Student Performance Committee

RVUCOM Student Performance Committee (SPC)

General Overview

The Rocky Vista University College of Osteopathic Medicine (RVUCOM) Student Performance Committee (SPC) is an official faculty committee with representation from both campuses appointed by the Dean of the Rocky Vista University College of Osteopathic Medicine (RVUCOM) charged with maintaining the academic and professionalism standards of RVUCOM throughout the preclinical and clinical years. This committee makes decisions related to students' progression within the academic program. (*See “Purview of the RVUCOM SPC”)

Students may be referred to the SPC on the basis of academic performance and/or alleged violations of the RVUCOM Code of Conduct, Honor Code, RVU Policy, and failure to adhere to RVUCOM academic integrity, and professionalism expectations.  

 

SPC Academic and Professionalism Review Meetings

The SPC will convene within ten (10) business days from the date of notification for any meeting purpose. The Directors of Preclinical Education (DPCE), Associate/Assistant Deans of Pre-Clinical or Clinical Education, and/or Associate/ Assistant Deans of Student Affairs (or their designee) notifies the SPC Chair and Vice Chair of a student’s violation of academic or professionalism standards as outlined in this document.  This meeting will consist of reviewing all pertinent and relevant information related to the professionalism violation or course failures in question that the SPC deems appropriate.

 

Purview of the RVUCOM SPC

The RVUCOM SPC is tasked with reviewing the academic and professionalism standings of students. This committee makes decisions related to students' progression within the academic program. For all cases reviewed by the SPC (either academics or professionalism – or both), the SPC has the authority to make decisions regarding any and all academic performance and professionalism violations, which can include, but are not limited to:

  • Probation with or without conditions, which may include, but are in no way limited to:
    • Academic training and education
    • Professionalism training and education
    • Memorandum of Understanding (MOU)
  • Academic and/or professionalism counseling, academic and/or professionalism counseling letters, routine status meetings, Memorandum of Understanding (MOU), and ongoing monitoring
  • Suspension
  • Involuntary academic Leave of Absence (LOA) with requirement of repeating an academic year (restricted to repeating only one academic in the entirety of a student’s time at RVUCOM)
  • Academic and/or professionalism dismissal from RVUCOM and the institution
  • Such other penalty or action that the SPC deems appropriate

To assess the students’ overall academic performance, the Dean of RVUCOM will review records made available to the SPC and other documents that may include, but are not limited to:

  • Student personal statement to the SPC
  • MCAT scores
  • Pre-matriculation transcripts
  • Most updated and current RVUCOM transcript(s) from all programs
  • Other documentation as deemed necessary by the SPC

 

Decisions for Academic Dismissal

SPC decisions for academic dismissal will be based on, but not limited to, the following reasons:

  1. A student who has failed three (3) or more courses in the preclinical curriculum or a single course remediation in any academic year
  2. A student who fails a third clinical clerkship in the clinical curriculum in an academic year and/or fails the remediation of a clinical clerkship
  3. A student who fails to comply with the agreed upon terms of a Memorandum of Understanding (MOU) with the Dean (when applicable)
  4. A student who is unable to complete the COM curriculum within six (6) years
  5. The Dean of RVUCOM may dismiss a student who has taken an NBOME Board exam three (3) times without achieving a passing score prior to the allotted time to graduate
  6. Other circumstances under the purview of the SPC
    1. Such other penalty or action that the SPC deems appropriate

 

Students who are dismissed from RVUCOM are prohibited from applying to any RVU programs in the future.

 

 

Participation / Responsibilities

 

Student Participation in SPC Meetings

The SPC requires the student to submit a personal statement addressing the concerns brought to the SPC (academics and/or professionalism). This must be submitted to the SPC Chair with a copy to the Administrative Assistant of the SPC no later than three (3) business days before the scheduled SPC meeting.

 

For all academic SPC reviews, students are not automatically required to attend, however, the SPC, at their discretion, may require a student to appear as they deem necessary. If the SPC Chair or Vice Chair (or their designee) deems it necessary to meet with a student, they will contact that student via email and request their appearance (via Zoom). The SPC Chair or Vice Chair (or their designee) may also contact the student to ask questions on behalf of the SPC members. Students are required to respond to questions or appear if requested and do not have the right to waive their appearance.

 

For all professionalism SPC reviews, students are required to attend a portion of the SPC meeting to speak to, and answer questions by, the committee members.  

 

Student / Faculty Requirements

Once the student has been given notice that their academic / professionalism records and other necessary documentation will be reviewed by the SPC for any reason (academic or professional), they are not permitted to contact any faculty member(s), except for the Chair and Vice Chair, who sit on the committee regarding matters of their SPC review (members as noted on the notification letter to students). A student may face further disciplinary actions, in the form of a professionalism violation, if it is discovered that they sought advice or counseling from a committee member in advance of their SPC meeting once they have been notified of their SPC review date. If a student has questions regarding their SPC review, they must contact the Chair and/or Vice Chair of the SPC (or their designee).

 

It is discouraged for RVUCOM Faculty and Staff who are members of the SPC to interact with or write letters of support for any student(s) about whom they are aware that an SPC review is imminent.

