/Institutions/University-of-Texas-Rio-Grande-Valley/json/som/policies-local.json

/Institutions/University-of-Texas-Rio-Grande-Valley/json/som/policies.json

EAA008 Medical Students Final Grade and Narrative Evaluation Appeals Policy

Policy Number: EAA008
Policy Title: Appeal of Formative and Summative Assessments

A. Purpose

The purpose of this policy is to provide clear guidelines for addressing students' concerns about formative and summative assessments of their academic performance throughout the curriculum.

A. Persons Affected

This policy will cover the students participating in the UTRGV SOM curriculum.

B. Implementation Date

This policy is effective starting with the UTRGV SOM Class of 2026 and will remain in effect for future classes unless otherwise amended.

C. Policy

The review and resolution of appeals about formative and summative assessments are handled by the Office of Educational Affairs. Students who have concern or grievance about a formative and summative assessment should first discuss the matter informally with the appropriate module lead, clerkship director or elective course director. If students' concerns or grievances remain unresolved after an attempt to informally resolve the matter, they should proceed with a formal resolution of their grievance. Adherence to the timeline specified in the process described below is essential for all parties.

D. Procedure for Informal Resolution

A student who feels that they have an academic grievance regarding an examination score, middle grade, summative evaluation comments, overall evaluation, or course grade, should attempt to informally resolve the concern by contacting the appropriate module lead, clerkship director or elective course director in writing within five (5) business days from the date the evaluation or grade was published. Within ten (10) business days from receipt of the student's written communication, the module lead, clerkship director or elective course director will respond to the concern and provide the student with a written decision. 

F. Procedure for Formal Resolution in the Pre-Clerkship and Clerkship Curriculum

The procedures for formal academic grievance are sequenced below. Students may contest formative and summative (including narrative and numeric grade) assessments. Although strongly encouraged, students are not required to attempt informal resolution before proceeding with formal resolution.

A student must file written notice of grievance with the Assistant Dean for Pre-Clerkship and Assistant Dean for Clerkships: within twenty (20) business days from the date the evaluation or grade was published if informal resolution was attempted or within fifteen (15) business days from the date the evaluation or grade was published if informal resolution was not attempted.

The student must meet with the Assistant Dean for Pre-Clerkships or Assistant Dean for Clerkships or designee to ensure factual accuracy of the basis for grievance, review the procedures, and anticipate preparation of documentation requested.  In the written statement, the student must describe the rationale for the grievance in detail and propose a resolution. The Assistant Dean shall respond to the student within fifteen (15) days of receiving the student's notice.

G. Appeal

The student may file a written appeal to the Assistant Dean for Educational Affairs within five (5) business days from receipt of the Assistant Dean's written decision. The student' appeal portfolio must include a justification statement for the appeal and all documentation provided to the Assistant Dean for Pre-Clerkships or Clerkships.

The Associate Dean for Educational Affairs may appoint an ad hoc committee of faculty members to assist in the review of the matter. If such a committee is appointed:

• Members of the ad hoc committee shall be faculty members who have no conflict of interest in the matte under review.

• The ad hoc committee may meet with the student and faculty. Such meetings shall not be considered hearing but rather fact-gathering sessions.

• Within a timeline specified by the Associate Dean for Educational Affairs, the ad hoc committee shall present its recommendations. 

Upon review of the student's record, appeal portfolio, and if requested a report from an ad hoc committee, the Associate Dean may elect to:

• Take no action, allowing the Assistant Dean's decision to stand;
• Modify the Assistant Dean's decision; or

• Make an alternate decision.

Within fifteen (15) business days from receipt of the student's appeal, the Associate Dean for Educational Affairs will provide a written decision to the student and the Assistant Dean

The decision of the Associate Dean for Educational Affairs is final appellate review for an academic grievance.