitored by the Office of Records and Registration.
3.4 Late Grade Submissions
Grades submitted past the six-week mark are considered late. The Office of Records and Registration will monitor and initially notify the course leader and coordinator of any late or missing submissions. The Associate Dean for Medical Education and Associate Dean for Student Affairs shall investigate any grade delays or patterns of late submissions.
Following this initial notification and necessary investigation, the Senior Associate Dean for Medical Education will be informed of all unsubmitted grades to determine appropriate corrective action as needed.
4.0 Definitions
For the purpose of this policy, the terms below have the following definitions:
- Longitudinal Integrated Clerkship (LIC):
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A 30-week structure in the Primary Care–Population Medicine program in which Year 3 core clerkships are integrated rather than completed in separate blocks.
- Medical Curriculum Committee:
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The committee responsible for continuous oversight of curricular content and integration and for evaluating the medical education program.
- Primary Care-Population Medicine (PC-PM):
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A four-year graduate program designed for medical students and separate from the medical degree that integrates into the medical education program and provides training in population medicine to prepare students for careers in primary care.
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.
Office of Medical Education: Ensure timely grade submission and follow up with course leaders or clerkship directors as needed.
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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7.1 Related Procedures
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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 9, Element 8 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 Biology
Policy Approved by: Provost
Contact Information:
Policy History
Policy Issue Date:
Policy Effective Date:
Policy Update/Review Summary:
Updated language for clarity and compliance with University policy standards.
Previous policy version(s) superseded by this policy:
- Fair and Timely Summative Assessment (former policy no. 09-08), Effective Date: August 17, 2022