 

Processes & Procedures

 

Academic Performance & Review by SPC

Academic performance & review by the SPC consists of reviewing, and taking into consideration, all COM pre-matriculation records, current RVUCOM records and documents, and personal statements during their deliberations and outcomes. Other records and documents may be reviewed as deemed necessary by the SPC.

 

The RVUCOM program is comprised of two (2) years of preclinical education and two (2) years of clinical education; each year of education is broken up into two terms.  Every course in the preclinical curriculum is offered once each academic year.  Pursuant to the rules set forth below, while a student may be allowed to progress terms within an academic year, no student may progress to the next academic year unless they have successfully met all of the requirements and have passed all courses required for promotion to the next academic year. 

  • A student can only repeat one (1) academic year once during the entirety of the RVUCOM program
  • No student can remediate more than two (2) course failures in any given academic year
  • Only one remediation is allowed for any particular course failure; a student cannot re-remediate any course

 

The SPC will review the student’s RVU records (all programs) to assess the students’ overall academic performance.

 

After review, if the SPC finds that the student has failed three (3) courses in the academic year, or failed any course remediation during an academic year, the SPC will issue a decision based on their purview.

(*See Purview of the RVUCOM SPC)

 

SPC Academic Decisions

The SPC will make their decision on the date of the SPC meeting. The SPC has three (3) business days to deliver a decision letter to the Associate / Assistant Deans (decanal officers) of Student Affairs (or their designee). The decanal officers of the department of Student Affairs (or their designee) will have three (3) business days from receipt of the SPC decision letter to deliver the letter to the student.

 

Students who are dismissed from RVUCOM are prohibited from applying to any RVU programs in the future.

 

  1. Preclinical Students – General Academics Policy
    1. A student who fails two or fewer courses in an academic year will be offered an opportunity to remediate up to two course failures in an academic year without being required to repeat the entire academic year. Only one remediation is allowed for any particular course and a student cannot re-remediate any course. Students must work with their campus Director of Preclinical Education (DPCE) to develop a remediation plan and are required to comply with and fully implement such plan. This must be done for the first course failure as well as the second course failure received. Meeting with the DPCE is a pre-requisite for the remediation of any course failure.

 

    1. A student who receives three (3) or more course failures in the same academic year will be required to repeat the entire academic year beginning with the first term of the following academic year or may be dismissed from the university. Other potential student outcomes are outlined under “Purview of the RVUCOM SPC” section. Under such circumstances that a student is required to repeat the academic year, the student will be placed on an academic leave of absence until the commencement of the first term of the new academic year to be repeated.

 

    1. A student who has not repeated a year, nor is in a repeat year, who fails a remediation exam will be required to repeat the entire academic year beginning with the first term of the following academic year or may be dismissed from RVUCOM or the University.  Under such circumstances that a student is required to repeat the academic year, the student will be placed on an academic leave of absence until the commencement of the first term of the new academic year to be repeated. Other potential student outcomes are outlined under “Purview of the RVUCOM SPC” section.

 

    1. Students are expected to make progress towards their degree during each term and must complete their degree within 150% of the published program length (six years). Therefore, repeating an academic year will impact the student’s educational timeline and could impede their ability to complete the COM curriculum and all requirements in order to progress to the next academic year. Students are required to work with the office of Student Financial Services to discuss and understand any impact that a repeat year may have on their financial aid.

 

    1. The SPC will take information into consideration when reviewing the students’ records and documents (*See “Purview of the RVUCOM SPC”)

 

  1. Clinical Students – General Academic Policy
    1. A student who fails one (1) clinical clerkship (course) in an academic year will be offered the opportunity to remediate the failed clinical clerkship (course) without being subject to any additional extensions or repetitions. The student is required to meet with the Course Director and Senior Associate Dean of Clinical Education (or their designee) to develop an academic remediation plan.  The student is required to comply with and fully implement such a plan.  This meeting and the development of a remediation plan is a pre-requisite for the remediation of any course and clinical clerkship failure. Failure to meet with the Course Director and Senior Associate Dean of Clinical Education (or their designee) and develop a plan will prevent the student from remediating the clinical clerkship at issue and the failing grade will be final.

 

    1. A student who fails a second clinical clerkship (course) in the same academic year will be offered the opportunity to remediate the failed clinical clerkship (course) and may be subject to extending their third-year curriculum. The student is required to meet with the Course Director and Senior Associate Dean of Clinical Education (or their designee) to develop an academic remediation plan.  The student is required to comply with and fully implement such a plan. This must be done for the first clinical clerkship failure as well as the second clinical clerkship failure received. This meeting and the development of a remediation plan is a pre-requisite for the remediation of any course and clinical clerkship failure. Failure to meet with the Course Director and Senior Associate Dean of Clinical Education (or their designee) and develop a plan will prevent the student from remediating the clinical clerkship at issue and the failing grade will be final.

 

    1. A student who does not fail more than two (2) clinical clerkships (courses) in an academic year will be offered an opportunity to remediate up to two clinical clerkship (course) failures in an academic year without being subject to any additional extensions or repetitions. The student is required to meet with the Course Director and Senior Associate Dean of Clinical Education (or their designee) to develop an academic remediation plan.  The student is required to comply with and fully implement such a plan.  This must be done for the first clinical clerkship failure as well as the second clinical clerkship failure received. This meeting and the development of a remediation plan is a pre-requisite for the remediation of any course and clinical clerkship failure. Failure to meet with the Course Director and Senior Associate Dean of Clinical Education (or their designee) and develop a plan will prevent the student from remediating the clinical clerkship at issue and the failing grade will be final.

 

    1. A student who fails a third clinical clerkship in an academic year and/or fails the remediation of a clinical clerkship will:
      1. Be referred to the SPC and may be subject to dismissal.
      2. May be required to extend the academic year until all requirements pursuant to the remediation plan are met and the clinical clerkship at issue is successfully remediated and such student will be prohibited from progressing in the clinical curriculum until such time (also referred to as an extended academic year).   All curricular and other requirements must be met prior to progressing to the following academic year and onto graduation.  In no event, however, shall any such extension to accomplish all graduation requirements go beyond six (6) years from the date of the student’s matriculation. Students are required to work with the office of Student Financial Services to discuss and understand any impact their remediation plan may have on their financial aid.

 

    1. A clinical student who is (a) in an extended academic year and/or (b) who has previously repeated an academic year who fails any clinical clerkship (course) remediation, or who fails three or more clinical clerkship (courses) in one academic year will be referred to the SPC and may be subject to dismissal.

 

Only one remediation is allowed for any particular clinical clerkship (course) and a student cannot re-remediate any clinical clerkship (course).  All students must complete the COM curriculum and all requirements within six (6) years of matriculation.

 

All students must take and pass required board exams within the prescribed time to graduate.  Any student that has taken any single required NBOME board exam three (3) times without achieving a passing score prior to the allotted time to graduate (the 6-year period) will be dismissed without opportunity for appeal.

(* See “Purview of the RVUCOM SPC”)

(** See “Decisions for Academic Dismissal”)

 

Decisions for Academic Dismissal

SPC decisions for academic dismissal will be based on, but not limited to, the following reasons:

  1. A student who has failed three (3) or more courses in the preclinical curriculum or a single course remediation in any academic year
  2. A student who fails a third clinical clerkship in the clinical curriculum in an academic year and/or fails the remediation of a clinical clerkship
  3. A student who fails to comply with the agreed upon terms of a Memorandum of Understanding (MOU) with the Dean (when applicable)
  4. A student who is unable to complete the COM curriculum within six (6) years
  5. The Dean of RVUCOM may dismiss a student who has taken an NBOME Board exam three (3) times without achieving a passing score prior to the allotted time to graduate
  6. Other circumstances under the purview of the SPC
    1. Such other penalty or action that the SPC deems appropriate

 

Students who are dismissed from RVUCOM are prohibited from applying to any RVU programs in the future.

Appeal Processes / Procedures

 

Following notification of an SPC decision, a student may request a formal academic appeal to the Dean of RVUCOM. The student has five (5) business days (from date of letter delivery) to submit a written narrative explaining the basis for the appeal, which must be accompanied by any and all supporting documentation (see list below) to be considered. The narrative must clearly set forth the basis for their appeal, and may only be brought on the following grounds: 

  1. An error of fact;
  2. Evidence of bias;
  3. The sanction imposed is extraordinarily disproportionate to the situation;
  4. Errors of process under the Student Handbook involving your rights that materially affected the outcome of this matter;
  5. New information and supporting documentation relevant to the situation demonstrating extreme circumstances undermining the decision and a demonstrable history of academic success in the program.

 

To assess the students’ overall academic and/or professionalism performance, the Dean of RVUCOM will review records made available to the SPC as well as other documents that may include, but are not limited to:

  • MCAT scores
  • Pre-matriculation records and transcripts
  • Most updated and current RVUCOM transcript(s) from all programs
  • All materials submitted to the SPC meeting
  • Any other documentation deemed necessary by the Dean

 

As a part of the appeal process, a student will be granted a 30-minute meeting with the Dean of RVUCOM (via Zoom) to further discuss the criteria for the appeal. The Dean of RVUCOM, in their sole and absolute discretion, may deny or grant an appeal in whole or in part and/or modify the decision of the SPC.

 

It is important to note that the appeal decision of the Dean of RVUCOM shall be final and binding and not subject to further appeal throughout the university. If the student chooses to appeal, they are attesting that the decision of the Dean of RVUCOM is final.

 

The Dean of RVUCOM will notify the student of the appeal decision within ten (10) business days from the date of the students’ meeting with the Dean of RVUCOM. While the appeal is pending, the status of the student will not be altered. Throughout the appeal process, students must continue to be enrolled, attend all classes or clinical clerkships (course), and sit for scheduled exams until the appeal decision has been made.

 

Disciplinary hearings conducted in response to an alleged violation of the Code of Conduct, professionalism expectations, Academic Integrity Policies, and any sanctions applied in these situations, are covered in the relevant sections of the RVUCOM Student Handbook.

 

 

Revised 7.22.24